ShelbyNext Financials: General Ledger Special Reports (Hands On)

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1 ShelbyNext Financials: General Ledger Special Reports (Hands On) [Course F133] Presented by: Bill Ballou Shelby Training Manager 2018 Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Objective Become familiar with the Special Reporting capabilities in ShelbyNext Financials. This session presents the following topics: An Overview of Special Reports Youth Minister Report: Statement of Activities (Income & Expense) Congregational Report: Budgeted Financial Statement A quick look at a customizable Cash Flow Report Questions & Answers / Discussion Extras: A Board Report Statement of Financial Position (Balance Sheet) 2

3 An Overview of Special Reports Think of Special Reports as Custom Designed Reports or it would be more accurate to say they are a customized view of your accounting structure. If you are taking reports or data into Excel and moving the numbers around, then consider using Special Reports. Examples of Special Reports: 1. A Report for Department Directors: This may be for a Youth Director, Worship Director, or someone in leadership at the church who only needs to see a select group of accounts. This individual may be responsible for multiple departments and may want to see the totals for specific accounts in those departments, or may want to consolidate similar accounts from various departments together into one line on a report. Special Reports allows you to be selective about the accounts to include on a report. 2. A Congregational Report: This type of report is used to summarize certain areas in order to emphasize other areas, protect sensitive information, or keep the report at a reasonable size. You may want to use this type of report to group broad categories of expenses together so that the sensitive detailed information is not exposed to the congregation, especially where payroll compensations are concerned. On other areas of the report, you may want to show detail information that is not as sensitive or where you want to draw attention. 3. A Board Summary report: This type of report is often used to show a very summarized overview of your organization. The board may want to see all the income for several departments on one line and all the expenses for these departments on another line. Or, it may want to summarize each department to one line on the report. 4. A Cash Flow Statement: You may to want change the order of the accounts. For example, a Cash Flow Statement does not follow the same order as the chart of accounts. Using a Special Report is the only way to generate a report as specialized and varied as the Cash Flow Statement. 3

4 Getting Started with Special Reports Let us start by navigating to the Special Reports Setup page. 1. From the General Ledger menu, select Modify -> Special Reports Setup. 2. If the Filters bar displays, click the Search button. (The Filters bar does not display if you have refreshed this page in the past 15 minutes.) 4

The Special Reports are displayed in a grid: These steps help you become familiar with some of the functionality on the Special Reports Setup page. 1.

NOTE: The other way to copy reports is to select the reports and then click the Copy Reports button. 2. Click the Edit icon next to the Elder Summary - BFS [2] report. Enter some text (e.g.

5 The Special Reports are displayed in a grid: These steps help you become familiar with some of the functionality on the Special Reports Setup page. 1. Click the Copy icon next to the Elder Summary - BFS report. Notice that the report is now listed a second time on the grid with a [2] after the report. NOTE: The other way to copy reports is to select the reports and then click the Copy Reports button. 2. Click the Edit icon next to the Elder Summary - BFS [2] report. Enter some text (e.g. This is a test ) into the Note section and then click the Update button when you are finished. 3. Hover over the Note icon next to the Elder Summary - BFS [2] report. Notice your text displays. Also, hover over the Setup icon to view the setup and updated information. 4. Click the Delete icon next to the Elder Summary - BFS [2] report. Verify that the Elder Summary - BFS [2] report is being deleted on the Delete Record window. Click the Yes button to delete the report or click the No link if you are deleting the wrong report. 5

6 Youth Director Report The first Special Report you create is the Youth Director report. This report consolidates accounts from two departments: 40 - Children and 50 - Youth. It also customizes the order in which the data is presented. Before creating a special report, you should design it. The process of designing a special report Print out your chart of accounts and associated standard reports. (Verify that the amounts are correct.) Ask yourself, What do I want the report to look like? Sketch it out, line by line. List the accounts to be included on each line. 6

Below is an example for a Youth Director report. 2.

7 Steps for Creating the Youth Director Special Report 1. Sketch out a line-by-line layout of the report. Below is an example for a Youth Director report. 2. Click the Add New Report button. 3. Enter Youth Minister Report in the Title field and then click the Add New Line button. 7

4. Create the first line of the report. a) Enter Activities in the Description field and then enter account number 1-40-53110 in the Accounts area.

8 4. Create the first line of the report. a) Enter Activities in the Description field and then enter account number in the Accounts area. b) Next, click the Add New Line icon and then enter the account number in the Accounts area for the second line. NOTE: If you select an account using the Search icon, then both fields are filled with the selected account number. You may want to delete one of the fields so that you can distinguish a range of accounts from a single account on this page and on the Setup List report. c) Click the Apply button when you are finished. 8

finished. 6. Enter Small Equipment in the Description field.

9 5. Enter Outreach in the Description field. Enter account and and then click the Apply button when you are finished. 6. Enter Small Equipment in the Description field. Enter account and and then click the Update button when you are finished. 7. Next, click the Statement of Activities link in the Report(s) Selection box. 9

10 8. Unselect the check boxes and then select Current & Year-To-Date from the Report Type drop-down list. Click the Update button when you are finished. 10

9. Review the Youth Minister Report and then click the

Click the Select check box next to the Youth Minister

11 9. Review the Youth Minister Report and then click the Update button to save your report. Verify that the accounts are assigned correctly on the report 1. Click the Select check box next to the Youth Minister Report and then click the View Setup List button. 2. Select the Show Account Details? check box and then click the OK button. 11

12 3. Review the details of your report and verify that they match the screenshot below. 4. If they match, Congratulations! Click the Close Report button to exit the report. If they do not match, then you have the opportunity to modify your report. Click the Close Report button. Click the Edit icon next to the Youth Director Report. Make any changes as appropriate and then click the Update button. 12

next to the report When viewing the report, you can print it or export it to various formats such as a PDF file.

13 Running a Report After a report has been set up, running the report is relatively easy. Click the check box that you would like to run and then click the Run Reports button. next to the report When viewing the report, you can print it or export it to various formats such as a PDF file. For example, you may want to a leader or group of leaders a specific report as a PDF attachment. Click the Close Report button when you are finished viewing, printing, or exporting the report. 13

Congregational Report This Congregational report uses accounts from department 20 - Personnel. It groups multiple accounts together on each line of the report.

14 Congregational Report This Congregational report uses accounts from department 20 - Personnel. It groups multiple accounts together on each line of the report. In some cases, this is helpful to protect sensitive data such as payroll compensation amounts. By grouping several accounts together, you are able to show the congregation how much is spent in a department, but they do not see specific employee compensation amounts. Steps for creating the Congregational Special Report 1. Sketch out a line-by-line layout of the report. Below is an example of a Congregational Report. 14

15 2. Click the Add New Report button. 3. Enter Congregational Report in the Title field and then click the Add New Line button. 4. Enter Payroll Compensations in the Description field. Enter account through as a range and then click the Apply button when you are finished. 15

16 5. Enter Allowances and Reimbursements in the Description field. Enter the following accounts and then click the Apply button when you are finished. 6. Enter Benefits (Health, Dental, and Retirement) in the Description field. Enter the following accounts and then click the Apply button when you are finished. 7. Enter Taxes and Insurance in the Description field. Enter the following accounts and then click the Update button when you are finished. 16

17 8. Next, select the Budgeted Financial Statement link in the Report(s) Selection box. 9. Select the options for the Budgeted Financial Statement and then click the Update button. 17

10. Review the Congregational Report and then click the

Click the Select check box next to the Congregational

18 10. Review the Congregational Report and then click the Update button to save your report. Verify that the accounts are assigned correctly on the report 1. Click the Select check box next to the Congregational Report and then click the View Setup List button. 2. Select the Show Account Details? check box and then click the OK button. 18

3. Review the details of your report and verify that they match the screenshot below. 4. If they match, Congratulations! Click the Close Report button to exit the report.

19 3. Review the details of your report and verify that they match the screenshot below. 4. If they match, Congratulations! Click the Close Report button to exit the report. If they do not match, then you have the opportunity to modify your report. Click the Close Report button. Click the Edit icon next to the Congregational Report. Make any changes as appropriate and then click the Update button. 19

Cash Flow Report The Cash Flow Report is very customizable and can vary from organization to organization. In this section you take a look at a simple, more common Cash Flow Report.

20 Cash Flow Report The Cash Flow Report is very customizable and can vary from organization to organization. In this section you take a look at a simple, more common Cash Flow Report. It starts by showing the Cash accounts, then the Income and Expense accounts, and then ends with other accounts which affect your Cash flow such as liability accounts, etc. Since this is a very customizable report, you may want to contact a Shelby Consultant if you need further assistance creating or customizing a Cash Flow Report. 1. Click the Edit icon next to the Simple Cash Flow Report. 2. Click the Expand All button. Notice this report has groupings for OPENING BALANCE and NET OF INCOME & EXPENSE. Both of those groupings are then grouped under an ENDING BALANCE grouping. The groupings are used as a way to total each section of your special report. They also have an option to display as headings on the report. 20

Questions & Answers/Class Discussion What if you make changes to your Chart of Accounts? If you make changes to your Chart of Accounts, you need to make corresponding changes to your Special Reports.

21 Questions & Answers/Class Discussion What if you make changes to your Chart of Accounts? If you make changes to your Chart of Accounts, you need to make corresponding changes to your Special Reports. For this reason, a warning message appears on the Special Reports Setup page whenever there are changes made to the Chart of Accounts. A Report of changes can be run to view these changes. After making the corresponding changes to your Special Reports (or at least printing the Report of changes), click the Clear Change Flag link. This removes the warning from the Special Reports Setup page. NOTE: If you run a Special Report where the account number is no longer in the Chart of Accounts, the report simply ignores that account number. 21

there are separate security settings for both of these menus. In addition on the 8.

22 Can a user have rights to run Special Reports without having rights to add or modify? Yes. Special Reports can be run from both the Reports and the Modify menu options, and there are separate security settings for both of these menus. In addition on the 8.7 Release, there are now passwords that can be used to further secure your Special Reports. 22

What does the Auto Generate New Report button do? The Auto Generate New Report button is designed to be used when you create a new report within the same department.

23 What does the Auto Generate New Report button do? The Auto Generate New Report button is designed to be used when you create a new report within the same department. It creates a Special Report (with groups and lines) based on your Chart of Accounts and the options you select. Options Title: Enter the Title for your Special Report. Summary to: Select to summarize by each department (Summary Only option) or by the number of digits for each account number. For example, if you select the Summarize by first 3 digits of an account # option, then all the accounts that have the same first three digits are assigned to one line on the report. The Detail option lists each account separately. Account Types: Select which account types to include on the report. Accounts: Select the accounts and levels (funds, depts, etc.) to include on the report. 23

24 Detail Example 24

25 Notice that each detail line is listed individually. This gives you a template to work with for customizing the report further. 25

26 Extra Credit Add a Group to an existing Report In this next example you look at the Monthly Leadership Balance Sheet Summary report. It adds a new group named Checking under the CASH group and then adds a couple accounts to the new Checking group. 1. Click the Edit icon next to the Monthly Leadership Balance Sheet Summary report. 2. Click the Add New Group button. 3. Enter Checking into the Description field and then select CASH from the Include under drop-down list. Click the Update button when you are finished. 26

27 4. Click the Expand All button. Click the ACB operating checking account and then drag it to the Checking grouping. 5. Next, click the ACB payroll checking account and then drag it to the Checking grouping. 27

28 6. Click the Expand icon next to the Checking grouping. 7. Notice these two checking accounts are now listed under the Checking group. 28

Board Report This Board Report consolidates each department to a single line on the report. Groupings are then used as a way to create totals and sub-totals on the report.

(When entering the accounts, there is a drop-down to assign the Group.) The Reverse Sign when Printing? check box only applies to the group total, not the lines in the group.

29 Board Report This Board Report consolidates each department to a single line on the report. Groupings are then used as a way to create totals and sub-totals on the report. When creating a new Special Report with Groupings: If you want a Bottom Line net amount, you must create a Group. Do the Groupings FIRST and then assign the accounts to the Groupings. (When entering the accounts, there is a drop-down to assign the Group.) The Reverse Sign when Printing? check box only applies to the group total, not the lines in the group. The steps below show how to create a simple board report. You start by creating the INCOME O/U EXPENSE grouping and then add the INCOME and EXPENSE groups under it. Lastly, add the accounts to the INCOME and EXPENSE groupings. 1. Click the Add New Report button. 2. Enter Board Report in the Title field and then click the Add New Group button. 2. Enter INCOME O/U EXPENSE in the Description field, select the Reverse sign when printing? check box, and then click the Apply button. 29

3. Enter INCOME in the Description field. a) Select the Reverse sign when printing? check box. b) Select the Show Heading? check box. c) Select INCOME O/U EXPENSE from the Include under drop-down list.

30 3. Enter INCOME in the Description field. a) Select the Reverse sign when printing? check box. b) Select the Show Heading? check box. c) Select INCOME O/U EXPENSE from the Include under drop-down list. d) Click the Apply button. 4. Enter EXPENSE in the Description field. a) Select the Show Heading? check box. b) Select INCOME O/U EXPENSE from the Include under drop-down list. c) Click the Update button. 30

31 5. Click the Add New Line button and then enter General Income in the Description field. a) Select the Reverse sign when printing? check box. b) Specify 1-10 Genl Income in the Accounts area. c) Select INCOME from the Include under drop-down list. d) Click the Apply button. 31

32 6. Enter Personnel & Operations in the Description field. a) Specify 1-20 and 1-30 in the Accounts area. b) Select EXPENSE from the Include under drop-down list. c) Click the Apply button. 32

33 7. Enter Ministries in the Description field. a) Specify 1-40, 1-50, and 1-60 in the Accounts area. b) Select EXPENSE from the Include under drop-down list. c) Click the Update button. 8. Next, click the Statement of Activities link in the Report(s) Selection box. 33

34 9. Unselect the check boxes and then select Current & Year-To-Date from the Report Type drop-down list. Click the Update button when you are finished. 34

35 10. Click the Expand All button. Review the report and then click the Update button when you are finished. 35

Bill Ballou Shelby Training Manager bill.ballou@shelbyinc.com Bill has been a part of the Shelby training team for over 19 years and trains on both v.5 and ShelbyNext.

36 Bill Ballou Shelby Training Manager Bill has been a part of the Shelby training team for over 19 years and trains on both v.5 and ShelbyNext. He greatly enjoys working with the gifted trainers on his team. Bill brings a vitality and life to training software and uses humor to help customers feel at ease with new ideas. He has helped dozens of churches find solutions to tracking financial and gifts information so they can do ministry more effectively. While Bill has been known to geek out over finding a new trick in Excel or in MS Reporting Services, his real excitement comes at that moment in training when he can see that a trainee has made a key connection and has that "ah-ha" moment light in his or her eyes. Bill worked for almost twenty years on staff at various churches, so he has an appreciation for the questions and challenges of many of our users.

ShelbyNext Financials: Accounts Payable Best Practices (Course #N210)

ShelbyNext Financials: Accounts Payable Best Practices (Course #N210) Presented by: Carmen Dea, Shelby Consultant 2017 Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks