Need to customize Income/Expense

[ccuppl01]

Need to customize Income/Expense to not include restricted funds. Finance need to see at a glance who much budget $ spent without including restricted funds in that total. Needs to be on one report.
How do I, or can I do this?

[Zorak]

If you only need to report on budgeted accounts, comparing budget to actual, you might try running budget-specific reports, rather than the Income & Expense Statement. These reports will allow you to exclude non-budgeted accounts.

[Jeff]

You might want to consider setting up a separate fund for restricted income and expenses.

[ccuppl01]

If I set up a separate fund for restricted income and expense while all the funds are in the same bank. How can I reconcile the statement?

My situation is:

Nursery Department has budget of $1000.00. They receive a restricted donation of $200.00. Nursery buys cribs for $800.00. They use the $200.00 gift and $600.00 of budget funds. How do I set up a report that reads:

Nursery Annual Budget Total Expenses Restricted Used Budget used
$1000.00 $800.00 $200.00 $600.00

I assuming I can set this up thru "Custom Reports". I just don't know how. Is there a way to find out?

Cheryl

[Jeff]

A bank account can be split accross funds. For example

01-1110-000 will have the operating balance for the church
02-1110-000 will have the restricted balance for the church

The reconciliation routine only looks at the middle 4 numbers '1110'. When these numbers are the same, it combines the account for the bank reconcilation. The program would combine all the following accounts as one physical account when you go to do your reconciliation:

01-1110-000
02-1110-000
04-1110-456
02-1110-997
AB-1110-000

[Jeff]

My situation is:

Nursery Department has budget of $1000.00. They receive a restricted donation of $200.00. Nursery buys cribs for $800.00. They use the $200.00 gift and $600.00 of budget funds. How do I set up a report that reads:

Nursery Annual Budget Total Expenses Restricted Used Budget used
$1000.00 $800.00 $200.00 $600.00

There are several ways to set this up. One way is to create a second fund for restricted money.

You would have a nursery expense account in both funds. so when they bought the cribs, your entry would look like this:

01-1110-000 600.00 credit
01-5410-000 600.00 debit (budgeted nursery expense)
02-1110-000 200.00 credit
02-5410-000 200.00 debit (restricted nursery expense)

There is a downside to setting it up this way. You would use the IE report by fund would show that you spent 600 from fund 01 (operations) and 200 from fund 02 (restricted) but this report doesn't show budget information.

The upside is you can run an IE report for fund 01 your operations fund at will show that they have 400.00 left in the budget.

There is another option to consider:

You can setup another expense account in Fund 01 for non-budgeted nursery expenses ie a 02-5411-000 account. Mark this account as it does not have a budget. When you record the expense you would record it as follows.

01-1110-000 credit 800.00
01-5410-000 debit 600.00 (budgeted expense for nursery)
01-5411-000 debit 200.00 (non-budgeted expense for nursery)

When you run the IE report, there is an option that says display budgete and non-budgeted subtotals. When this option is on, your report would look like:

Code: Select all

Account     Description          Actual   Budget    Difference

01-5400-000 Nursery Expense
01-5410-000 Budgeted Nursery Exp 600.00   1000.00   400.00
01-5411-000 Non-Bdgt Nursery Exp 200.00

Subtotal Nursery Expense         800.00   1000.00   200.00
  Budgeted                       600.00   1000.00   400.00
  Non-Budgeted                   200.00

[ccuppl01]

Jeff,
I understand what you're saying. However, how would that affect the restricted fund portion of the account. Would the balance sheet and Change in Equity reports still show the ins and outs and balances? Would I still use the Release Restricted Funds button on the invoice or transaction?
Cheryl

[Jeff]

The posts above did not address restricted equity at all. In either example you would use the release the restrictions just like you are doing now.