CHAPTER 7. REPORTS

Quicken has a number of reports that can be generated, however, most of them are not relevant to Grant Tracker.


How to Produce a Report
Customize a Report
Memorize a Report
Delete the "Clr" Column From Reports
Adjust the Column Width of Reports
Exporting Grant Tracker Reports

The Reports of greatest use for Grant Tracker are:
Cash Flow (by Month or by Year)
Itemized Categories
Net Worth
Net Worth by Year

    Note: Other useful "Reports" can be generated by simply printing the Accounts List, and the different expense Registers. Also, you can print out your various searches.



HOW TO PRODUCE A REPORT

Under "Reports" on the Menu Bar: Select: "Own & Owe" for the "Net Worth Report". Select: "Spending" for the "Cash Flow Report" and "Itemized Categories Report".

    Note: If your grant spans more than one calendar year, be sure to "Customize" your report or graph (see below) to show the dates for the beginning and ending of your grant, otherwise your graph or report will not be accurate.

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CUSTOMIZE A REPORT

Then click on the "Customize" button at the top left end of the screen. Under Report Dates, select "Custom Date" and change the dates to reflect the first and last dates of your grant year. Under Report Layout, Title, add the name of your grant to the title so that the report is easy to identify. Click on [Create].

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MEMORIZE A REPORT

If a report is to your liking, then "Memorize" it (button at the top left end of the screen). Then in the future, click on "Memorized Reports and Graphs" under Reports, and select the report that you want.

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DELETE THE "Clr" COLUMN FROM REPORTS

Since most users will NOT be using the Quicken reconciling feature, but will use the reconciling method recommended by Grant Tracker (see Chapter 3), you can delete the "Clr" column from your reports, and thus make the reports fit better on the screen and on printouts. Under Customize>Display>Show Columns, uncheck Clr. Then Memorize this change in your report format.

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ADJUST THE COLUMN WIDTH OF REPORTS

So that the reports will fit better on your screen and on printouts, you can resize individual columns by dragging the small diamond located to the right of a column heading. Then Memorize this change in your report format.

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EXPORTING GRANT TRACKER REPORTS

Under Help, select Onscreen Manual, then select Index. Under (1.) type in "export" (without the quotes), and the options will be displayed.

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CASH FLOW REPORT by YEAR

When Customized as described above, this report shows the total expenses by category and subcategory for the grant year.




CASH FLOW REPORT by MONTH

To find all of the expenses for a given month, select Cash Flow Report as described above, and change the dates, e.g., 2/1/97 and 2/28/97, and click on [Create]. You will need this information for Staff Benefits, and for Indirect Costs (see Chapter 3). From a Memorized Report, change the dates and click on "Update".

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ITEMIZED CATEGORIES REPORT

This report shows all of the individual entries into Grant Tracker, itemized by category.

Note: Only a small portion of this Report is shown, and several columns have been omitted in order to fit it on the screen.

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NET WORTH REPORT

This report shows the balance projected to the end of the grant year, i.e., current expenses to-date, but ALL of the personnel charges for the FULL year, if you have entered the data correctly.

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NET WORTH REPORT by YEAR

This report is a modification of the New Worth Report. From this report, under "Interval" at the top of the screen, select "Year", and click on "Update". The report will now ALSO show the amount of money in each category as shown on the award statement for your grant.

    NOTE: The balance at the beginning of the grant year, i.e., the amounts awarded in each expense category, will only be accurate in this report if you enter the amounts awarded as the Opening Balance using the date of the FIRST DAY of your grant year, and you enter Expenses and Salaries for the first month using the SECOND DAY of the grant year.

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