Reports in Edlio Accounting allow bookkeepers, school principals, district financial directors, and state auditors to generate clear, verifiable financial summaries from your general ledger. Different stakeholders require different perspectives on school finances — from day-to-day fund balances to monthly board-ready audit packets.
Fund balance reports
The Fund Balance Report is the primary financial statement run at month-end to verify the status of every active school account. For each individual fund, the report itemizes:
Beginning Balance: The carryover balance of the fund at the start of the selected period or fiscal year.
Receipts: Total money collected and receipted into the fund during the period.
Disbursements: Total cash disbursed (checks and electronic payments) from the fund during the period.
Transfers: Net fund-to-fund reallocations moving into or out of the account.
Current Balance: The raw unencumbered balance of the fund.
Encumbrances: Total unpaid purchase orders and pending approved invoices reserved against the fund.
Available Balance: The true spendable balance remaining in the fund (Current Balance − Encumbrances).
Asset total vs. activity total (the golden rule)
Every Fund Balance Report is structured around two balance summaries that must always match exactly:
Asset Total (Bank Cash Position): The total physical cash balance across all school bank checking and savings accounts.
Activity Total (Fund Allocations): The cumulative total of all individual fund and sub-account ledger balances.
💡 Why the two totals must equal:
Because every dollar in your school bank accounts is allocated to a specific fund account, the Activity Total must equal the Asset Total. If there is any variance between total cash in the bank and total allocated fund balances, an unallocated transaction, unposted adjustment, or entry error exists that must be corrected before closing.
Key reports available in accounting
Edlio Accounting provides specialized reporting views to support monthly compliance, audits, and budgeting:
Monthly Financial Report (Reconciliation Packet): Generated upon completing your monthly bank reconciliation. Details all asset accounts, cleared checks/deposits, outstanding items, in-transit deposits, and includes formal signature lines for bookkeeper preparation and principal approval.
Receipts Ledger: Comprehensive report of all receipts issued across a date range, grouped by payer, contact, receipt number, payment method, or fund.
Disbursement / Check Register: Chronological listing of all issued checks and electronic disbursements, including vendor names, check numbers, voided checks, and invoice references.
Open Invoices / Accounts Payable: Tracks all pending unpaid vendor invoices by due date and vendor terms to avoid late fees.
Transfer History: Full audit log of all fund-to-fund and bank-to-bank transfers with associated transaction IDs and approval reasons.
District-Consolidated Reports: District administrators can run multi-school consolidated reports across all campuses to evaluate district-wide vendor spend, monitor school liquidity, and negotiate bulk purchasing contracts.
Selecting fiscal periods and filtering
When generating reports in Accounting:
Fiscal Year & Period Selection: Always verify the active Fiscal Year and Period from the top filter bar. Reports dynamically aggregate ledger activity based on the selected period.
Account / Fund Filtering: Filter reports by specific Fund, Sub-Account, Account Group (e.g., Athletics, Student Council, Academic Clubs), or Bank Account.
Export & Print: Export any report to PDF for formal board presentations or CSV/Excel for spreadsheet analysis.
Related articles