Reports let you take all of your Accounting data and view it the way each stakeholder needs. Different people need different views — the bookkeeper, the principal, and the district office all have different questions. Reports allows you to produce the appropriate data for each role.
Fund balance reports
The fund balance report is typically run at the end of each month to see where balances stand. For each fund, it shows:
Beginning balance — the fund's balance at the start of the period.
Receipts — total money received into the fund during the period.
Disbursements — total money paid out from the fund during the period.
Transfers – total money transferred between funds or banks.
Balance — the fund's current balance without encumbrances (includes invoices and purchase orders, if used).
Encumbrance – total unpaid invoices and purchase orders, if used.
Available – the fund’s current available balance.
The report is organized into two sections that should always match:
Asset total — your pure cash position. This is the total cash across all bank accounts.
Activity total — how that cash is allocated across all funds. The activity total must equal the asset total, because all cash is assigned to a fund.
Why the two totals must match: Every dollar of cash in your bank account is allocated to a fund. So the total of all fund balances (activity total) must equal the total cash in the bank (asset total). If they don't match, something was recorded incorrectly.
The report also shows which bank account each disbursement came from and how each receipt was allocated across funds.
Selecting the right fiscal year
When running reports, make sure to select the correct fiscal year. The system supports multiple fiscal periods, and beginning balances are tracked per fiscal year. Reports pull data from the selected period.
Ways to view your data
By fund — see the activity and balance for specific funds.
By cash in and out — focus on money flowing into and out of your accounts.
Across an entire district — consolidate information from many schools to see the bigger picture.
A district-wide view can answer questions individual schools can't — for example, identifying that many schools use the same vendor, which might justify a district-level discount.