Build a report

Build a report on the books

1. Open Build a report from the list of reports, under Your own.
2. Choose the Book, and check And every book beneath it that you read to add up the units below it too.
3. Choose the Dates, such as Last month, or These dates with a first and a last day.
4. Choose what the Rows are — an account, an account group, a unit, a fund, a program, a tag, a customer, a supplier, or a month, quarter or year — and, if you like, what the Columns are.
5. Check the Figures you want: Debits, Credits, Net, and Budget.
6. With rows by account, check Show sub-accounts under their accounts to see each level; otherwise each line is added into its top account.
7. Open a box under Only these to narrow it to some accounts, funds, programs, customers and the rest.
8. Press Run the report.

Then: The report shows under the choices, with a total at the foot. Its address holds every choice, so a link to it opens the same report for anyone who may read those books.

Rather not? Choose a percent of the total or of each column, or put The period before or The same dates a year earlier beside it, under Beside it.

Grace wants spending by program, month by month, for the year so far. Grace chooses the Riverside Center's book, This year so far, Rows Program and Columns Month, checks Net, opens Account groups and checks Spending, and presses Run the report.

Download it, or print it for the board

1. Run the report.
2. Press Download for Excel or CSV.
3. Or press PDF for the board.

Then: What is downloaded is what is on screen. Excel has the figures as numbers and an About sheet saying what the report adds up, its books, its dates, its currency and its notes. The PDF carries the top book's letterhead.

Save it, and share it

1. Run the report.
2. Under Save this report, give it a name.
3. Check Share it with the people who read every book it reads to share it.
4. Press Save.

Then: It is listed under Saved reports. Shared, it is listed and opens for each person who may read every book it reads, and shows them only what they read themselves; to anybody else it isn't there.

Rather not? Open it, change its choices, press Run the report, then Save the changes. Press Remove the saved report to take it away, with its schedules.

Email it every week, month or quarter

1. Open a saved report you saved.
2. Under Emailed on a schedule, choose How often and whether it goes as a PDF or an Excel file.
3. Check the people it goes to, up to 25: only people who read every book it reads are listed.
4. Press Schedule it.

Then: It goes from the next week, month or quarter, from 6 in the morning where the top book is, with the report's own dates on that day. Each email carries the report drawn for its reader, and a link to it.

Rather not? Press Send now to send it today, at most once in 10 minutes. Press Pause, Resume or Stop; open Change who it goes to to add or take people off.

Who: Each person is asked as it goes: anyone who no longer has an active account, or can't read every book it reads, is skipped, and whoever set the schedule up is emailed who and why. If whoever set it up no longer reads every book, it pauses itself; someone who does can resume it.

Grace saves Spending by program with the dates Last month and shares it, then chooses Every month, as a PDF, checks the treasurer and the board's chair, and presses Schedule it. On December 1, each of them gets November's report.

Stop getting a report by email

1. Open Build a report.
2. Find the report under Saved reports.
3. Press Stop sending me this.

Then: You are taken off every schedule of that report. Whoever set it up sees you are no longer on it.