Website Financials Documentation
The purpose of the Website Financials project is to create a concise, meaningful
presentation of Dokimoi Ergatai’s Cash Receipts, Cash Disbursements and Cash Balance.
The presentation, to be displayed on DE’s public-access website, should demonstrate
DE’s financial condition and appropriation of resources over the current fiscal period.
The financial disclosures should be maintained for ease of use by one who is not
experienced in the field of financial analysis.
Deliverables:
• Cash Receipts (in pie chart format)
• Cash Disbursements (in pie chart format)
o Travel & Trip Detail (in pie chart format)
• Cash Reconciliation (in computation format)
Audience: public access
• DE contributors
• Past DE members
• Public/Institutional Grant foundations
• Advisors and
I. Receipts:
• QuickBooks : Reports (upper toolbar) : Company & Financial : Profit & Loss
Standard
• Change Date range to “This Fiscal Year”
• Click “Excel” button under “Profit & Loss” heading; select “Send report to a new
Excel Spreadsheet”
• Highlight income values & headings under “Income” (excluding the total)
Account
Grant Income
Unrestricted Gifts-DE
Unrestricted Gifts-Water
Reimbursements
Total Receipts
•
•
•
Total
$ 10,000.00
$ 43,943.19
$ 2,025.00
$ 8,541.05
$ 64,509.24
Click Chart Wizard icon and select Pie Chart
Insert pie chart into spreadsheet as a new sheet
Change headings and labels as necessary
Presentation should resemble the following example:
Receipts for DE
$8,541.05
$10,000.00
$2,025.00
Grant Income
Unrestricted Gifts-DE
Unrestricted Gifts-Water
Reimbursements
$43,943.19
II. Disbursements:
a) Total Disbursements
• From the Profit & Loss spreadsheet (exported from QuickBooks) manually enter
the titles and values into sub-groupings that fit the following four categories:
o Support Services
o Support Wages
o Trip
o Project Supplies
Note: this step must be done manually as accounts and groupings will change
periodically
Expenses
Copying
Support Services
Project Supplies
Amount
$ 1,394.15
$ 2,787.30
$ 8,268.36
Special Retreats
Student Wages
Airfare (Travel)
Food (Travel)
Medical (Travel)
Transportation
(Travel
Other Travel
General Trip
Expenses
Total
$ 1,718.85
$ 7,467.40
$ 40,186.00
$
961.54
$ 3,322.28
•
•
$
$
Support
Services
$
1,394.15
$
2,787.30
Support Wages
Project
Supplies
$
$
8,268.36
1,718.85
$
7,467.40
1,528.86
1,072.63
$ 13,357.75
$ 82,065.12
$
Trip
5,900.30
$
7,467.40
$
8,268.36
$
$
$
40,186.00
961.54
3,322.28
$
$
1,528.86
1,072.63
$
$
13,357.75
60,429.06
Select heading row and Total values; chose Chart Wizard to form a pie chart as
a new sheet in spreadsheet
The product should resemble this example:
Proj
Supplies,
$8,268.36
Support
Wages,
Support$7,467.40
Services,
$5,900.30
Support Services
Support Wages
Proj Supplies
Trip
Trip,
$60,429.06
•
b) Trip Detail
From the Profit & Loss spreadsheet (exported from QuickBooks) manually enter
the titles and values into sub-groupings that fit the following four categories:
o Airfare
o Medical
o Food
o Transportation
o Other Expenses (i.e. Housing, Misc.)
o General Trip Expenses
Note: this step must be done manually as accounts and groupings will change
periodically
Expenses
Copying
Support Services
Project Supplies
Special Retreats
Student Wages
Airfare (Travel)
Food (Travel)
Medical (Travel)
Transportation (Travel
Other Travel
General Trip
Expenses
Total
•
•
Amount
$ 1,394.15
$ 2,787.30
$ 8,268.36
$ 1,718.85
$ 7,467.40
$ 40,186.00
$
961.54
$ 3,322.28
$ 1,528.86
$ 1,072.63
$ 13,357.75
$ 82,065.12
Airfare
Food
Medical
Trans
Other
Trip
$40,186.00
$961.54
$3,322.28
$1,528.86
$1,072.63
$40,186.00
$961.54
$3,322.28
$1,528.86
$1,072.63
Select heading row and Total values; chose Chart Wizard to form a pie chart as
a new sheet in spreadsheet
The product should resemble this example:
$13,357.75
$13,357.75
Trip,
$13,357.75
Airfare
Food
Medical
Trans
Other,
$1,072.63
Trans,
$1,528.86
Medical,
$3,322.28
Food, $961.54
Other
Trip
Airfare,
$40,186.00
III. Cash Reconciliation:
Theoretical Formulation:
Beginning of Period Cash Balance
+ Receipts
- Disbursements
End of Period Cash Balance
To Find Cash Balances:
• QuickBooks : Reports (upper toolbar) : Company & Financial : Balance Sheet
Standard
o July 1st of current academic year: this is Beginning of Period Cash
Balance
o June 30th of current academic year: this is Ending Period Cash Balance
To Find Receipts:
● Receipts are any accounts that deal with incoming cash into the organization.