RE: Sample Christian School "Where Are We" CHART Report as of August 4, 2006
This was updated on May 03, 2008The general idea is that a Small School (defined as having 100 or fewer students) would function from the GPFund cash collected from their Sch>ool's A>ccount R>eceivable - SCHAR-- system and would benefit from the QBuxBox cash Spending Control system as they handle their GPFund and SPFunds as outlined when you Click Here..
The extremely important management of their SCHAR system, of course, involves being sure that Parents are timely/correctly billed for Tuition and Fees and that Parents (or responsible entity) pay for said things per their agreement when the children are registered. Please Click Here for more information about management of a School's fiscal affairs.
It is usually best for the School to manage SCHAR via a separate set of QuickBooks (QBs) that, of course, is on the basis of accounting (accrual) that includes reflecting non cash assets that have not yet been converted to cash, etc. Further, it limits those who have access to your separate QBuxBox system, etc. Many Schools are successfully using such Non-QBs SCHAR resources that are located within the folder when you Click Here.
Please note within the report below how it shows, as memo accounts, the Aged SCHAR statistics like total amount yet to be paid of $8,540 and how long has it been since the Parent's have paid, etc. Using the "Offset of Total" account allows the School to NOT get non-cash assets mixed up with the essential GPFund and SPFunds Spending Control cash management issues.
The report below is after the latest donations has been assigned to respective priority Spending Areas (this is equivalent to QBuxBoxes or Boxes, etc.) You will notice that there is a General Fund (Deficit) from earlier years. This Ministry has asked supporters to pledge money to cover this deficit. Or restricted money that comes in from this source goes immediately to reduce this deficit - plus, of course, all other Spoken For money from donors goes into the respective Funds. The Leadership has decided which Spending Area (Staff, Facility, Travel, etc etc) has first priority and the General Fund money is allocated and assigned accordingly. This is further explained in more detail in a Church setting when you Click Here. This report then timely goes to the Staff who can only spend what is available, if any.
The "Where Are We" report below can also be viewed as a Photo report as described when you Click Here..
Please Click Here and go to a "Where Have We Been Report" for samples that provides you with an example of what a detailed transaction report like this would look like for any of these "Spending Areas" items below. These "Where Have we Been" reports can also be Video reports as described when you Click Here.
QBooks Types: Assets: Bank Bank Checking and/or Savings $16,787 Acct Rec Current Unpaid Schar Billing $ 6,575 Acct Rec Over 30 Days Unpaid Schar Billing $ 1,965 Total Unpaid $ 8,540 Acct Rec Total Schar (Offset) $ (8,540) Total Assets $16,787 Liabilities: Acct Pay Unpaid Credit Card Balance $ 1,689 Spending Areas: Spoken For Money Equity Project A $ 700 Equity Parent's Group $ 4,000 Equity (Deficit) from earlier years $ (6,362) Equity Emergency SetASide by the Board $ 15,774 Total $ 14112 General Fund Available for this Year's Operations: Equity General Fund Staff Costs $ 562 Equity Mortgage & Facility Operating Costs $ 234 Equity Travel Costs $ 56 Equity Department #1 Costs $ 34 Equity Department #2 Costs $ 100 Total General Fund (Deficit) 986 Total Spending Areas $15,098 Total Liabilities & Balances $16,787