Financial Reporting Spreadsheets Quick Reference Guide
Users have indicated that it is sometimes difficult to know which spreadsheet to open and which tab contains the information that is needed. The attached document is a quick reference to help users locate information. Also, key words are listed in the Helpful Information column to help users search for additional information on how to use the Financial Reporting Spreadsheets.
Visit the App-Garden support website at any time to view information concerning the Financial Reporting Spreadsheets.
Each spreadsheet has a Helpful Information tab that contains information to help users effectively and efficiently utilize their spreadsheets. The Helpful Information sheet contains a search option for easy look up of information. Print the Helpful Information document if you prefer a hard copy. Just click on Printer Icon to print.
Helpful Information tab
Click on the Helpful Information tab.
If you cannot see the Helpful Information tab, use scroll option to scroll to the right.
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Search for information
Click inside the white area within the Search box.
Type in name of item you wish to search. (i.e. print, bank, check, open, line item, etc)
Once you type, always press enter.
Click on the red Search instruction box to view all documents that contain the word typed. (these instructions are listed in the red Search box)
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AppGarden Financial Reporting Support Portal The Financial Reporting support portal provides helpful information. You can search for different topics of information.
Use the Search box to search for any topic. (example: how to use subtotals - type in the word subtotal in the Search box and click on the Search icon)
Documents that contain the word included in the search box will display. Click to open the documents.
If you need support, click on the New Support Ticket |
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Topic | Where to Look | Which Tab | Instructions | Helpful Information is located on each spreadsheet. Below are Search Text suggestions for additional detailed instructions.
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Account Code Balance | Budget Spreadsheet | Budget Tab
| Filter for Program and Fund code | Account Code Or Balance |
Advanced Filtering | All Spreadsheets | Advanced Filtering
| Advanced Filtering gives user options to filter for multiple entries.
Advanced Filtering tab also has built in instructions on how to use the feature.
| Advanced Filtering |
Bank Reconciliation
| Budget Spreadsheet | Details Tab | Filter for T in Transactions Type column
Custom Filter for Checks greater than 0.
| Bank |
Batch # | Budget Spreadsheet | Details Tab | Displays batch # for transactions processed. Utilized by Finance
| Batch |
Budget Totals | Budget Spreadsheet | Budget Tab | Contains account code balances. Compare to looking at banks statement for balance.
| Account code |
Budget | Budget Spreadsheet | Budget Tab | To see all information for Budget Tab, search in the Helpful Information tab.
| Budget Tab |
Budget Details | Budget Spreadsheet | Details Tab | All transactions listed for totals on Budget Tab
To see all information for Details Tab, search in the Helpful Information tab.
| Details Tab |
Budget Summary | Budget Spreadsheet | Budget Summary | View budget totals in a Pivot table view. Arrange according to information desired.
| Budget Summary |
Check # | Budget Spreadsheet | Details Tab | Check # for invoice processed.
(check# does not display on the Purchase Order spreadsheet.)
| Check# |
Topic | Where to Look | Which Tab | Instructions | Helpful Information is located on each spreadsheet. Below are Search Text suggestions for additional detailed instructions.
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Checks Written | Budget Spreadsheet | Details Tab
Settings Tab
| T Transactions in Type column
Retrieve paid items only in Details Tab by selecting Checks Written option
| Check
Check |
Commodity Code(LINQ customers) | Purchase Order Spreadsheet
| Purchase Order Tab | Filter for description to determine Commodity Code.
Custom Filter on Description column to search for items. I.e Paper
| Commodity |
Custom Filtering | All Spreadsheets | Helpful Information Tab | Click on Filter on column you wish to view.
Select Custom
If Text column, always select “Contains” for search option.
| Custom |
ERATE | Budget Spreadsheet | Details Tab
| Use Advance Filtering to filter for Purpose Codes associated with Vendor names to calculate expenses for ERate.
| Advance |
Expenses & Revenues | Budget Spreadsheet | Settings Tab
Budget Tab | Option to select Expenses and Revenues
Revenue codes and Expense codes display
| Revenue |
Expenses Paid | Budget Spreadsheet | Budget Tab
Details Tab | Expenses Paid to Date column total. Filter on desired codes.
Filter for T Transactions to view details of all expenses paid. Filter on account code options to drill information down to level needed.
| Expense |
Federal Reporting of Expenses paid | Budget Spreadsheet | Details Tab | Filter for T in Transactions Type column | Report or Federal |
Topic | Where to Look | Which Tab | Instructions | Helpful Information is located on each spreadsheet. Below are Search Text suggestions for additional detailed instructions. |
Filter prior to using subtotal button | All Spreadsheets | All Tabs | Instructions to filter prior to subtotal are listed on Helpful Information tab.
| Filter prior
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Invoiced Amount | Budget Spreadsheet
Purchase Order Spreadsheet
| Details Tab
Purchase Order Tab
| Invoiced amount shows in the Transaction column with INV symbol in the JRN (Journal) column
Invoiced Amount column will display $ amount applied to PO.
| Invoice
Invoice |
Line Item Details | Budget Spreadsheet
Purchase Order Spreadsheet (Sartox)
| Budget Tab
Purchase Order Tab | Automatically filters information for line item in spreadsheets | Line Item |
Month to date Expenses (MTD) | Budget Spreadsheet | Budget Tab
Details Tab | Lists all expenses paid for each month. (like a check register)
List details of all expenses paid.
| Month
Details |
Paid Transactions | Budget Spreadsheet | Details Tab | T transactions in Type column
| Paid Transaction
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Payment for PO | Budget Spreadsheet
Purchase Order Spreadsheet | Budget Details
Purchase Orders Tab
| Filter for Vendor Name to see if payment (check) has been processed.
Filter for Vendor Name. Scroll to right to view invoiced amount. Check information will display on Budget Details.
| Purchase Order
Invoiced Amount |
Payroll items | Budget Spreadsheet | Budget Tab | Payroll totals are on the Budget Tab. History for the payroll totals are found in the Payroll History spreadsheet.
Use the Hide Payroll button if you do not wish to include payroll in account code view.
| Payroll
Payroll |
Topic | Where to Look | Which Tab | Instructions | Helpful Information is located on each spreadsheet. Below are Search Text suggestions for additional detailed instructions. |
POs Outstanding | Budget Spreadsheet | Budget Tab
| Total of all outstanding POs. These subtract from your Budget Allocations to give you a current balance.
| Purchase Order |
POs Outstanding listing | Purchase Order Spreadsheet | Purchase Orders Tab | Filter for O- Open option in the Status column.
| Open |
PO Outstanding listing by location(Finance only) | Purchase Order Spreadsheet | Settings Tab | Select Locs other than Central Office under Type option.
Select Open under Status option
Subtotal by Loc for listing.
| PO Status |
PO # | Budget Spreadsheet
Purchase Order Spreadsheet | Details Tab
Purchase Order Tab & Details Tab
| Filter on JRN column & select PO for listing of all POs.
Filter on PO# column and select a specific PO #.
| Listing
PO#
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Purchase Order – look up a particular item ordered without going through paper files | Purchase Order Spreadsheet | Purchase Order Details Tab if details entered.
Purchase Order Tab if no details entered.
| Custom filter on Description column or Item column. (i.e. click on filter, select custom, select contains in the search box, type in book, click ok) Finds any variation of book, books, handbook, etc.
| Custom |
Purchase Order Details -(Sartox users) | Purchase Order Spreadsheet | Purchase Order Details Tab
Purchase Order Tab | Contains description of items ordered, unit price and number of items ordered.
To view all information of the Purchase Order, use the Line Item Detail button on the Purchase Order Tab.
| Details tab, Line Item
Line Item Details |
Topic | Where to Look | Which Tab | Instructions | Helpful Information is located on each spreadsheet. Below are Search Text suggestions for additional detailed instructions. |
Purchase Order Details- (LINQ users) | Purchase Order Spreadsheet | Purchase Order Tab
| Contains description of items ordered
To view all information (# of items orders, unit price, shipping, etc. of the Purchase Order, click on the Show Details button
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Details
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Postable codes-(Finance only) | Budget Spreadsheet | Budget Tab | Show/Hide Postable codes button displays Y for Postable codes and N for NonPostable codes.
| Postable |
Profit & Loss Report -(Child Nutrition only) | Child Nutrition Budget Spreadsheet | Settings Tab
Budget Tab | Profit & Loss option on Settings tab retrieves revenues and expenses paid (without payroll) to show profit and loss by each location | Profit |
Printing Details | Budget Spreadsheet
Purchase Order Spreadsheet (Sartox users only)
| Details Tab
Purchase Order Tab (Sartox users only)
Purchase Order Details Tab (Sartox users only)
| Filter for information, select PRINT button (do not use Printer Icon on toolbar)
Line Item Details button on Purchase Order Tab will search for details on Details Tab.
Filter for item and select PRINT button. |
Line Item
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Program Code totals | Budget Spreadsheet
| Budget Tab
Budget Summary | Click on Fund/PRC subtotal button
Click & drag object & purpose titles to row above.
| Subtotal
Budget Summary |
Purpose Codes | Budget Spreadsheet | Budget Tab
Budget Summary tab | View multiple Purpose Codes by using Custom Filtering or Budget Summary options
| Purpose
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Topic | Where to Look | Which Tab | Instructions | Helpful Information is located on each spreadsheet. Below are Search Text suggestions for additional detailed instructions. | |
Purpose Code totals | Budget Spreadsheet | Budget Tab
Budget Summary | Click Purpose subtotal button to total by Fund & Purpose
Click & drag object title to row above.
| Subtotal
Budget Summary | |
Search for instructions | All Spreadsheets | Helpful Information Tab | Type Text in Search box, press enter and click on Search Box | Hint: Type singular variation of word for more comprehensive search. (i.e. check in lieu of checks)
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Settings tab | All Spreadsheets | Settings Tab | Settings tab gives user options to retrieve information at different levels | Settings Tab | |
Sort information | All Spreadsheets | All Tabs | Click inside column you wish to sort and use sort icons or use Sort buttons on each spreadsheet.
| Sort | |
Staff Development | Budget Spreadsheet | Details Tab | Filter for object code 312
| Staff
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Subtotal | All Spreadsheets | Budget Tab Budget Details Tab Purchase Order Tab
| Select any subtotal button
| Subtotal.
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Vendor Information | Purchase Order Spreadsheet | Purchase Order Tab
| Phone#, Fax#, address | Vendor | |
Vendor Item #(Sartox customers) | Purchase Order Spreadsheet
| Purchase Order Details Tab | Filter for description to determine Vendor Item #
Custom Filter on Description column to search for items. I.e Paper
| Vendor Item | |
Vendor Payment | Budget Spreadsheet | Details Tab | Filter for Vendor Name
If payment has been processed, the check # will display beside the PO# and the T in the Type column.
| Vendor, Payment, or check.
(Any of the above search text will find the information. | |
Year Option | All Spreadsheets | Settings tab | Select Year
Change Year Option
| Year | |
Year-to-date Expenses | Budget Spreadsheet | Budget Tab | Total of all expenses paid to date. | Expense |