This guide outlines the step-by-step procedures for preparing the monthly financial reports for the First Congregational Church UCC. Follow these instructions in order to generate and distribute the required financial documents.
Note: If the QuickBooks Management reporting referenced below falls short, PDFgear is a free tool (download here) to merge/split/create PDFs that could be helpful in creating better monthly financial reports.
Navigate to the Trustees Meeting Resources folder.
If a folder for the current calendar year does not exist, create a new subfolder labeled with the current calendar year.
Inside that folder, create a folder for the upcoming month’s meeting if one does not exist.
Verify with the Church Administrator that all financial transactions for the reporting month have been entered into QuickBooks.
Complete the bank reconciliation for the reporting period in QuickBooks.
Open the Treasurer's Report Template in the GDoc Templates for Meetings folder.
From the top menu, choose: File > Make a copy.
Rename the file to: "Treasurer's Report" (see Figure 1).
Save it in the monthly Trustee folder created in Step 1.
Navigate to QuickBooks Custom Reports.
Open the report titled “Treasurer XL All-Budget Performance by Month”.
Export the report to Google Sheets.
Close the tab after the data loads.
Open the QBExports for Counters Google Sheet.
From the top menu, choose: FCC Script > Harvest GSheets from Root Folder.
Wait for the completion confirmation message before proceeding.
Open the Budget Performance Month and YTD Google Sheet.
Select the appropriate reporting month from the pulldown menu.
Review the report carefully. If any anomalies are found, correct them in QuickBooks then return to Step 5.
In QuickBooks Management Reports, open “FCC Monthly Financials”.
Click Preview Report > Save as PDF to download "FCCMonthlyFinancials.pdf".
Review the downloaded "FCCMonthlyFinancials.pdf":
If there are any inconsistencies or missing data, correct them in QuickBooks then return to Step 5.
From the top menu of the Budget Performance Month and YTD Google Sheet, choose: File > Download > PDF
This downloads the current month's report as a PDF with the file name:
"First Congregational Church UCC_Church Budget Performance Month and YTD - Report.pdf"
Complete the written content of the Treasurer's Report using the reviewed data.
From the top menu, choose: File > Download > PDF
This downloads a PDF with the file name:
"Treasurer's Report.pdf"
Navigate to the Monthly Reports shared folder.
Upload (by dragging to the browser window) and replace existing versions of:
"Treasurer’s Report.pdf"
"FCCMonthlyFinancials.pdf"
"First Congregational Church UCC_Church Budget Performance Month and YTD - Report.pdf"
Compose an email addressed to these FCC committees.
Attach the following documents:
"Treasurer’s Report.pdf"
"FCCMonthlyFinancials.pdf"
Send the email.
