Paul Matsushima

Paul Matsushima
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Budgeting System

Published by on October 25, 2020
Category: Operations Projects | Tags: Productivity (6)

Built on Airtable.com, this ledger has various views for financial reports, including Income Statement (P&L Report), Balance Sheet (shows cash on hand), and monthly expense reports.

View Ledger on Airtable

Types of Information this Database Can Include:

*Click on any of the links in the table to jump to the appropriate information below on the page.

Information Definition
Transactions Individual monetary Transactions such as purchases, payments, deposits, etc.
Contacts Individuals and sometimes associated organizations (aka Accounts).
Expense Codes 5-digit expense codes (ex: 52361 – Business Meals)
Fund-Orgs 7-digit cost-centers that house money for individual projects, funds, or departments.
Grants Grant deliverable each Transaction is associated with.

 

Transactions

Definition: Individual monetary Transactions such as purchases, payments, deposits, etc.

Examples: deposits, withdrawals

Transactions show all information associated with each individual financial transaction, such as Contact (who made the transaction), date of submission, which Fund-Org it belongs to, which Expense-Code it belongs to, amount, whether it was a debit or credit, and stage.

Mini-Financial Report: Gifts, Grants, and Income Received

This view shows a report of the various gifts (donations), grants, and earned-income received over a period of time by individual transaction.

Contacts

Definition: Individuals and sometimes associated organizations (aka Accounts).

Contacts displays an individual’s contact information (email, address, phone, etc.) and associated transactions.

Expense Codes

Definition: Expenses by line items, listed as 5-digit expense codes (ex: 52361 – Business Meals). Expense codes can be easily changed depending upon your needs.

Expense codes shows each line item, first by income and then by expenses. You can also create columns for each fund-org (included here is each fund-org’s budget, actuals, and the variance between the two). It also displays the total budgeted, actuals, and variance across all fund-orgs.

Mini-Financial Report: P&L Report (aka Income Statement)

P&L (profit and loss) statement summarizes the total income and total expenses of a business in a specific period of time. It is also known as the income statement or the statement of operations.

Fund Orgs

Definition: 7-digit cost-centers that house money for individual projects, funds, or departments. 7-digit codes can be easily changed based upon your needs.

Fund-orgs show a description of what the cost-center is used for, the amount of income, expenses, and cash available (variance), as well as a list of individual transactions and grant-deliverable line items.

Mini-Financial Report: Simplified Balance Sheet

Cash on hand is the total amount of any accessible cash. It is a simplified version of a Balance Sheet (a statement of the assets, liabilities, and capital of a business or other organization at a particular point in time, detailing the balance of income and expenditure over the preceding period.)

Grant Deliverable Line Items

Definition: Grant deliverable each Transaction is associated with. This is similar to how Tags work in Mint.com or other similar financial software. This allows you to classify each transaction in two ways: 1) as an “Expense-Code”, and 2) as a “Grant deliverable”.

Similar to how “Expense Codes” works, you can list out the various Grant Deliverables you have, and then add columns of budgeted, actuals, remaining, and a year-to-date percentage of what is left to either raise or spend.

Mini-Financial Report: Monthly Expenses

The monthly expense report shows how much you have spent by grant deliverable line item, month by month.

 

Learn More!

If you liked this demonstration, you can find the base I created on Airtable Universe. Click the link below!

View Ledger on Airtable

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