Set up Single Fund Statements

Set up Single Fund Statements

You can use the Fund Statement button on the Fund Management module toolbar to create a presentation-quality Fund statement for the selected Fund. You can view the statement on the screen, print it, or send it as an e-mail. General Ledger balances, Gift detail, and Grant detail for the selected Fund are exported by the same program used when you run the Fund Statements Export (from the Reports menu in General Ledger) and are automatically mail-merged into the appropriate MS Word main mail-merge document.

When you click the Fund Statement button, you do not have to define any Sorting and Selection criteria. Your organization’s fiscal officer can set all options in advance to assure the accuracy and validity of the statement.

1. Use Design Statements in the General Ledger module to create Fund Statement export to use for the single statements. It is normally the same as that used for printed and mailed statements (Fund Statements Export). Refer to Creating Statements in the General Ledger module for more information.

Note: You can usually include all of the data needed for all Fund statements in a single Catalog Statement, but you can assign different statement exports to different Funds, if necessary.

2. Decide on the number of variables that you want to employ when you click the Fund Statement button (for example, the name of the Catalog Statement, and run-time options such as including Gift and Grant detail).

You can evaluate these variables by running the Fund Statements Export, and examining the results. Once you decide on the best options for the statement, set the desired options and then click the Saved Reports tab to save the settings as a Default. Refer to Saving Report Settings for more information.

Note: The options for the single statements are usually similar to those for printed Fund statements, so if you have a Default printed statement you can load that default, make any necessary changes for the Single Statement, and save the options under a unique name.

The fiscal officer can use the Default settings to control the period reflected in the Fund statements. When all transactions have been completed for a period, they can do the following: 

• Run the Fund Statements Export.
• Load the single statement Default.
• Change the base period on the Format tab.
• Update the single statement default setting on the Saved Reports tab.

3. If you can use one Default setting for all Fund statements, select the desired Default via System Options (Fund_Statement_Default_Selections). Refer to System Options – Funds for more information.

Note: If more than one Default is necessary, you can still select the most common Default in System Options, and then enter exceptions in the Default Selections field on the Fund 2 tab.

4. Create one main mail-merge document in Microsoft Word for each style of statement.

5. If your single statements are going to use more than one style, you will need to indicate the appropriate style for each Fund by entering the desired Statement Style code on the Fund 2 tab for each Fund. If you only use one statement style this step is not necessary.

6. Enter the path to your Microsoft Word executable via System Initial Setup. Refer to Defining the Path for Auto Launching Microsoft Word for more information.