Learn About Your Income & Expenses by Restricted Fund Report

If your organization manages multiple grants or restricted donations, you know how tricky it can be to keep track of which expenses have been covered by which fund. The Income and Expenses by Restricted Fund report solves this problem by giving you a side-by-side view of activity in each of your restricted funds in one place.

For example, if you're an executive director running programs funded by several grants and restricted gifts, each month you might want to know how much of a given grant has been used, which expenses still need to be covered, and whether any restricted funds remain available to release. This report can help to get you those answers.

What can this report tell me?

The Income and Expenses by Restricted Fund report lays out your restricted funds side by side, similar to your Statement of Activities, but with a column for each individual restricted fund instead of a single "restricted" column. For each fund, you'll see:

• Contributions and other inflows: the donations, grants, and pledges that came into that fund.
• Released from restrictions: the expenses that were covered by that fund, broken out by expense account, plus any funds released without being tied to a specific expense.
• Fund balance, start and end of period: how much of that fund was left at the beginning and end of your chosen timespan.

A "Total" column adds everything up across all your restricted funds.

Where can I find this report?

Choose Reports from the main menu, then look for Income & Expenses by Restricted Fund under the "Accounting & Finance" heading.

What are my options for configuring the report?

• Timespan: Choose the period you'd like the report to cover, such as This Fiscal Year or Last Month.
• Filter by Restricted fund: By default, the report includes all your restricted funds. Use this filter to narrow the report to a single fund. If that fund has sub-accounts, they'll be included automatically.
• Filter by Class: Filtering by class lets you see restricted fund activity for a specific program or department.
• Filter by Tag: This lets you narrow the report to a specific tag, such as a particular event or initiative.

What does "Released from Restrictions" mean?

Since restricted funds can't be spent directly, expenses paid for with a restricted fund have to be released from that fund first. Rather than showing traditional expense totals, this report shows the amount released from each fund, organized by the type of expense it covered.

If you applied grant funds to an expense when recording it, that amount will show up in a row for the matching expense account. If you released funds on their own, without tying the release to a specific expense, you'll see that amount in the "Released (Undesignated)" row instead.

Can I save or export this report?

Yes! Once you've set up the report the way you like, click Save Report to name it and save your settings. It will then appear under Saved Reports in your Reports menu, where it's available to anyone in your MonkeyPod with permission to view financial reports. You can also click Load Saved directly in the report page to pull up a report you've saved previously.

To share the report outside of MonkeyPod, use the Download Excel or Download PDF buttons that appear above the report once it has been run.

Frequently Asked Questions

How can I tell how much of a grant I still have available?

Filter the report by that grant using the "Restricted fund" filter. The "Fund balance, end of period" row shows what's left as of the end of your chosen timespan.

Why don't I see "Fund balance" rows in my report?

Those rows are hidden any time you filter by class or tag, since a fund balance reflects the whole fund rather than just one program or activity within it.

What's the difference between a "released" amount and a regular expense?

Restricted funds can't be spent directly, so an expense paid for with a restricted fund has to be released from that fund first. This report shows those releases, grouped by the expense they covered, rather than showing the underlying expense transactions themselves.

Can I see restricted fund activity for just one program?

Yes! Use the "Filter by Class" option to narrow the report to a specific program tied to a class.