Assign Report Groups

Access this report using Reports>Assign Report Groups.

Use this form to create Report Groups that summarize account balances on the reports, to assign multiple account codes to a designation code/group code, or to assign 990 Line Number Codes to applicable segment codes using established system group set codes. Assign or group the accounts under report group titles. Later, when printing a report, if you specify to print using Groups, the account balances appear summarized next to the report group title. You can create Groups for any or the entire chart of account segments. However, use the established system group set codes to assign your 990 Line Number codes.

Each Report Group must belong to a Group Set, and you can have as many Group Sets as needed. Within each Group Set, account codes can be grouped differently, which allows you the flexibility to deal with multiple report formats. When you print reports and you choose to print by Groups, you specify for which segments you want to use groups and the Group Set for each segment (using the Groups tab). The report then shows, for each Group in the Report Set, a summarized total of the balances of the accounts you included in the Report Group. If there are account codes not included in a group, they do not print on the report.

For instructions for assigning the Form 990 Group Set Codes, see the Assign Report Groups Example.

 

Segment: Select an existing segment using the drop-down list. You can make a new selection only if there are not any pending changes to a Group Set or Group Code.

Group Set Name: Enter the name of the Group Set, or select one using the drop-down list. You can make a new selection only if there are not any pending changes to a Group Set or Group Code. We recommend limiting the name to strictly alphabetic (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.

• If the Administrator assigned a function of FND (Fund), PGM (program) or RES (restrictions) to a segment (File>New Organization>Account Segments panel or Organization>Organization Information>Segments tab), or have selected the GL segment, the system automatically creates a Group Set Name of <Designation>.
• If the Administrator selected Form 990EZ as your IRS Tax Form Preference (File>New Organization>Account Segments panel or Organization>Organization Information>Segments tab) and have selected the GL segment, the system automatically creates a Group Set Name of <990EZ>.
• If the Administrator selected Form 990 as your IRS Tax Form Preference (File>New Organization>Account Segments panel or Organization>Organization Information>Segments tab) and have selected the GL or PGM segment, the system automatically creates the Group Set Names of <990 Part IX>, <990 Part VIII>, and <990 Part X>.

Group: Use this section to create and/or select the report group's code and title.

• Group Code: Enter or select a Group Code to represent the report group you are creating or editing (a space cannot be used in the code's name). Please note that the maximum length of the Group Code is designated by the length of the longest segment for the organization. (The Segment length, which cannot be changed, was entered by the Administrator using the File>New Organization wizard.)

If you selected the <Designation> Group Set Names, the system displays the designations available for the function assigned to the segment. For <Designation> group sets the field length is 3. Unlike the other <Designation> Group sets, the FND (Fund) Group Set does not have pre-defined group codes. You will need to define these group codes before fund codes can be assigned.

• If the selected segment was assigned a function of PGM, you can select a designation of Program Expenses, Fundraising Expenses, or Management & General Expenses.
• If the selected segment was assigned a function of RES, you can select a designation of FAS 117: Unrestricted, Temporarily Restricted, or Permanently Restricted or ASC 958: Unrestricted (Funds without Donor Restrictions) and Restricted (Funds with Donor Restrictions).
• If the selected segment was assigned a function of FND, you can select a designation of N/A or any designation codes you create.
• The General Ledger segment function is pre-defined in the system and cannot be associated with another segment. The list of designation codes available for selection are consistent with the functional classifications prescribed for 990 reporting.

Note: Use the Maintain>Chart of Accounts Codes>Setup tab to assign one of the available designations to account codes one at a time.

• Group Title: Enter a Group Title, if you are creating a Group Code. You can also change the Group Title for an existing Group Code. For designation codes, the system displays the code description associated with the selected designation/group code.
• Short Title: The Short Title displays the first 15 characters of the Group Title. The Short Title can be changed. At report printing time, choose to print the Group Title or the Short Title for the groups.

Accounts Available, Selected: All related codes for the segment selected display in the Available box, except those already assigned to a group in this group set. The Selected box displays segment codes that are included in the group. The segments display in the order in which they appear in the group.