Grant Reports: Balances and Activity by Grant

Two reports answer the questions funders (and boards) actually ask: "Where does each grant stand?" and "Show me the activity for this grant." Both live under Reports and require Grant Tracking (Foundation plan and up). For how these reports fit into the whole grant process, see The Grant Lifecycle.

Grant Balance Report

One row per grant, as of any date you choose:

Use it to answer "how much of the Smith grant is left?" at a glance, or run it with an as-of date of the grant's end date for a closeout snapshot.

Every grant appears — active and inactive, with or without activity — so an award you just set up is never invisible, and closed-out grants stay on the record.

Income Statement by Grant

Your revenue and expense accounts as rows, with one column per grant that had activity in the period, plus a total column. It's the "activity detail" view — which accounts the grant money came in through and which expense categories it was spent from.

Pick any date range; only grants with activity in that window get a column, so the report stays readable even if you have many grants on file.

A note on the release entries

If you use restricted grant accounting, GoodBooks automatically adds "Released from restrictions" lines when you spend against a grant. Those automatic lines are excluded from both grant reports — otherwise every dollar spent would show up twice. What you see is real money in and real money out.

Good to know

• Both reports read from posted, non-voided activity. Voiding an entry removes it from the grant numbers automatically.
• If a grant's Revenue column looks low, check that the gifts were actually tagged to the grant (the Grant column on the donation's designation table). Untagged gifts count toward the campaign and fund, but not the grant.
• If Spent looks low, check that the expense lines used the Spend Against selector — an expense simply coded to the right account isn't tied to the grant until it's tagged.