NonprofitReports Excel Add-in

Complete User Guide — GAAP-Compliant Financial Reporting for Nonprofits

1. Getting Started

System Requirements

• Windows 10 or later
• Microsoft Excel 2016 or later (desktop version, not web/online)
• .NET Framework 4.8 (built into Windows 10 — no separate install needed)

Opening the Add-in

1. Double-click NonprofitReports-Portable.exe. No installation or administrator access is required.
2. Select Open NonprofitReports in Excel. The launcher detects whether your Excel is 32-bit or 64-bit and loads the correct add-in automatically.
3. Excel opens on the new Start Here worksheet, which remains the first workbook tab and shows the next required action.
4. You will also see a new "NONPROFIT REPORTING" tab on the ribbon. Use its Start Here button whenever you want to return to the workflow guide.

The Ribbon

The NONPROFIT REPORTING tab contains these groups:

2. Importing Data

Step-by-Step Import

1. Click Import Data on the ribbon.
2. Step 1 — Select GL Export: Choose a CSV or Excel General Ledger Detail file. The wizard shows file size, row count when available, and column count.
3. Step 2 — Confirm Export Format: The wizard uses the exported file headers to suggest a column-mapping preset. This is a file import only; it does not connect to the accounting system.
4. Step 3 — Review Mapping: Review how your file's columns map to transaction fields and choose the source number format. Use decimal point for values such as 1,234.56 or decimal comma for 1.234,56. Auto-detect rejects ambiguous values instead of guessing. Date and Account Code are required.
5. Click Import. A progress dialog shows real-time status with estimated time remaining.

Supported File Formats

What Gets Imported

Your transactions are written to a sheet called "Data Import" with 21 columns covering all financial data fields. The import uses high-performance batch writing — even 300,000+ rows complete in under 2 minutes.

Preparing Your Data

For best results, export a General Ledger Detail report from your accounting system:

• Include all accounts (assets, liabilities, equity, revenue, and expenses)
• Include the full fiscal year(s) you want to report on
• Include columns for Account Code, Account Name, Date, Debit, and Credit at minimum
• If you use fund accounting, include Fund and Class/Program columns

3. Generating Reports

Generate All Reports at Once

Enter the report Start Date and End Date on the Start Here sheet, then click Generate All. The add-in first runs the required in-memory Trial Balance control. When it passes, the four core financial statements are generated. The detailed account-by-account Trial Balance worksheet is optional.

Before the first report, complete the Account Map review. NonprofitReports pre-fills suggested financial and natural categories from the account code and name. Review the yellow rows, correct exceptions, then choose Account Map > Approve Valid Suggestions. The Chart of Accounts contains financial-statement classifications only; it does not assign functional expense categories. Approval automatically creates an expense-only SFE Allocation Workpaper with actual amounts for the Start Here period when data is available.

Generate Individual Reports

Click any individual report button to generate just that statement:

• SOA — Statement of Activities
• SFP — Statement of Financial Position (Balance Sheet)
• SFE — Statement of Functional Expenses
• SCF — Statement of Cash Flows
• Detailed TB — Optional 8-column Trial Balance workpaper
• Board Summary — Executive summary for board meetings

4. Report Details

Statement of Activities (SOA)

Shows revenue, expenses, and change in net assets for a period — the nonprofit equivalent of an income statement.

• Three columns: Without Donor Restrictions, With Donor Restrictions (Temporary & Permanent), and Total
• Revenue and support broken down by source
• Expenses by natural classification
• Net assets released from restrictions (if applicable)
• Bottom line: Change in Net Assets ties to the Statement of Financial Position

Statement of Financial Position (SFP)

The nonprofit balance sheet showing what the organization owns and owes.

• Assets: Current assets, fixed assets, other assets
• Liabilities: Current liabilities, long-term liabilities
• Net Assets: Without Donor Restrictions, With Donor Restrictions
• Always balances: Total Assets = Total Liabilities + Total Net Assets

Statement of Functional Expenses (SFE)

Required by ASC 958 — shows expenses by both natural classification and functional allocation.

• Columns: Program Services, Management & General, Fundraising, Total
• Rows: Each expense line item (salaries, rent, supplies, etc.)
• Generating the SFE also creates an SFE Allocation Workpaper for auditor support
• Direct functional amounts are preclassified from the imported Class/Program field
• Shared costs require a documented year-end basis and editable Program, M&G, and Fundraising percentages
• Incomplete or over-allocated workpaper rows remain Unallocated and mark the statement DRAFT
• The workpaper includes source GL amounts, allocation calculations, residuals, reviewer notes, and a tie-out

Statement of Cash Flows (SCF)

Shows how cash moved in and out of the organization.

• Operating Activities: Cash from day-to-day operations
• Investing Activities: Purchase/sale of fixed assets and investments
• Financing Activities: Loan proceeds/payments, restricted contributions
• Net increase/decrease in cash reconciles to the balance sheet

Trial Balance

Generate All always performs the required opening, period, and closing debit/credit controls in memory before producing statements. Click Detailed TB only when you need the optional 8-column account workpaper for internal review, auditors, or export:

The detailed workpaper uses pre-aggregated account values for speed, retains ordinary subtotal and control formulas for auditability, and supports account-level drilldown. Each column pair (Dr/Cr) should balance. Debit-normal accounts (Assets, Expenses) show in the Dr column; Credit-normal accounts (Liabilities, Net Assets, Revenue) show in the Cr column.

Board Summary

A concise executive summary designed for board meetings — key financial highlights on a single page.

5. NPR Formulas

NPR formulas are live Excel functions that query your imported data. They recalculate automatically when you change parameters or refresh data. Use them to build any custom report.

NPR.GL — General Ledger Query

The primary formula. Returns account balances, debits, credits, or movements for any period.

Type Parameter Values

Period Formats

Account Specification Formats

Formula Examples

=NPR.GL("1100", "bal", "FY2025")
  Cash balance at end of FY2025

=NPR.GL("4000-4999", "mov", "2025-03")
  Total revenue for March 2025

=NPR.GL("5000-5999", "mov", "2025-Q1")
  Total expenses for Q1 2025

=NPR.GL("5100", "mov", "FY2025", , "UNRE")
  Salary expense for FY2025, Unrestricted fund only

=NPR.GL("6100,6110,6120", "bal")
  Combined balance of Rent + Utilities (all time)

=ABS(NPR.GL("4000-4999", "mov", "FY2025"))
  Absolute value of revenue (removes sign)

NPR.Lookup — Utility Lookups

Returns metadata about your data. type can be "account_name", "grant_name", "source", or "refresh_time".

Using the Formula Wizard

Click Formula Wizard on the ribbon to build NPR.GL formulas interactively:

1. Select the accounts from a dropdown of your chart of accounts
2. Choose the return type (balance, movement, debits, credits)
3. Pick the period
4. Add optional filters (fund, class)
5. The wizard inserts the formula into the active cell

6. Transaction Drilldown

Double-click any blue underlined number on a report to see the individual transactions behind it.

How Drilldown Works

1. A new worksheet tab is created (e.g., "Drilldown - Revenue")
2. All matching transactions are listed with full details: Date, Account, Description, Debit, Credit, Fund, Class, Vendor, etc.
3. The sheet includes a summary header showing what was drilled into

Drilldown on Formula Cells

If you double-click a cell that contains an NPR.GL formula (or a cell that references one, like =ROUND(H8*0.35, 2)), the drilldown traces the formula back to find the underlying NPR.GL call and shows those transactions.

7. Chart of Accounts

Click Chart of Accounts (in the Data group) to view or export the chart of accounts extracted from your imported transactions.

For financial-statement classification, use Account Map on the Nonprofit Reporting ribbon. Choose Review Suggested Classifications, correct any exceptions on the prefilled sheet, and then choose Approve Valid Suggestions. You do not need to approve every valid row individually.

If a workbook contains older yellow suggestions after an add-in update, choose Refresh Unapproved Suggestions. This reapplies the latest rules without changing any rows already marked Approved.

• Lists every unique account code and name found in your data
• Shows account type classification (Asset, Liability, Equity, Revenue, Expense)
• Useful for verifying your data before generating reports
• Can be exported or printed for audit documentation

8. Column Mapping & Presets

Click Map Columns (in the Data group) to manage how your file's columns map to transaction fields.

The Mapping Dialog

The mapping dialog shows every transaction field and lets you select which column from your file corresponds to each one. Fields are organized into sections:

• Core Fields: Transaction ID, Date, Account Code, Account Name, Description, Debit, Credit, Amount
• Fund Accounting: Fund Code, Fund Name, Grant Code, Grant Name, Class/Program Code, Class/Program Name
• Vendor & Employee: Vendor ID, Vendor Name, Employee ID, Employee Name
• Additional: Batch ID, Department, Project, Reference #

Custom Fields

Click + Add Custom Field in the mapping dialog to map additional columns from your file that don't fit the standard fields. Custom fields are stored with your transactions and available for filtering.

Saving Presets

If you regularly import from the same system, your mapping is remembered. The next time you import the same file format, the wizard will pre-select the correct columns.

9. Tips & Best Practices

Working with Reports

• Change the period: Edit the Start Date or End Date on Start Here. Existing standard reports and the SFE workpaper refresh together; an existing detailed TB is regenerated automatically.
• Force recalculate: Press F9 to recalculate all formulas after importing updated data.
• See account codes: Unhide column A (or column F on SOA) to reveal the account codes behind each line item.
• See formulas: Click any number on a report and look at the formula bar to see the NPR.GL formula.
• Copy reports: You can copy report sheets to other workbooks. The formulas will still work as long as the add-in is loaded and data is imported.

Building Custom Reports

• Use NPR.GL formulas on any blank sheet to build your own reports
• Combine with standard Excel functions: =ABS(), =ROUND(), =IF(), =SUM()
• Reference period cells to make reports dynamic (e.g., =NPR.GL("5000-5999", "mov", $B$2) where B2 contains the period)
• Use the Formula Wizard for complex queries

Performance

• The add-in handles 500,000+ transactions efficiently
• Import uses batch array writing (5,000 rows per batch) for maximum speed
• Formula results are cached — repeated queries for the same period are instant
• For very large datasets, use specific date ranges instead of "all time" for faster results

Data Quality

• Always confirm the required TB control passes after import; generate the detailed TB workpaper when account-level support is needed
• Check the Chart of Accounts to ensure accounts are classified correctly
• If the SOA bottom line doesn't match the SFP change in net assets, check for missing transactions or date range mismatches

10. Troubleshooting

Common Issues

Checking the File (Windows Security)

Before opening a downloaded copy:

1. Right-click NonprofitReports-Portable.exe
2. Click Properties
3. Open the Digital Signatures tab and confirm the NonprofitReports signature is valid
4. If a SHA-256 value was provided with your purchase, compare it with the downloaded file
5. Do not run the file if either check fails