REP-ELEC.EXE Archive File Contents (by Ronnie Lajoie, NSS Chapter Resources Committee) The self-extracting PKZIP file, REP-ELEC.EXE, contains 7 files for producing NSS Chapter Annual Reports. These files are Microsoft Word 6/95 and Microsoft Excel 5/95 electronic forms developed for use by the Huntsville Alabama L5 Society (HAL5). Each of these forms is a fully "electronic version" in that all fields contain sample text and data to guide the user when editing the document. Afterwards, the user must print the complete forms and mail in paper copies. A "print and fill out" blank form package is also available in Adobe Acrobat PDF document format. Please see the file REP-PDF.TXT for more information. A similar "print and fill out" blank form package is also available in the original Microsoft Word and Excel format. Please see the file REP-PRNT.TXT for more information. _________________________________ REP-ELEC.DOC -- Microsoft Word 6/95 document version of this summary. E-COVER.DOC -- Microsoft Word 6/95 document version of the two-page report cover page (Forms AR~1 and AR~1a). E-DATABS.DOC -- Microsoft Word 6/95 document version of the optional two-page form for submitting additional chapter information for the NSS chapter database. The format is basically the same as the original one provided by NSS HQ in 1996. The row height has been increased to make it easier to read and more fully utilize the two pages. The abbreviated field names have also been expanded, where possible. E-FINANC.XLS -- Microsoft Excel 5/95 document version of the 2-page chapter report (Forms AR~3 and AR~3a). ACTIVITY.DOC -- Microsoft Word 6/95 document for reporting on chapter activities for the past year (Form AR~4). The sample format provided is the same one that HAL5 has used for years. This is a NOT a one-page form and goes into more detail than is perhaps required. HAL5’s activity reports tend to be large, an overview with up to three pages of month-to-month summaries, followed by copies of our program flyers and other tidbits. Other NSS chapters are welcome to submit more examples. E-EXEMPT.DOC -- Microsoft Word 6/95 document version of the Group Exemption Authorization Letter (Form AR~5). _________________________________ Bonus Electronic Form File (a work in progress by Ronnie Lajoie, NSS Chapter Resources Committee) FINANCES.XLS -- Very detailed Microsoft Excel 5/95 workbook for reporting on chapter finances for the past year (Forms AR~3 and AR~3a). These 13 spreadsheets are the culmination of much research and experimentation since HAL5 first reported on the 1993 ISDC. They use the accrued accounting method, knowledge I acquired from a very easy- to-understanding accounting book from the Huntsville Public Library. I have about 10 pages of hand-written instructions for filling out these forms. (Some of the information is contained in the notes below.) The first two spreadsheets are formatted like the finance forms provided by NSS HQ. Normally, print-outs of spreadsheets 1, 2, 3, and 5 are sent with the Chapter Report to NSS HQ. Definitions and explanations of the deposit and expense "Code" categories is provide on two Microsoft Word files in the FORMS.EXE archive file. Spreadsheet 1 -- Balance Sheet -- A spreadsheet version of the Balance Sheet form provided by NSS HQ. This tallies up costs from all other spreadsheets. The only user input on this sheet is the Chapter_Name and the Year. These will automatically appear on all other spreadsheets. Spreadsheet 2 -- Income Statement -- A spreadsheet version of the Income Statement form provided by NSS HQ. This tallies Income and Expenses for the year. Some values are direct inputs; others are summed from the "Income Addendum" spreadsheet. I do not have the spreadsheets sophisticated enough yet to tally income and expenses from the other spreadsheets; it is still a manual process. Note that I use expense categories 22-25 to report only on some administrative expenses. I lump the rest under category "26. Other". 22. Supplies 23. Telephone 24. Postage and Shipping 25. Occupancy 26. Other (attach schedule) I group HAL5 expenses by how they are used (membership recruitment, newsletter, project, etc.) and then by method (copying, postage, etc.), rather than by method only. This allows HAL5 to better track how its money is being spent. (Several times we have debated over the expense vs. value of our newsletter.) This is a similar method as used to report Net Gain or Loss on Fundraising (category 18) and Merchandise Sales (category 19). Unless there is a legal requirement for reporting expenses in this manner, I would recommended that we change categories 22-26 to the following categories: 22. Administrative 23. Membership Recruitment 24. Political Activism / Lobbying 25. Chapter Newsletter 26. Monthly Programming 27. Other (attach schedule) "Other" would then need to report on special large activities, such as workshops, conferences, educational projects, and technical projects. Let me know what you think. Spreadsheet 3 -- Income Add -- Income Statement Addendum -- A spreadsheet for going into more detail than allowed by the Income Statement form. Depending on how much information NSS HQ requires, this may or may not need to be submitted. It is in the best interests of the chapter, however, to complete this for its own use. Spreadsheet 4 - Cash Bal - Cash Balance Sheet -- A spreadsheet for comparing the beginning and ending balances of the chapter's bank account(s). Spreadsheet 5 - Cash Flow - Cash Flow Statement -- A spreadsheet for tracking "in-flow" (i.e., deposits and interest) and "out-flow" (i.e., checks and bank fees) from the chapter's bank account(s). The difference between cash "in-flow" and "out-flow" should equal the difference between the ending and beginning balances from the Cash Balance Sheet. I usually send a print-out of this spreadsheet with the Chapter Report. The rest of the spreadsheets track the other, more esoteric "accounts" of the chapter. HAL5 tallies these "accounts" only once per year. A chapter person would have to spend a lot more effort to do update this account information more regularly (e.g., quarterly, monthly, per transaction). This is why companies hire full-time accountants. Each chapter will have to decide how much effort it wants to take in tracking these accounts. Spreadsheet 6 - Equip Bal - Capital Equipment Balance Sheet -- A spreadsheet for comparing the beginning and ending balances of the chapter's capital equipment "account". HAL5 defines capital equipment as individual non-consumable items worth more than $100 (e.g., computer). NSS HQ may choose to select a different value. This sheet includes an extra column for tracking who is in possession of each item. Spreadsheet 7 - Equip Flow - Capital Equipment Flow Statement -- A spreadsheet for tracking "in-flow" (i.e., purchases and donations) and "out-flow" (i.e., sales and discards) from the chapter's capital equipment "account". The difference between capital equipment "in-flow" and "out-flow" should equal the difference between the ending and beginning balances from the Capital Equipment Balance Sheet. Spreadsheet 8 - Inv Bal - Inventory Balance Sheet -- A spreadsheet for comparing the beginning and ending balances of the chapter's inventory "account". HAL5 defines inventory as consumable items (even a $1,000 balloon for Project HALO) and individual non-consumable items worth less than $100 (e.g., coffee pot). NSS HQ may choose to select a different value. This sheet includes an extra column for tracking who is in possession of each item. Spreadsheet 9 - Inv Flow - Inventory Flow Statement -- A spreadsheet for tracking "in-flow" (i.e., purchases and donations) and "out-flow" (i.e., sales and discards) from the chapter's capital inventory "account". The difference between inventory "in-flow" and "out-flow" should equal the difference between the ending and beginning balances from the Inventory Balance Sheet. Spreadsheet 10 - AR Bal - Accounts Receivable Balance Sheet -- A spreadsheet for comparing the beginning and ending balances of the chapter's accounts receivable "account". Accounts receivable is money owed to the chapter. Spreadsheet 11 - AR Flow - Accounts Receivable Flow Statement -- A spreadsheet for tracking "in-flow" (i.e., pledges and overpayments) and "out-flow" (i.e., payments, losses, and reimbursements) from the chapter's accounts receivable "account". The difference between accounts receivable "in-flow" and "out-flow" should equal the difference between the ending and beginning balances from the Accounts Receivable Balance Sheet. Spreadsheet 12 - AP Bal - Accounts Payable Balance Sheet -- A spreadsheet for comparing the beginning and ending balances of the chapter's accounts payable "account". Accounts payable is money the chapter owes to people or other organizations. Spreadsheet 13 - AP Flow - Accounts Payable Flow Statement -- A spreadsheet for tracking "in-flow" (i.e., bills and invoices) and "out-flow" (i.e., payments) from the chapter's accounts payable "account". The difference between accounts payable "in-flow" and "out-flow" should equal the difference between the ending and beginning balances from the Accounts Payable Balance Sheet.