Reports, budget and annual donor statements

Once entries are in the ledger, this is where they turn into answers: how much each fund holds, how the year compares with the plan, and what goes to the board and to donors. Amounts are in PLN. The program prepares the figures and documents, but it doesn't give legal or tax advice, so check anything official with your accountant.

Who sees what

• Bookkeeping (treasurer): everything below.
• Board reports and Auditor access: can read reports, budget and the list of statements, but can't change anything.
• Change log: treasurer and Auditor access, not Board reports.
• Donor amounts: needed to see names on statements and pick donors by name.

Reports and the budget show totals only, never donors.

Reports

Reports & budget → Reports. Set From and To, then read two tables:

• Fund balances: Opening, Income, Expense and Closing for each fund.
• Income & expenses: income, expense and the difference for each fund.

Always set From. Without it, Opening is zero and your opening balances show up as income.

A row marked “—” in Income & expenses is cash moved to the bank when a collection is deposited. Its income and expense cancel out, and no fund changes.

Export CSV downloads what's on screen for the same dates, as fund-balances.csv or income-and-expenses.csv. Columns are separated by semicolons and amounts use a dot, so a spreadsheet set to comma decimals may need telling how to read them.

Month-end close

Reports & budget → Month-end close takes you through a month in six steps. It starts with the oldest month still open. If earlier months are open, it asks you to close them in order.

1. Transfers to match: bank statement lines not matched yet.
2. Open collections: counts not closed yet.
3. Bank reconciliation: the ledger next to the statement balance. A bank account added on the web isn't linked to the chart of accounts, so this step usually says there's nothing to reconcile.
4. Report preview: fund balances for the month.
5. Close the month: possible when steps 1 and 2 show 0 to do. If the bank doesn't match, tick Close even though the bank does not match. Click the Close button with the month's name and confirm.
6. Send to the board.

After closing, nothing in that month can change. Corrections go in as a reversal in an open month. Only the most recent closed month can be reopened, in the Ledger.

The report for the board

Send to the board appears after closing. It prepares a PDF for the month, in your church's language, with fund balances, income and expenses, and the budget from the start of the year, with no donors. A button Open PDF then appears in step 4.

Everyone with Board reports, including the Owner, is a recipient. They get:

• a phone notification, if they have the app,
• an email without amounts, but only if WorshipPro has a confirmed address for them, for example after accepting an email invitation or signing in with Google or Apple.

The number of recipients on screen counts everyone with the permission, even those who got no email. Members read the PDF in the phone app: Church → Finance → Board reports. The link in the email opens Reports on the web, which has the tables but not the PDF. If someone doesn't use the app, download the PDF and send it yourself.

Budget

Reports & budget → Budget. On the web you can create a budget only from last year's figures:

1. Click New budget (from actuals). You get a Draft for the current year, with last year's amounts.
2. Check it in the table: Budget, Actual, Variance.
3. Click Approve. An approved budget is locked and has no way back.

Limits to know:

• Amounts can't be edited on the web. If you have no entries from last year, the budget is empty.
• The draft has a line for every account used last year, so it may include fund or cash accounts.
• A second click creates a second budget.
• On this screen, Actual adds up the whole ledger, not just this year. For this year's figures, use the Budget card on the Dashboard, which counts from 1 January and shows only an approved budget.

Annual statements for donors (Poland)

Annual statements, receipts and reports on charitable gifts are Polish documents. They're always in Polish and in zł, even if your church's language is English. Outside Poland they have no use.

Donors & documents → Documents & deadlines → Annual statements is a five-step wizard:

1. Year: a finished year. If some gifts have no donor, you'll see Assign in Donations. Those gifts won't appear on any statement until you assign them.
2. Who: all donors, only those without a statement yet, or Selected donors (needs Donor amounts).
3. Preview: a sample with made-up data, or a real donor. Nothing is saved.
4. Generate: each donor gets a numbered PDF. Generating again creates a new version.
5. Send: each donor gets an email with a link to their own PDF, valid for 7 days. Statements already sent aren't sent twice.

The statement lists each gift and totals Religious worship and Charitable gifts separately. Cash and in-kind gifts appear in the list but aren't added to those totals. Reversed gifts are left out.

Sending status shows Sent, Not sent, No address and Held. “Held” means nothing went out, for example because of the daily mail limit. Use Send or Send again in the row, or the download icon for someone with no email address.

Members can also get their own statement from My giving once the year has ended: Your profile, family, giving and notifications.

Receipts and reports on charitable gifts (Poland)

The Receipts and reports tab lists Charitable gifts made by transfer, online or card:

• Issue creates a receipt. Issue missing receipts does it for all of them.
• Prepare creates the report on how the gift was used. Describe it in What it was used for, and the deadline closes.

The program sets a deadline two years after the gift, and it appears on the Dashboard as it gets close. Gifts without a donor can't get documents. Assign the donor first.

Under Other deadlines, tick off finished tasks with Mark done.

Change log

Reports & budget → Change log shows who changed what and when. Entries can't be edited or deleted, and they contain no amounts or donor names. Filter by date, Event type and Who, and use Export CSV for your auditor.

What's next

• Donors, collections and counting with two people
• Your profile, family, giving and notifications