Program Cash Flow

Key 2 Business Solutions

Standard Operating Procedure

Program Cash Flow Tool — How to Use It

Program directors & bookkeeping team · Cash-basis projection

You only ever type into the white cells; every total, Excess, and Rolling Cash Balance is calculated for you and cannot be broken. Each program tracks its own budget, actuals, and known upcoming spending — one year at a time, with prior years kept.

Who can do what

Everyone works in the same workbook. The figures are on a server, not in your browser, so what you see is what everyone sees. Sign in with your email — a link arrives that signs you in, and there is no password.

Administrator	Cynthia Facundo and Dr. Katherine Bacon. Loads the figures from QuickBooks, closes and reopens months, sets up the programs and the chart of accounts, and can change anything.
Director	Reads every program. Enters and changes projections for the programs assigned to them, in any month that is not yet closed.

Closing a month is what turns a projection into the record. Cynthia loads that month’s Budget vs Actuals and presses Lock; from then on directors cannot change those months, and future months stay open to them. Closing happens per program, because the programs run on different fiscal years — August means something different for ETS than it does for OVAG. If a closed month needs correcting, ask Cynthia or Dr. Bacon to reopen it.

These limits are enforced by the server, not by this page. A hidden button is not what stops an action — the request itself is refused. If something is refused you will see a message under the buttons explaining why, and it stays there until you dismiss it.

You can read every program, so treat the ones that are not yours as reference. If you open one and the heading says Read only — not your program, changes to it are made by whoever looks after it.

Monthly workflow

Set the year first. Choose the Starting year for the budget you're about to load. The tool keeps a separate budget for each year — loading a new year does not erase years you already loaded.
Load the budget. Click ⬆ Load budget and choose the Full TPF Budget workbook. One load fills the budget for every program for that year. Do not use the QuickBooks "Budget Overview" export — it comes through empty.
Pick your program from the dropdown, or ★ All Programs for the whole foundation.
Check the fiscal year. OVAG and VOCA run Nov–Oct; the others run Sep–Aug.
Turn on Hide $0 accounts to see only the lines this program uses.
Enter what you know you'll spend in the future white cells. Leave Spread Evenly = No to type month by month. You can type arithmetic — e.g. salary*1.03 for a 3% raise.
Each month, load actuals. In QuickBooks run Budget vs Actuals for a single month, export it, then ⬆ Load actuals. The report title must show one month (e.g. "July 2026").
Read the tiles up top: Total budget, money left to spend, spent so far, projected year-end, and a green / yellow / red status.
Flash Report builds a one-page board summary; Print / PDF saves a snapshot.

At-a-glance signals

Line flags. A small ▲ next to an account means that line is trending over its own budget; an amber ▲ means it's ahead of pace. Hover for the detail.
"This period" strip. Just under the tiles, it shows what the most recent closed month spent versus the roughly even monthly pace — an early read on whether spending is speeding up.
Grant deadline. Set Grant end / report due for a program and a banner warns you as the date nears (about 75 days out) — so reimbursement timing never lags past the deadline.

The buttons

Load budget · Load actuals · Flash Report · Print / PDF · Lock · Save backup · Restore. Lock freezes all inputs so nothing gets bumped. Save backup downloads everything (all years, all programs) as one file; Restore brings it back.

Working like Excel

Undo / Redo	The ↶ Undo and ↷ Redo buttons (or Ctrl+Z / Ctrl+Y) step back and forward through your own changes — typing, pastes, fills, budget, notes. A cell someone else has changed since is left alone.
Copy a block	Drag across the cells (or click the first and Shift+click the last), then right-click → Copy or Ctrl+C. Click where it should go and right-click → Paste or Ctrl+V. Select several months before pasting and the block repeats across all of them.
Drag to fill	Select one cell or a block, then drag the small square at its corner across or down — the same figures repeat in every month you drag over.
Clear several	Highlight the cells, then press Delete (or right-click → Clear). One Undo brings them all back.
Notes	Right-click a cell → Note…
Payroll taxes	Every program uses the same formulas, applied automatically (VOCA works out each person’s taxes on its payroll-by-employee rows at the same rates). 62201 Federal = 7.65% and 62202 State = 1.15% of Compensation (officers, FT, PT), worked out in projection months. Either can be typed over in any month — e.g. State 0 once wages pass the $9,000 state base (it resets each January); clear the cell to bring the calculation back. The ƒx button shows or changes either formula.
History average	The small grey number under each month is the average of that month over up to the three most recent completed fiscal years that are loaded — never the year in progress. Today that is FY 2025–26, 2024–25 and 2023–24: load more history and it uses it automatically (“2-yr avg”, then “3-yr avg”). With only one year loaded it shows that year, in italics. Hover to see each year and the trend — a straight line through those years carried to the year on screen. It moves forward on its own when a fiscal year ends. Turn it off with the History average box.
Pull from QuickBooks	⟳ Pull from QuickBooks (Cynthia and Dr. Bacon) reads actuals straight from QuickBooks — one month, or a whole fiscal year, for every program at once, accrual basis — or a budget saved in QuickBooks (subdivided by Location), which fills the Budget column for that fiscal year. Nothing in QuickBooks changes. It asks for your 2-step code the first time in a session. Closed months are skipped; reopen with 🔓 to refresh one. Locations or accounts it can’t match are listed in the summary.
Programs side by side	Programs… chooses which programs show (only on your screen; the Total adds the programs shown). You can also right-click a program’s heading → Hide program. Pick All Programs, then Figures: actuals for a period, and choose From and To. Every program’s actuals for those months sit side by side, the same layout as QuickBooks’ Statement of Activity by Location. Check against QuickBooks (Cynthia and Dr. Bacon) pulls the same period live: matching figures turn green, any difference turns red — hover it to see both amounts.
Close a month for everyone	In ★ All Programs, 🔒 Close a month… (Cynthia and Dr. Bacon) closes one month on every program that has actuals for it — or reopens it on all of them. Programs with nothing loaded for that month are left alone and listed. Monthly close: Pull from QuickBooks → check the side-by-side → close the month.
Add a line	+ Add a line puts chosen accounts on every program’s sheet even at $0, with Hide $0 accounts still on — for lines you want to budget. Right-click an added line → Remove from all programs to undo.
Hide columns & lines	Right-click a column heading → Hide column, or a line’s name → Hide this line / Hide this section. Only your screen changes — totals still include everything. Hidden items are listed above the sheet; click one to bring it back, or Show all.
Working together	Figures other people save appear on your screen within seconds — no reload. The bar under the buttons shows who else is working and in which program; amber means they are in the same one, so check before changing the same lines.

Remember: you can only change the white input cells. Totals are calculated — no formulas to accidentally delete. Entries save in this browser, so use Save backup as your safety net.

How the status light is calculated

The status answers one question: is this program going to land inside its budget? The rule changes depending on whether the fiscal year is still running or already over, because pace only tells you something while there is still time to act on it.

Spent	Actuals in the months that have been closed.
Committed	Amounts typed into months that are not yet closed. Entered by hand — nothing is assumed.
Remaining	Budget less Spent less Committed.
Projected year‑end	Spent plus Committed. Empty months stay empty; budget is never spread across them.
% used	Spent plus Committed, divided by Budget.
% of year elapsed	Closed months divided by twelve.

A month counts as closed once its actuals are loaded. A fiscal year counts as complete when all twelve months are closed, or when its final month is earlier than the current calendar month — so a year that ended in August is finished whether or not every month was loaded, and it gets reported rather than forecast.

While the year is still running:

● Over budget	Projected year-end is above the budget.
● Ahead of pace	% used is more than 8 points above % of year elapsed.
● Underspending	% used is more than 12 points below % of year elapsed.
● On track	None of the above.

Once the year is complete pace no longer applies, so the light reports the outcome:

● Over budget	Remaining is below zero.
● Finished under budget	Remaining is above zero. For a grant, check whether the unused funds carry over, must be returned, or can be reallocated.
● Fully spent	Remaining is zero, within a tolerance of one dollar or one twentieth of one percent of the budget — so rounding does not turn a fully spent program amber.

On the worksheet only, where cash-flow balances are entered, a projected balance below zero overrides all of the above and shows red, Cash runs short. A program can be inside its budget and still run out of money before the funding arrives.

At the start of a year, with no months closed, % used and % of year elapsed are both zero, so the light shows green, On track. That means nothing has gone wrong — not that anything has been checked. The budget figures on that report are meaningful; the status column is not, until the first month is closed.

The same rule drives the Status tile, the sentence beneath it, the line flags, and both pages of the Flash Report.

Key 2 Business Solutions · Questions or changes: contact the bookkeeping team.

Cash Flow Projection 🔒 Closed months locked👁 Read only — not your program

Scratch pad

Set up this workbook

Chart of accounts