Cash Flow Projection 🔒 Closed months locked👁 Read only — not your program
Cash Flow Projection Worksheet
Same worksheet you use — but the math is locked. White cells are yours to type in; gray cells are actuals from QuickBooks; every total, Excess, and Rolling Cash Balance is calculated for you and can't be broken. Spread Evenly = Yes spreads the annual budget across projected months. Hide $0 accounts trims the template down to just the lines this program uses.
Key 2 Business Solutions · Program cash flow. Your entries save on this device automatically. Worksheet structure follows your Chart of Accounts and the FMA Cash Flow Projection template. Tip: right-click any month cell to add a note (a gold corner mark shows a note is there — hover to read it).
Calculate this line
This line = % of:
Add or subtract lines. Leave % blank (or 100) to just sum them. E.g. FICA = 7.65% of Comp FT + Comp PT; or Net = Line A − Line B (no %).
Cell note
Set up this workbook
Who it is for, and which programs it tracks. Saved with your figures and included in Save backup.
Shown beside the heading on this organisation\u2019s workbook.
Add a program
Grants often run on their own year — set the month each one begins.
Who looks after what
Everyone reads every program. A director can only change the ones ticked for them. Administrators can change all of them.
In memory of
Shown at the top of this organisation\u2019s workbook only. Leave it empty and nothing appears.
Renaming a program keeps its figures. Removing one deletes them.
Chart of accounts
Shared by every program. Changes save in this browser and travel with Save backup. Figures follow the account number, so moving or renaming a line never changes a total.
Add a line
Pick a parent to nest it (type follows the parent). Tick group heading for a subtotal row like “Other Income” — no number needed.
Move under
Delete is blocked while a line holds figures or has lines under it.
K2
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.
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.
Key 2 Business Solutions · Questions or changes: contact the bookkeeping team.