Annual Financial Report

The Annual Financial Report is a fiscal-year statement of gross receipts and disbursements, formatted to match the standard CAPTA (California State PTA) Annual Financial Report form. It shows what your organization took in and spent during the fiscal year, organized the way state and district PTAs expect to see it for board approval, membership review, and compliance filings.

Why This Report Matters

Many state PTAs (and PTOs that follow similar bylaws) require units to prepare and present an annual financial statement in this format – receipts and disbursements grouped by category, with a beginning and ending cash balance. Even if your state doesn’t use the CAPTA form specifically, this report gives you the same information in a layout that boards, audit committees, and councils recognize.

How to Access the Annual Financial Report

1. Log in to BeeKeeper.
2. Navigate to the Reports section from the sidebar.
3. Select Annual Financial Report from the report list.
4. Use the Fiscal Year filter at the top to pick the year you need. The report updates immediately.

Any user with access to your organization can view and export the Annual Financial Report.

What the Report Shows

The statement runs top to bottom in this order:

• Balance on Hand (from previous year) – Cash on hand at the start of the fiscal year, based on all asset account activity (checking, savings, petty cash, etc.) before the period began. See Getting Your Starting Balance Right below.
• Receipts – Income recorded during the fiscal year, broken out by category.
• Total Receipts
• Disbursements – Expenses recorded during the fiscal year, broken out by category.
• Total Disbursements
• Balance on Hand – The ending balance: beginning balance plus total receipts minus total disbursements.

Getting Your Starting Balance Right

How your starting money counts toward Balance on Hand (from previous year) depends on how you entered it:

• Entered in the Opening Balance field on the account: it counts here, even if it’s dated inside the fiscal year.
• Entered by hand as a regular transaction: it counts here only if it’s dated before the fiscal year starts. If it’s dated inside the year, it’s left out of the starting balance.

The simplest rule: use the account’s Opening Balance field and date it the first day of your fiscal year (for example, July 1). If you entered your starting balance by hand as a regular transaction, date it the day before the fiscal year starts (for example, June 30). See Getting Started with BeeKeeper.

Receipts and Disbursements Are Grouped by Account Group

Within the Receipts and Disbursements sections, income and expense accounts are organized using your organization’s Account Groups (for example, “Events,” “Membership,” or “Administration”). Each group appears as its own collapsible section with a subtotal, and any accounts that aren’t assigned to a group appear at the top level. If you haven’t set up Account Groups yet, everything appears ungrouped – see Manage Groups under account settings to organize your chart of accounts for cleaner reporting.

What’s Included: Income and Expense Accounts Only

Receipts and Disbursements come only from your income and expense accounts. Where you record money you collect for someone else – such as per-capita dues you send on to council, district, state, or national PTA – decides how it shows up:

• Recorded through a liability account (such as PTA Pass-Through Dues Payable): left out of this report.
• Recorded in income and expense accounts: counted as your unit’s own receipts and disbursements.

Because money in a liability account is left out, the ending Balance on Hand may not match your actual bank balance. This happens when you’re still holding some of that money at the start or end of the year – for example, dues collected in June and sent on in July. That difference is expected, not an error.

Closed Years Still Show Real Numbers

If you’ve closed a fiscal year using Close the Books, this report is unaffected – it still shows the year’s real receipts and disbursements. The closing entry that zeroes income and expenses into your carry-over equity account doesn’t appear here; you’ll find it on the General Ledger instead.

Exporting the Report

The Annual Financial Report is available on screen, as a PDF, and as an Excel (XLSX) file.

PDF

The PDF matches the compact, borderless layout of the CAPTA sample form: no column header, no shaded rows, and indentation that mirrors the on-screen hierarchy (section headers flush left, account-group categories indented once, individual accounts indented beneath their category). It’s designed to be handed directly to a board, council, or district reviewer without further formatting.

Click Download PDF from the report page to generate it.

Excel (XLSX)

The XLSX export uses a three-column layout – Description, Amount, and Total – so individual line items and subtotals never share a column. Item amounts appear in the Amount column; subtotals, section totals, and the beginning/ending balances appear in the Total column. Section headers and account-group names are bolded to make the structure easy to scan or adjust in a spreadsheet.

Click Export Excel from the report page to generate it.

On Screen

The on-screen view is a collapsible table – click an account group’s name to expand or collapse its line items. This view is also print-friendly if you want a quick printout for a meeting without exporting.

Preparing for an Accurate Report

Before generating your Annual Financial Report for a fiscal year:

• Reconcile your bank accounts so beginning and ending balances reflect real activity.
• Categorize every transaction to the correct income or expense account so nothing lands in the wrong bucket.
• Check your starting balance date. A starting balance entered as a regular transaction must be dated before the fiscal year starts. See Getting Your Starting Balance Right.
• Set up Account Groups if you want receipts and disbursements broken out by category (Events, Fundraising, Administration, etc.) rather than shown as one flat list.
• Decide where pass-through money goes. Dues and fees you collect for another organization are left out of this report when recorded in a liability account, and counted as your own when recorded in income and expense accounts.

Once your board has approved this report for a finished year, consider using Close the Books to lock that year so its numbers can’t be changed later.

Common Questions

Which fiscal year should I select? Choose the fiscal year you want to report on. BeeKeeper determines the date range using your organization’s fiscal start month setting – most PTAs use a July-to-June fiscal year.

Can I run this report for a past fiscal year? Yes. The Fiscal Year filter lists every year with recorded journal activity, most recent first.

Why doesn’t the ending Balance on Hand match our bank balance? This report only totals your income and expense accounts. If money moved through a liability account – such as per-capita dues you collected and haven’t sent on yet, or dues from last year you sent on this year – it isn’t in Receipts or Disbursements, so the ending balance won’t tie to your actual cash. Also check that your starting balance is counted (see Getting Your Starting Balance Right). If neither applies, the ending balance should match.

Why is my Balance on Hand (from previous year) $0 or too low? Most often, a starting balance was entered as a regular transaction dated inside the fiscal year. Change its date to before the year starts, or enter it with the account’s Opening Balance field instead. See Getting Your Starting Balance Right.

What happened to the old Annual Financial Review? The Annual Financial Review (with its bank reconciliation, payment/deposit verification, and budget-compliance checklist sections) has been retired. The Annual Financial Report is now the single year-end statement in BeeKeeper, rebuilt to match the CAPTA form exactly. If you relied on the checklist-style verification the old report provided, the Audit Kit covers similar ground – reconciliation status, missing receipts/vendors, and budget compliance – for the current fiscal year.

Do I need Account Groups set up to use this report? No. Without groups, all income and expense accounts simply appear ungrouped under Receipts and Disbursements. Groups just make the report easier to read when you have many accounts.

Who can view or export this report? Any user with access to your organization can view the report on screen and export it as PDF or Excel.

Is the data live? Yes. The report reflects every saved transaction through the current date. Generating a report mid-year is fine, but the numbers will change as more transactions are recorded before the fiscal year closes.

Does closing a fiscal year change this report? No. Even after you close a year with Close the Books, this report keeps showing the year’s actual receipts and disbursements – closing locks the year against future changes, it doesn’t alter what’s reported.