1. NextGen Trustee Class Reports
Financial Management Reports
FM Report Packages
Trustee Reports
Trustee Report Packages

2. Trustee/Financial Management Reports
The Trustee “GL” reports are found under Financial Management – Reporting – Reports (with exception of the RDB report, which is found under Trustee, Reporting, Reports)
From the Reports Search screen, click “Find” for a list of reports. You can also type the name or first few letters of the name of the report you are looking for to narrow your search results.
Double click on the report you need to open it.

3. Trial Balance & Balance Sheet
It is very important that you run a Trial Balance or Balance Sheet regularly to check balances
To run the Trial Balance Report, select it from the reports search screen
Choose the LGC Trial Balance Filter Template, the Fiscal Year, and the Thru Period
Check the box for “999 – County Trustee” in the Account Controls Box
A “Filter Template” is a template that has report criteria saved in it. When a filter template is selected, the saved criteria is loaded in for you, making the report quicker and easier to run. If desired, you can have multiple filter templates saved for a report.
NOTE: You should normally only have one filter template for the Trial Balance and Balance Sheet reports and those should already be set up for you
Click “Next” to run the report

4. Trial Balance & Balance Sheet
Check your balances, paying close attention to your Cash On Hand balance and balances in the refund and undistributed taxes accounts.
You should always make sure the fund is in balance by checking the Fund Totals Ending Balance. This should always be zero.

5. Trial Balance & Balance Sheet
The Balance Sheet is ran with the same criteria as the Trial Balance
The Fund Totals line should always show a balance of zero

6. Account Analysis Reports
There are three standard Account Analysis Reports: Account Analysis, Account Analysis By Department, and Account Analysis By Department with Beginning & Ending Balances
Select the Account Analysis Report you want to run, choose the filter template and other report criteria as needed on the General Tab.
You can enter a specific account number or account number range in the From and Thru GL account number fields.
When entering a full account number in the From and Thru Account fields, you do not have to select the Account Control Code.
Click “Next” to generate the report when finished selecting the report criteria

7. Account Analysis Reports
You can leave the account number range blank on the General tab and select accounts to include in the report on the Account Segments tab.
For example, if you want to select specific functions to include in the report, click on the Function Segment Description and then select the function codes you want to include in the report.
You can also select any other account segments you would like by clicking on the Account Segment and then selecting the codes for the segment to include.

8. Account Analysis Reports
In most instances, you will not need to go to the Advanced tab for Account Analysis reports as long as you chose a report template that already had the standard “Advanced” criteria set up. One exception would be if you are running the account analysis and only want specific transaction types included in the report.

9. Account Analysis Reports
After you have selected the accounts to include in your report, you can save a filter template for use the next time you need to run an Account Analysis with the same report criteria.
To do this, go to the General Tab and click on the ellipsis in the Filter Template field and choose “Add New Report Filter”.
Note: When adding a new filter template or saving changes to an existing template, it is a good idea to not have the Fiscal Year and the periods selected since you will likely use the template across many fiscal years and periods.
Enter a Name and Description for the Filter Template.
Click “Save and Close” in the ribbon bar to save the template.

10. Account Analysis Reports
After saving a report template, the system takes you back to the report criteria screen where you only need to select the Fiscal Year, Period any specific date range needed before running the report.
Click “Next” to run the report
Account Analysis Report – This report does not include the source code (more detailed transaction information)

11. Account Analysis Reports
Account Analysis by Department – Contains the source code
Account Analysis by Department with Beginning and Ending Balances – contains the source code summarized by date
The Beginning and Ending Balances are on both reports, with the AA by Dept having Beginning & Ending Balances listed at the bottom.

12. Account Analysis Reports
Taking a closer look at the Account Analysis by Department Reports
Account Analysis by Department
There are 3 separate transaction lines listed for the account on 1/19, one for each receipt to the account for the day
Total
Account Analysis by Department w/Beginning & Ending Balances
There is only one transaction line listed for the 3 receipts to the account on 1/19 on this report

13. Journal Listing
The Journal Listing report should have filter templates set up for each transaction type, including one for all types.
Select the desired template
Select the fiscal year, period and any other desired criteria on the General tab
You can select any specific account segments needed on the Account Segments tab
If you want to select the transaction types to include in the report, you can do that from the Advanced Tab
Click “Next” to run the report

14. Journal Listing Example of the Journal Listing report
NOTE: The transactions are not separated by department on this report

15. Journal Listing by Department
The Journal Listing by Department can be ran like the Journal Listing report, but as the title suggests, the data on the report is separated by department number.

16. Trustee’s Report – Month To Date
Select the filter template for the report, the period information and select the account control

17. Trustee’s Report – Month To Date
Click on the Account Segments tab to select departments to include in the report
The standard filter template for this report should have all departments selected
Note: If you need to run any Month To Date Trustee’s report with only certain departments on a regular basis, it would be a good idea to save a filter template with those departments selected

18. Trustee’s Report – Month To Date
Example of the Month to Date Trustee’s Report

19. Trustee’s Report – Year to Date
The Year to Date Trustee’s Report is ran the same way as the Month To Date report with exception of the “From Period”. When running the YTD Trustee’s Report, you should always select the first month of the Fiscal Year (July) as the “From Period”.

20. Trustee’s Report – Year to Date
Example of the Year To Date Trustee’s Report

21. Transaction Listing/Transaction Number Order
The Transaction Listing by Transaction Order is similar to the Daily Transaction Listing you had in FlexGen (This is a new report that will be available soon)
To run this report, select the Fiscal Year, the From and Thru Period, and enter the date range for the report

22. Transaction Listing/Transaction Number Order
Example of the Transaction Listing by Transaction Number Report:

23. Trustee - Financial Management Report Packages
Report Packages are used to create a “group” of reports that can be ran all at one time
All NextGen Trustee - Financial Management sites will have a Month End and a Year End report package set up. Those are the report packages you select when doing the period end. These have the standard reports required for period end.
Financial Management – Reporting – Report Packages

24. Trustee/Financial Management Report Packages
To add a new Report Package, go to System Administration – Report Packages
From the Report Package Search screen click “New” in the ribbon bar

25. Trustee/Financial Management Report Packages
Enter a Description for the Report Package
Edit Access should be Public unless you want the report package restricted to only the user that added it
Special Processing should be “Period End”
Choose the output format and printer (if desired)
Select the Reports to include in the package (Report Definitions)
Enter the number of copies to print
Select the Report Filter (this should be a Report filter that is set up to run with the criteria you are setting the report package up for – example: if setting up a Report Package for BOE, then the Report filters should be set up to run for the BOE departments)
Click “Save and Close” in the ribbon bar to save the Report Package

26. Trustee/Financial Management Report Packages
When doing period end, select and run your normal Month End Reports Package and then select any additional monthly report packages you need to run
In this example we have selected the report package for the Monthly BOE Reports
Click “Next” to run the report package

27. NextGen Trustee Reports
Trustee – Reporting – Reports
Click on “Find” to display available reports or enter the name of a report to find it. You can also enter the first few letters of a report name and click “Find”.

28. Department Disbursement Status Report
The department Disbursement Status report can be ran by multiple statuses and date range types, giving you the necessary report options for researching any balancing issues related to the Department Disbursements
You can also choose to run the report for “Summary Only”. This will give you a totals only report.
Reconciled Department Disbursements Report

29. Payment Number Report
You can run the payment number report for any payment type that you enter a payment number for (This report is most commonly used for a listing of Checks)
Select the Receipt type, enter the receipt date range, and if desired a Payment Number range (usually left blank)
Select the Order Option and then select the Payment Types to include in the report

30. Payment Number Report
Example of the Payment Number report ran for payment type of “Check”

31. Payment Number Report
If you need a listing for a payment type that does not use payment numbers, you can go to Trustee – Receipting – Receipts and do a search by Payment Number
Choose the Payment Type and Receipt Date Range and click “Find” to return results
If needed, you can export the results to Excel

32. Returned Payment Report
With the option to process returned payments in NextGen, you may need to run a report of the Returned Payments
This report is ran by date range and entity (the entity would only be used if you collect both county and city property taxes)

33. Transfer Listing Report
If you need to run a report of money transferred from one receipt to another, you will need to run the Transfer Listing Report
This report is ran by date range
The report will show the receipt date, the transfer date and the Transfer “from and to” receipts and amount

34. Voided Receipt Listing
The Voided Receipt Listing is ran by Receipt Type and Void Date Range
Normally you will select all users when running this report, but you can run it for individual users
You may need to run this report monthly for your auditor

35. Trustee Audit Report
The Trustee Audit Report is a detailed report of changes to property tax records
You can choose to run the report for Specific Audit Actions (Update, Insert, Delete) or for all

36. Trustee Transaction Audit Report
The Trustee Transaction Audit Report is like the Summary Audit Net Change Report you would have ran in FlexGen
You should compare the net changes on this report to the total increases and decreases on the Aggregate Reports

37. Property Tax Paid & Unpaid Report
The Property Tax Paid & Unpaid Report can be ran for specific tax types or for all
An example of when you might run this report would be if you needed a listing of all Rollback taxes for the year with paid and unpaid totals
Select the tax year, property type, and use Taxing Entity of County (Unless you collect property taxes for a city)
After you select the Taxing Entity, the tax types come up where you can select the types to include in the report

38. Property Tax Paid & Unpaid Report
Example: Property Tax Paid & Unpaid Report for AdValorem and Rollback Taxes
When running the report for multiple tax types, the taxes will be listed separately by type
For any tax types with tax rates, those rates are also listed
If you use a revenue code other than for AdValorem or Rollback Taxes, this is a good report to use in comparing the Revenue totals on the FM reports to actual taxes collected for those revenue codes

39. Property Tax Roll Report
The Property Tax Roll Report can be ran by tax year, property type, paid/unpaid/all, and by receipt number range or Parcel range
This is a good report to run to for a summarized listing of your tax roll and for comparing totals to the tax aggregate report

40. Property Tax Master Detail Report
The Property Tax Master Detail Report is a detailed property tax listing (this report has recently been added in NextGen)
The report is ran by tax year, property type, and taxes/fees (paid, unpaid, all)
You can enter a receipt number range or leave blank for all
You can choose to have the report sorted by receipt number, parcel number, or by owner name

41. Property Tax Master Detail Report
The Master Detail Report has summary totals at the end as well as the criteria used in running the report

42. Property Tax Summary Master Report
The Summary Master Report is ran by tax year, property type (real, personal, or all), and by Taxes/Fees (paid, unpaid, or all)
The Summary Master Report is often ran for totals comparison when balancing the Tax Aggregate

43. Tax Aggregate Report - Detail
Select the Tax Year and enter the Thru Transaction Date for the Report
If you are running the aggregate report for a tax year that has been turned over to the Clerk & Master, check the box if you want to Include Clerk & Master Payments
The Detailed Aggregate Report separates the totals for Public Utility from the other tax types

44. Tax Aggregate Report - Summary
Select the Tax Year and enter the Thru Transaction Date for the Report
Select to Include Clerk & Master Payments if required
The Tax Aggregate Summary does not separate the Public Utility Taxes into separate totals

45. Tax Aggregate Report by Tax Type
Select the Tax Year and enter the Thru Transaction Date for the Report
Select to Include Clerk & Master Payments if required
Select the Tax Types to include in the report
In this example, we ran the Tax Aggregate by Type Report for Rollback Tax only
If checking aggregate totals by tax type, you can compare these totals with the Property Tax Paid & Unpaid Report since it has taxes listed by tax type with totals

46. Receipt Listing Reports
If you do a search for reports, entering “Receipt List” in the search name field and clicking “Find”, the results returned will be the receipt listing reports
You may run many of these reports on a daily basis
The criteria for all of the Receipt Listing Reports is the same
You can select a tax year or leave it as “None” for all tax years
Enter the receipt date range for the report
Select receipt type (Property, Miscellaneous, or All)

47. Receipt Listing Reports
Receipt Listing – Detail Report

48. Receipt Listing Reports
Receipt Listing – Detail (Condensed)
Receipt Listing – Type Summary

49. Receipt Listing Reports
Receipt Listing – Revenue Code Summary
Receipt Listing – Tax Code Summary
Receipt Listing – Tax Year Summary

50. Receipt Listing Reports
Receipt Listing – Totals Only
Receipt Payment Type Totals Report

51. NextGen Trustee Report Packages
You can add report packages for Daily Receipt Listings to make those reports quicker and easier to run
Go to System Administration – Report Packages to add a new Report Package
Click on “New” in the ribbon bar

52. NextGen Trustee Report Packages
Enter a description for the report package
Edit Access should be Public (Unless you want to restrict who can bring up the Report Package)
Special Processing should be “None”
Choose the output format and default printer if desired
Click on the dropdown arrow in the Report Definition Field to select reports to add
Enter the number of copies to print
Select the Report Filter – if you don’t have one set up, you will need to add one
Note: At this time only Receipt Listing Reports can be ran in a report package for Trustee

53. NextGen Trustee Report Packages
If you need to add a Report Filter for any of the reports, click on the ellipsis in the Report Filter field and choose “Add New Report Filter”
Enter a Name and Description for the Report Filter (In this example, we have used the report name as the Name and Description for the filter)
Click on Save and Close in the Ribbon Bar when finished adding the filter

54. NextGen Trustee Report Packages
When finished adding reports to the report package, click Save and Close in the Ribbon Bar

55. NextGen Trustee Report Packages
To run the report package, go to Trustee – Reporting – Report Packages
Click on “Find” to search for your report package
Double Click on the Report Package to open it

56. NextGen Trustee Report Packages
The report package comes up with a list of the reports saved in the package
Click on the General Tab and select a Tax Year if desired
Enter the from and thru receipt dates and select the receipt type or leave as “All”
You only need to select cities if your county collects taxes for a cities
The reports come up on the screen (like the period end reports) and you can then save to pdf or print

57. Audit History Report
Your auditor may ask for an Audit History Report, ran for Audit Fields
In the past you had to get this information from a search screen, but a report has been added for this – System Administration – Reports – Audit History Report
To run the report for your auditor, enter the From and Thru Dates and select the check box for “County Audit Fields”
Click “Next” to run the report
Audit History Report:

58. Questions?