Accessing UI Foundation Financial Reports (IFAS)

Transcription

1 Accessing UI Foundation Financial Reports (IFAS) If you need your password reset, contact Sara Ring or Natasha Houselog. 1

2 All report data begins July 1, Reset the date on any report to view historical data. Report Options Selecting which report to use depends largely on what you need to accomplish. Some of the differences in key reports are: Data Download reports Ability to pull data over multiple accounts and custom format in Excel Account Financial Summary Balances Excel Download: Display balances, sorted by area and purpose (for example, all faculty support, unrestricted, student support accounts are grouped together) Account Search with Balances and Activities Excel Download: Display all balances and all activities (gifts, investment income, etc.) into one large report, requiring formatting. A note about Excel Download reports: some campus users have reported receiving an error message when attempting to run these two reports, which export directly into Excel. If that happens, try this work around: What if the report won t open? If you receive an error message that reads: Internet Explorer Cannot Display this Page Proceed with the following steps to complete running the report: 1) In the URL bar, the web address will read: 2) Replace the 71 with the number 70. Type over to change the lcua71 to lcua70. The report should open as normal. 2

3 All of the following reports run in IFAS, but may be exported to Excel using Options button. Balance Data Download: Displays a breakdown of all balances, including listing of 30 (gift), 31 (spendable gift), and 32 (non gift) funds per account. Statement of Activities Account Balances Download: Displays each account and activities (gifts, pledge payments, investment income, expenditures). Statement of Financial Position Account Balances Download: Similar to Balance Data Download, will display a list of balances per account. Also includes UIF account contact name (not included in Balance Data Download). Statement of Financial Position Area Balances Download/College Balances Download/Dept Balances Download: These reports essentially function in the same way. Displays summary data for all accounts in a college/department/area, with all accounts in that grouping wrapped into one balance. Transaction Data Download by Entry Date/Posting Date: Displays all transactions to an account over a period of time. Can reset date range to pull data over multiple months/years. View data for one account, or an entire college/department/area. Most common usage: an easy way to track spending from one account over multiple years. To accomplish this, enter the account number, and change the date range as desired (back to 7/1/2002). To view only spending, in the field Enter the Object Code, enter the number 8 with an asterisk. The asterisk functions as a wild card, and will pull all transactions with an object code starting with 8 (for example, UI Scholarship has an object code of 8075). The reports run identically, either by posting or entry date. Transaction dates may differ from the entry dates at fiscal year/quarter end, when transactions may be back dated for a short period of time prior to books closing. Most users select the report running by Posting Date. 3

4 Other reports: Account Financial Summary: Balances/activities of an individual account Account Review (NEW): Allows users to run balances including expenditures for current and previous fiscal year. Key feature is to select Disbursement Amounts. Select A to view all accounts, regardless of whether spending has occurred in current fiscal year. Select P to view only accounts that have had spending, and select N to view accounts that have had no spending. Also includes accounts where annual donor reports are shared with the donors, and includes names of those recipients. If viewing in IFAS (not exported to Excel), the report is interactive. Hover the curser over the white space in between the first two columns to reveal a camera icon. Click on this and the Donor Intent Document (DID) will launch in a separate window. Hover the curser over the account number and a drill is displayed. Click on the drill to launch the Account Financial Summary to view drillable data. 4

5 Account Search: Commonly used to search for one or multiple accounts, often by keyword. Search criteria may be input to narrow in on results, such as date range (only accounts set up in last 5 years), only accounts established in memory of someone, etc. This report does not include financial data, but only a list of particular accounts. Account Synopsis: Displays information about Account Representatives, and access the Donor Intent Document (DID). Area/College/Department Financial Summary: Displays summary of all accounts in an area/college/department in the same format as the Account Financial Summary. Handy for a quick look at all spending from an area during current fiscal year, or all gifts, etc. Investment Pool Look up: Generates a list of accounts invested in a particular pool, or to display the investment policy/pool for all accounts in a particular college/department/area. Useful tool to review accounts invested in a particular pool. Scholarship Report: generates a list of any account coded in support of student aid. (See Account Use Codes list.) Includes current available balance, funds available to divest, and also expenditures made in current and previous fiscal year. As with Account Review report, has live Donor Intent Document (DID) access imbedded in report. Now includes Geographic Restriction if appropriate for an account. Questions/suggestions? Please contact: Sara Ring sara [email protected] Natasha Houselog natasha [email protected] 319/ /