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IFAS user guide campus 4-11

1. Y Enter the Start Date 10 01 2010 La Enter the Report Date 10 31 2010 Y Academic Unit n P Account Type i 3 Campus Location Y FAR Title n pe Purpose de Q Transaction Minimum 0 Ls Y Transaction Maximum 999090000000 i y Unit Budget Code Then click E Ep O AA Submit IFAS User Manual 4 Transaction Statement This report provides details about all of the entries recorded against the selected account for the date range specified It is recommended that you select dates that are the beginning and end of the month The report may be run in date order D or by financial statement description order S Changes in market value of the account s assets in the Long Term Investment pool that have been recorded for the period selected are shown as a summary entry at the end of the report Do not download this report Print only Sample report IN Transaction Statement Confidential Report of the Kansas University Endowment Association Account Transaction Statement TANT AAI 31 nin 10 01 2010 10 31 2010 35042 FLOWERS MEMORIAL TRUST Spendable Component Transaction Activity Date Tranzaction Dezcription Debit Credit Object Dezcription Batch ID VendorID Obj Budget Code Bezin Cash Balance 121 127 74 10 6 2010 PIONE MINERALE INCOME 0 00 14748 Mineral Interest Income CA060VL1 35090 10 6 2010 PIONE MINERAL INCOME 0 00 182 13 Mineral Interest Income CA060VL1 35090 10 6 2010 PIONE MINERAL INCOME 0 00 2
2. E se 2 A Ps E at y A Ea sy ge 20 IFAS User Manual Account Attributes FAR Title This report is a listing of valid codes that can be used to fill in the selection criteria FAR Title on other reports The FAR Title criteria is also available as a dropdown pick list on some reports see Account Information report Sample report Bruna Miriules F4r THE Kansas Unryersity Endowment Association Account Attnbutes F AR Title 10 Admimistrator 11 Assistant Director 12 Associate Dean 13 Associate Provost i4 Associate Vice Chancellor 20 Chairman 21 Chancellor 22 Chief 23 CEO Chief Financial Offices J ad P b bs LA Committee l m i S Mee it PAS De PP a q a x g ae ae ieee o How to get this report Account Background Ta Account Attributes Academic Unit A Account Attributes Account Type Grouping a Account ain ant eee sm Location Click Submit 3 AccountA es Purpose t Account Attributes Scholarship Type IFAS User Manual 21 Account Attributes Major Academic Unit This report is a list of valid codes that can be used to fill in the selection criteria Major Academic Units if you have responsibility over more than one department For example if you need to run reports for the School of Medicine and include all the departments under the school you would select code 24 for major academic unit rathe
3. 35042 FLOWERS MEMORIAL TRUST 2 914 41 8 656 14 Be Ahha By AMRF ce le AA ee wn ss ee ote ee le A oA el nl AA IA A A PA ee in Metin A AN How to get this report Enter the Report Date required and at 3 Financial Statements 9 GA Transactions least one other criteria item 3 Management Reports 3 Projected Income 2 income from Long Term Investment Program EE No Criteria Select All E fF LF 13 Y Report Date 12 31 2008 Ml 32 E Y Academic Unit List values sep by commas or use pick list E E Y Campus Location List values sep by commas or use pick list Y FAR Title List values sep by commas or use pick list 4 9 Purpose List values sep by commas or use pick list 6 22 Scholarship _ojection 22 Scholarship Projection Usage Then click Submit 50 IFAS User Manual Scholarship Projection This report shows approximately how much will be available to spend from scholarship funds in a given year and any donor direction about the use of the funds Preliminary projections are available each year by November 15 and final projection budgets are available by March 10 Please refer to the report footnotes for a detailed explanation of KU Endowment s methodology for projecting scholarship resources Sample report Confidential Report of Kansas University Endowment Association Scholarship Projection Scholarship Projection Academic Year 2010 Scholarsh
4. 2 The Scholarship Projection is the spending budget established by KU Endowment as of 2 28 2008 3 The Adjustment amount if any includes any unanticipated receipts the responsible unit elects to spend during the year 4 The Recorded Expenses reflect any cash expenses from the account including non scholarship expenses such as real estate or other asset management costs if any that have been recorded in KU Endowment s financial records 5 The Balance is intended to reflect the remaining funds available for spending in the current scholarship year according to KU Endowment records It does not include futura commitments that may be authorized by the responsible University unit if they have not been processed by KU Endowment Academic Units Account Numbers 35042 Acct Type Grouping Campus Locations tem Types A Major Academic Units het Mr o A o Mts o ss OA ro A o o A on in As 2 me How to get this report E 3 Campus Reports ua Account Background AA Enter the Expenses End Date Gi Gia GA Transactions required and at least one other H Management Reports criteria item B 3 Projected Income 2 Income from Long Term Investment Program 22 Scholarship Projection E 2 Scholarship Projection Usage El 3 No Criteria Select All Q Expenses End Date MM DD Y Y Y Y 12 31 2008 gt om Y Account Numbers for all or list values separated by commas 35042 Y Academic Units all or list valu
5. 68 IFAS User Manual IFAS User Manual This page intentionally left blank 69 KU Endowment Account Reporting System KU ENDOWMENT The University of Kansas A End user Setup Note For this setup please be sure to have your computer technician or other technical resource handy Some of these steps may require administrative security privilege to be correctly installed Also please note that these instructions assume use on a PC and for Internet Explorer version 6 or higher Some of the features require ActiveX controls that are not available from other browsers or on Macintosh Initial Set up Before you connect to IFAS Before you attempt to connect to IFAS there are a few settings that you will have to change in Internet Explorer Microsoft Internet Es In Internet Explorer click on Tools gt Mail and News Int t Onti Portu Bicker nternet Options Manage dd ons Synchronize windows Update IRI L E a Windows Messe Sun Java Coy z Internet Options 70 IFAS User Manual Internet options E General Security On the Security tab Select a Web content zone to specify its security settings sites Trusted sites This zone contains Web sites that you Sites trust not to damage your computer or data Security level for this zone Internet Local intranet 0itetceksics Custom Custom settings
6. Kansas University Endowment Association Account Attributes ose 0 Undetermmed 02 Multiple 03 Parent Ot Life Insurance 05 Donor Advised 06 Unrestricted to University 7 Unrestneted to Unit or Area 03 Project Support 10 Constuction I Fumishines Maintenance 2 Equpment 13 Landscaping Gardening l4 Lease or Rental Property 20 Student Assistance or Activity se hs geen At at um Sgholarspens mr g A aai EP x How to get this report Y Reports Sy Campus Reports E Ey Account Background 4 2 Account Attributes Academic Unit Account Attributes Account Type Grouping Account Attributes Campus Location Account Attributes FAR Title ccount Attributes Purpose Click lt Submit H E E a 2 a2 w Account Att lites Scholarship Type H A Account information IFAS User Manual 23 Account Information The Account Information report lists the various attributes that have been assigned for a specific fund account Sample report PES BA Account Irjormaxion a m a i i a im Kansas Urg it dowment Association SM TE Y c Fmy 70m m i P a 0 6 Account 35042 Name FLOWERS MEMORIAL TRUST E mi AccountType Quasi Endgpred Start Date 10 31 1891 Purpose Graduate Scholarships End Date Academic Unit School of Medicine Old Fund Number 783066 00 Campus Location Medical Center KC Item Tye 270150069000 FAR Title Student Financial Aid FAR Name Sara Honeck Comment This trust shall
7. Account Usage Summary by Dept This report provides for each department a summary of cash additions by major category to an account and a summary of cash uses by major category for the time selected Sample report Confidential Report of Kansas University Endowment Association Account Usage Summary by Department 10 01 2010 to 10 31 2010 Unencumbered Beginning Dist from Expendable Other Income Total Cash Cazh Tranzferz Out Total Ending Cash A te Cash Balance LTIP Contribution Receipts Available Expenzez Unpaid Expenzez Cazh Uzed Balance a d O as 9 816 960 72 174 797 50 994 268 383 1 760 504 65 12 746 531 25 735 340 67 1 383 390 71 2 118 731 38 10 627 799 87 a 381 738 29 73 95 0 00 20 535 58 402 347 82 17 042 13 200 00 17 242 13 383 105 69 gt E 409 606 08 6 677 73 100 00 14 804 72 431 188 53 10 592 37 0 00 10 592 37 420 596 16 gt gt 339 111 01 49 03 0 00 25 519 18 364 679 22 13 358 72 0 00 13 358 72 351 320 50 amo Py gt 1 390 386 47 26 553 52 375 00 20 657 00 1 437 971 99 37 804 49 4626 00 42 430 49 1 395 541 50 gt _ 68 461 16 0 00 0 00 6 796 00 75 257 16 3 380 10 0 00 3 380 10 71 877 06 gt a o gt 159 187 94 5 218 71 0 00 277 41 164 684 06 13 390 65 0 00 13 390 65 151 293 41 VB rr A tlt le ee gt le mamma an yi att ay a dlls Ar dt To get report ES M Choose an academic code within your se anagement kepo ES General Accounts school or leave blank to return all Ff Account Usage
8. 30 2010 asi Endowed aduate Scholarships hool of Medicine ancial Aid and Scholarships Spendable Investment Balance Balance Total Cash 130 669 66 0 00 130 669 66 Long Term Investments 0 00 1 979 178 12 1 979 178 12 Real Estate 0 00 1 260 265 00 1 260 265 00 Total Assets 130 669 66 3 239 443 12 3 370 112 78 Liabilities 0 00 0 00 0 00 Do AS i ITA es BRE ARMS DABA a AID AAA ss har ron mete PR at cs At A bo ANA e a MA 62 IFAS User Manual LSGEN Output By clicking on the paperclip symbol the XLSGEN Output box appears Y ou will click on the box and the following dialogue box opens File Download Click open and your report will appear in an Excel spreadsheet Gi 15763669 91 D7 4BFB3ADC 35A2D8E0BE57 xIs Read Only Compatibility Mode Ca B _L c D al 2 Account Name Flowers Memorial Trust 3 Account 35042 4 Account Type Quasi Endowed _5 Purpose Graduate Scholarships 6 Academic Unit School of Medicine _T FAR Title Financial Aid and Scholarships 8 9 Spendable Balance Investment Balance Total 10 Cash 130 669 66 0 00 130 669 66 11 Receivables 0 00 0 00 0 00 12 Loans 0 00 0 00 0 00 _13 Long Term Investments 0 00 1 979 178 12 1 979 178 12 _14 Long Term Investments Offset 0 00 0 00 0 00 15 Other Investments 0 00 0 00 0 00 16 Real Estate 0 00 1 260 265 00 1 260 265 00 17 Other Assets 0 00 0 00 0 00 18 Total Assets 130 669 66 3 239 443 12 3 370 112 78 19 Liabilitie
9. 35042 72 263 98 70 114 86 103 820 55 173 933 41 113 818 00 115 529 73 130 669 66 72 263 98 70 114 836 Notes l This report summarizes the spencable cash activity that has occurred in scholarship accounts during the spending year Please refer to the Cash Transaction Report for detailed explanations of the activity rm 4 WTA OS RN RAS A ANA aint Atha mii int NARRO A tt elton at fine A immed li rr To get report E S Campus Reports E PEN Enter date of report and other criteria H 1 Accounts Payable Baterno ds 1 TEN 11 Financial Statements ntering the date only will return a H J GIL Transactions accounts that you have access to SY Management Reports review H E General Accounts Ey Scholarship Accounts Account Usage S EF 3 No Criteria Se oe Emaar E 11 04 2010 Y Accounth 35027 o Academic o Account Type oroopmg osr vanes separare Dy COMMaS UT USE PIE list rm Y Campus Location List values separated by commas or use pick list P FAR Title List values separated by commas or use pick list 9 Download to Excel Y or N N Click on Submit IFAS User Manual 47 Account Usage Summary by Department Scholarship This report provides an aggregate summary of cash additions and uses for each department s group of scholarship accounts for the time selected Because the scholarship spending year is 02 28 XX the report will begin at the scholarship year 02 28 XX prior to t
10. Account This report provides for each account a summary of cash additions by major category to an account and a summary of cash uses by major category for the time selected Sample Report To get report 44 E A Management Reports E 3 General Accounts amp Account Usage Summary by Account E 3 No Criteria Select All gt Enter the Start Date ih gt Enter the Report Date E 2 Account Number gt Academic Unit i gt Account Type Grouping List values sep D Campus location List values separated b FAR Title List values separated by co onfidential Report of Kansas University Endowment Association Account Usage Summary by Account 10 01 2010 to 10 31 2010 Unencumbered Beginning Dist from Expendable Other Income Total Cazh Cazh Tranzferz Out Total Ending Cazh Cazh Balance LTIP Contribution Receipt Available Expenses Unpaid Expenses Cazh Used Balance 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 373 47 56 57 0 00 0 00 430 04 0 00 0 00 430 04 14 206 26 0 00 0 00 0 00 14 206 26 0 00 0 00 0 00 14 206 26 128 95 2 248 36 0 00 0 00 2 248 36 Choose an academic unit or leave blank to return all accounts a D Purpose List values separated by comm gt Download to Excel Y or N Click on Submit IFAS User Manual
11. Balance Sheet C report provides assets liabilities and fund balances on a per account basis for a group of funds with common attributes such as academic area or purpose For your reference the search criteria are printed at the end of the report This may be a multi page report depending on the number of accounts selected You may sort this report alphabetically or numerically Sample Report at C list of multiple accounts 11 02 2010 12 06 40 Confidential Report of the Kansas University Endowment Association Balance Sheet Multiple Accounts Reported Separately Ending 11 02 2010 Long Term Other Investments Investments Account Number and Name Academic Unit Purpose Account Type FAR Title Invested Balance Spendable Cash Receivables Loans RealEstate Other Assets Liabilities Balance 35042 Flowers Memorial Trust School of Medicine Graduate Scholarships Quasi Endowed Financial Aid and Scholarships 130 669 66 0 00 1 979 178 12 0 00 1 260 265 00 130 669 66 3 239 443 12 Totals All Accounts 130 669 66 y 0 00 1 979 178 12 0 00 1 260 265 00 130 669 66 3 239 443 12 Account Numbers Academic Units Account Status Acct Type Grouping Campus Locations FAR Titles Major Acad Units Purposes Number of accounts in this report 1 O AS Gi FM How to get this report Ss Campus Reports Enter ending report date and other appropriate Ey F criteria At least one other criteria item shou
12. Menu BOSOU areca yess gasses dens cae A pe 6 Chanos Pas W Ordesa ai 7 nn A A 7 O ss 7 IFAS Reports Screen Mo a OO a a a A A AAA EEA A AA EEA A 8 PEO TODO aerating ecw be ect be necro ts hdr lino br las 9 PP AA AA ang sates sre ovens etn E E A pease ev eee ee eee 10 Expone to Exc 11 EX POR TOGO DS Pat TOMA 11 A e O O II A E dasamsa 11 Expone to Excel detal cial derrito dales 12 Enterino Search Cte as iccssisicdensoesiaseardhartenssivicotnndudeceessbaneaiibertswssieeswsiedsdentnaphacenidbertoesiasisosbsielaates 13 IFAS User Manual Using Screen Menus Main Screen The on screen menus have several functions that are available to campus users Navigation Bar and Options Menu Navigation gt bar Not applicable to campus users 3 Main Screen Options Menu To Log Out from your current IFAS session Click for the E e Options menu Click Log Out Log Out Change AS wy Settings Help b SunGard Bi Tech Logout At this point you can You have been logged out as requested close Internet Explorer Click here to return to ER screen 3 A A hs e W IP S ES A A A AS sr A mt a However if you wish to return to IFAS and log back On some browser installations logging out returns to the IFAS menu instead of the login screen If this happens you are not logged in and the system in click here will not work Close all open Internet Explorer windows and
13. This login and password are for testing purposes only You will be assigned your permanent login Third Party Pop up Blockers Although the Internet Explorer pop up blocker has been turned off for this site through the Trusted Site security settings some third party pop up blockers like the Google toolbar do not have an editable white list of sites to allow Here 1s a tip on how to allow the pop ups from reports Google if r LA Connect to ifas Click this button to always allow popups on kuea 10 kuendowment org To let an individual popup through press the Ctrl key while clicking on a link At the IFAS login screen click the Popups button to allow pop ups for the site If your third party pop up blocker does have an editable white list add kuendowment org or kueal0 kuendowment org to the allowed domains IFAS User Manual 75 Favoritesw Jobsw Report Account_Master_Campus2_gh Submitted l Favorites au one Click the next to Reports gt Campus i Ey Re Reports gt Account Background gt Account Campus Reports Information E Sy Account Background fl 22 Account Attributes Academic Unit H Account Attributes Account Type Groupips Account Attributes Campus Locatios For the Account number Baga A A enter 30940 remove the Z Account Attributes Purps E Z Account informatio El 3 No Criteria Select All i Account Nu
14. To change the settings click Custom Level To use the recommended settings click Default Level Cancel Appl E You can add and remove Web sites from this zone All Web sites 1 Uncheck Require Me server verification in this zone will use the 2one s security settings Add this Web site to the zone kuendowment oral Add O Web sites 2 type kuendowment org and click Add Require server verification https For all sites in this OK T Cancel Hemoy IFAS User Manual 71 Internet Options s x General Security Privacy Content Connections Programs Advanced Select a Web content zone to specify its security settings amp 0 Internet Local intranet Trusted sites Restricted sites Trusted sites This zone contains Web sites that you Siles trust not to damage your computer or data Security level for this zone To confirm settings Custom q click Custom Level Custom settings To change the settings click Custom Level To use the recommended settings click Default Leve cease OK Cancel Apply Security Settings 2 xi Settings PE ActiveX controls and plug ins 4 Automatic prompting For ActiveX controls Disable Enable 64 Binary and script behaviors O Administrator approved O Disable 5 Enable 4 Download signed Activex controls O Disable Enable Prompt 4 Download unsigned Activex controls Y
15. accounts oocccnncncnnnnooonccnnnnnnnnnnnnanncccnnnnnnnnnananononos 39 GE TVS O rosarino 40 Cash Spendable Transaction Statement micosis 4 Transaction OtateMeDt ooocccnnccnnnnncnnnnnnnonononononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 42 NManapement REPO orar tere E 43 Account Usage Summary by AC COU veronica adan aida 44 Account Usage summary By WD GPG arcnnsianiao idas aseni a Era asea 45 UPMIFA Underwater Randstad 46 Account Usage Summary by Account Scholarship cccccccnnncnccncncncnnnncononininininininines 47 Scholarship Account Usage Summary by Department Scholarship o ooo 48 i 6 2x61 ea ICONO ao E ee 49 Income from Long Term Investment PrograM cccccccccnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnonononnnnnnnnos 50 EROR al PrO SE 010 16 a E E T N 51 penolarship Projechon LUSaSS oral 52 IFAS User Manual Account Background The Account Background section contains reports of Account Attributes for entering search criteria information about specific accounts and listings of accounts Each KU Endowment fund account 1s assigned certain attributes based on its purpose such as scholarships the unit academic area which it supports such as the College of Liberal Arts and Sciences the campus that it 1s intended to benefit such as the Edwards Campus and other criteria that are helpful to organize the accounts into similar groupings Several of the financial rep
16. mieshla If it is not already listed change settings to Low click Reset and OK 72 IFAS User Manual IFAS User Manual On the Advanced tab Check the box Empty la Internet Files 73 2 x When all settings have General Security Privacy Content Connections Programs Advanced been completed Select a Web content zone to specify its security settings Restricted sites Trusted sites Internet Local intranet Trusted sites This zone contains Web sites that you Sieg trust not to damage your computer or data Security level for this zone Custom Custom settings To change the settings click Custom Level To use the recommended settings click Default Levy Close Internet Explorer and open it again for the setting changes to take effect Default Level Custom Level IZA cancer cee Testing your set up The following procedure is for testing your setup only The username and password shown below is only for testing use Log into the IFAS server at this address http www kuendowment org ifas soft Internet Explorer Address iwww kuendowment ora ae pons A e Ae es MM as 74 IFAS User Manual Connect to ifas At the Connect to ifas IFAS User campusus screen enter IFAS Password User campusus Password campususl Login click Login or press Enter
17. of the Kansas University Endowment Association Cash Spendable Transaction Statement 10 01 2010 10 31 2010 Unit Bude Date Tranzaction Description Deposits Withdrawal Cazh Balance Batch ID JEID VendorID Ck Number Code 35042 FLOWERS MEMORIAL TRUST BEGINNING CASH BALANCE DISREGARDING OUTSTANDING BEGINNING LIABILITIES 121 127 74 10 6 2010 PIONE MINERAL INCOME 147 48 0 00 121 275 22 CA060VL1 10 6 2010 PIONE MINERAL INCOME 182 13 0 00 121 457 35 CA060VLi 10 62010 PIONE MINERAL INCOME 203 71 0 000 121 663 06 CAO60VL1 10 12 2010 UKMC OFFICE OF STUDENT Scholarships Fall 10 0 00 250 00 121 413 06 5CB00236 V01706 00381935 10252010 PLAIN MINERAL INCOME 1 466 06 0 00 122 879 12 CA250VLi 10 31 2010 LT INVEST PROG INCOME DISTN 7 790 54 0 00 130 669 66 R610A101 JE111017 ENDING CASH BALANCE 322 Note below 9 791 92 250 00 130 669 66 TOTAL UNPAID LIABILITIES 0 00 TOTAL UNENCUMBERED CASH 130 669 66 N Naine te A A FT 9 MET em ih MO By Mm BR ht Mare Boe Plame 2 mh O Lette mah ABIES Nn AGRE NBM Bre A On paral Heath No BA nay Mihm ofthe fle _ mpl mbh Site f teen th How to get this report al 3 Campus Reports 9 Account Background 3 Accounts Payable J Financial Statements 3 G L Transactions E Download to Excel of G L Transactions a Cash Spendable Transaction Statement E 1S No Criteria Select All Enter Start Date ending date and other selection criteria At least one other criteria item should be entered
18. spendable cash receipts and disbursements for an account All entries to an account including cash and non cash transactions may be found in the Transaction Statement The report identifies the transaction as a debit or a credit and places the entry into either the Spendable or Invested sections to track changes in both cash and investment balances A summary entry at the end of the month shows net changes in market value for the report period if the account holds assets in the Long Term Investment Pool Information about payments from the account may be found in the Vendor Payments report and provides you with an easy way to access information for a particular payment without looking at all transactions The sub folder entitled Download to Excel of G L Transactions contains one additional report the Transaction Summary by Account and Expense Object It was developed for departments with large numbers of accounts to monitor expenses for all accounts by KU Endowment expense object code 40 IFAS User Manual Cash Spendable Transaction Statement This report shows transactions that affect the account s cash balance during the selected date range The summary at the end of the report shows the changes made to the cash balance and how much is available to spend at the end of the report period Sample report O Cash Spendable Transaction Stateme x Do not download this report Print only e e Confidential Report
19. that share the same selection criteria for a given period of time It is identical to Income Statement A but the amounts reported are for multiple accounts For your reference the search criteria are printed at the end of the report Sample report gt al Ed gt mm gt Run Date gg Confidential Report of the Kansas University Endowment Association Page 1 Income Statement ACCOUNT DETAIL 7 1 2010 10 31 2010 7 1 2009 10 31 2009 g y Bal Balance as of 7 1 2009 Balance as of 7 1 2010 Fund Raising Revenue Contributions m Bequests gt Total Fung Raising Revenue Investment Revenue Distributions from Long term Investment Portfolio Dividends and interest on Other investments Change in Value of Investments Agricultural and Mineral income Total investment Revenue Other Receipts Other Receipts Transfers In Transfers In DD O wee eee ae eee How to get this report E J Account Background Accounts Payable a Gas Enter Start date ending date and other E Baia selection criteria At least one other criteria 2 Bala item should be entered remove the H A Income Statement A single accoun El Z Income Statement B composite summary of multiple accounts EE No Criteria Select All Both dates should be within the same fiscal year Caution ba Begin Date of Report Period MMIDD Y Y Y Y 07 01 2010 10 31 2010 ot D Major Academic Units list va
20. the correct report Remember that only reports within your security profile can be run Here s how to set up the reporting criteria If you enter data in any criteria box you y y M Pick list A Account b Must remove the asterisk wildcard drond Y Account Otherwise the asterisk must remain Every ls Y Keyword box must contain or a data entry on Y Academic P Account Type Y Account Type Grouping List values sep by commas or use pick list y Campus Location List values sep by commas or use pick list 9 FAR Title List values sep by commas or use pick list gt Purpose List values sep by commas or use pick list Y Scholarship restricted by gender M Men W Women All y Scholarship restricted by geographic location y Yes All Scholarship restricted by financial need Y Yes All 7 Scholarship with other restriction y Yes All 9 Account Status A active C closed Linactive all Account number IFAS account number More than one account number may be included separated by commas Key word in fund name must be entered as all CAPS surrounded by asterisks In our example for the Flowers Memorial Trust we would enter FLOWERS Hint In entering two words separators can create logical filters XSUE SUMMERS with a space between the words returns items with both SUE and SUMMERS in the name SUE SUMMERS with a comma between the words re
21. values are available 3 The Updated Investment Income Projection updates the Preliminary data for any additions or reductions in the account s share of the Long term Investments Portfolio occuring during October through January immediately prior to calculating the scholarship projection year 4 The scholarship spending year begins on February 28 5 Sum of Updated Investment Income Projection and Spendable Balance at Beginning of Year columns 03 24 2009 13 41 07 Campus Reports Projected Income Scholarship Projection Including Comments How to get this report Y Reports E 3 Campus Reports J Account Background ee Financial Statements and at least one other criteria item J GIL Transactions 3 Management Reports Ga Projected income H 2 Income from Long Term investment Program I Scholarship Projection El e No Criteria Select All Scholarship Projection Year Account Number List values sep by commas Academic Unit List values sep by commas or use pick list Account Type Grouping List values sep by commas or use pick list Campus Location List values sep by commas or use pick list tem Type List venues sep by terra Enter the Academic Year required H a4 3 dl 73 3 Ds Bl Scholarship with other restiction Y Yes All a PeopleSoft number Download to Excel Y or N Then click E a i lr Submit IFAS User Manual 51 Scholarship Pr
22. 05 7 Mineral Interest Income CA060VL1 35090 10 6 2010 PIONE MINERAL INCOME 147 43 0 00 Claim on Cash CA060VL1 11000 10 62010 PIONE MINERAL INCOME 192 13 0 00 Claimon Cash CA060YL1 11000 10 6 2010 PIONE MINERAL INCOME 205 71 0 00 Claimon Cash CA060VL1 11000 10 12 2010 UKMC OFFICE OF STUDENT Scholarships Fall 10 0 00 230 00 Claim on Cash CB00256 V01706 11000 10 12 2010 UKMC OFFICE OF STUDENT Scholarships Fall 10 250 00 0 00 Student Scholarships SCB00236 vo1706 41010 10 25 2010 PLAIN MINERAL INCOME 0 00 1 466 06 Mineral Interest Income CA250VL1 35090 10 25 2010 PLAIN MINERAL INCOME 1 466 06 0 00 Claim on Cash CA2S0VL1 11000 10 31 2010 LT INVEST PROG INCOME DISTN 0 00 7 790 54 Transfers In R610A101 60100 10 31 2010 LT INVEST PROG INCOME DISTN 7 790 54 0 00 Claim on Cash R610A101 1000 Ending Cash Balance 130 669 66 Unpaid Liabilities 0 00 Ending Spendable Cash 130 669 66 Invested Component Transaction Activity Date Tranzaction Dezcription Debit Credit Object Dezcription Batch 1D VendorID Ob Change in Value of Investments 7 790 54 Total Investments Market Value 3 239 443 112 How to get this report Enter Start Date ending date and other selection criteria At least one other criteria item should be entered S 3 GL Transactions B Download to Excel of G L Transactions E f2 Cash Spendable Transaction Statement Transaction Statement El 3 No Criteria Select All Enter the Start Date 10 01 2010 Y Enter the Report
23. 5 Investment value is based on market prices posted 11 30 2005 Real Estate and certain other assets are recorded at book value in accordance with Financial Accounting Standards yee a O ie analar a dh A TE ma P A AA a A ne n a a wh ten IFAS User Manual 57 Groups of funds How do I find a composite balance sheet for a group of funds for example the total of all scholarship funds for my area Navigate to Reports gt Campus Reports gt Financial Statements gt Balance Sheet B E Ej Alpha Reports m Campus Reports B GQ Account Background H GJ Accounts Payable E lt 3 Financial Statements fl 2 Balance Sheet A single account gt Z Balance Sheet B composite summary of multiple accounts El 3 No Criteria Select All Report Date MM DD YY Y Y Account Numbers list values separated by commas Academic Unit hist values separated by commas Account Status f all A Active C Closed Account Type Account Type Grouping list values separated by commas Campus Location fist values separated by commas FAR Title list values separated by commas Major Academic Uni list values separated by commas Purpose list values separated by commas nicad to Excel Y or N Sribrost Ss un F m m Y i Wo i Zu 1 JU tlelelelelele ele ls e z Enter the Report Date type it in we recommend not using the date dropdown Then enter your selection criteria and click Submit As an exam
24. Date 10 31 2010 h Academic Unit Unit Budget Code Then click Submit 42 IFAS User Manual Management Reports These reports are intended to help persons who are responsible for University units by providing various analytical reports about the accounts within the Unit such as an overview of cash balances used over a period of time The first folder General Accounts contains two versions of an Account Usage report one on a per account basis and the other with accounts summarized by Department The Account Usage Summary by Account report can be run for any time period for a single account or group of accounts The Account Usage Summary by Dept can also be run for any time period for a single department or a group of departments and will return a summary of activity by department This folder also has a report that provides information about endowed accounts that have a current investment value that is less than the account donor s original contribution These underwater accounts should be monitored in accordance with the Kansas Uniform Prudent Management of Institutional Funds Act UPMIFA The second folder is restricted to Scholarship Accounts only and is intended to provide Account Usage Summary information in the same form as described for the General Accounts above but the data is based on the scholarship spending year 02 28 XX through 02 27 XX IFAS User Manual 43 Account Usage Summary by
25. IER INC Date submitted 1122010 ow Current Desk Arrival Time Completion Time e SBURTON 2010 11 2 9 04 45 R J Tz ag S at z To get this report Enter date and other appropriate selection criteria a A Accounts Payable Vendor Lookup E 2 Vendor Payment Summary 2 Vendor Payments 2 Workflow Check Request History 2 Workflow Check Request Status 3 No Criteria Select All Q Begin Date z Vendor Number 04 01 2011 Key word in vendor name surround with asterisks SMITH Account Number Check request number invoice Number Y Y Y Y r Q Object e Y Y Y Y elele Key word in business purpose All CAPS and asterisks PENS Amount Minimum 9999999 Amount Maximum 999999999 Click Submit 7 Preparer use log in name ne Submit IFAS User Manual 31 Workflow Transfer Request The Workflow Transfer Request contains information about the status of a transfer between IFAS funds that is requested through the automated Workflow process The report shows whose desk the transfer request is on under the Current Desk box If the transfer is complete the date and time appear under the Completion Time field Sample report Confidential Report of the Kansas University Endowment Association Workflow Transfer Status Transfer from information Transfer to information Amount TrNumber Requested by UBR Code Account Object Descri
26. KU Endowment Association Account Reporting System IFAS www kuendowment org ifas User Manual ENDOWMENT The Universi gt A This page intentionally left blank IFAS User Manual KU Endowment Account Reporting System ENDOWMENT EAS Fab Satiri of Kais www kuendowment org ifas Y E Master Index Section I Navigation GQUIOS occcccccnncnnnnnnnononnnonnnonnnnnn nn nn n nn nn nn nn nn nn nro nnnnnnnnnnnnnnnnnnnnnnnnnnnnss 5 secuon ll Report Dee a 960 0 danita 15 Section DEE Frequently Asked OUESONS oa 53 SecHon IN ERASE Sis 70 This information was accurate as of December 2010 Changes to the version of the program and variations to the reports over time are inevitable This document is available on line at www kuendowment org Help with technical issues logins passwords etc is available through the KU Endowment Information Systems Help Desk at 785 832 7388 Help with operational issues reporting issues etc is available through KU Endowment Account Services 785 832 7400 If you wish to make a comment or if you find an error in the text please send an email to kdouglas kuendowment org April 2011 Copyright 2006 Kansas University Endowment Association IFAS User Manual 3 This page intentionally left blank IFAS User Manual KU Endowment Account Reporting System ENDOWMENT eS Fab Velvet of Fra www kuendowment org ifas E Navigation Guide Index IFAS Main Screen Options
27. S gt Account Type Grouping list values separated by commas e ba P Campus Locations list values separated by commas had Q FAR Titles list values separated by commas E p Major Academic Units list values separated by commas 2 Purposes list values separated by commas de Y Download to Excel Y or N N P Sort Acct Name Alpha A or Acct Nbr N N Enter Report date and other selection criteria Then click Submit f i 4 E Balance Sheet C ist of multiple accounts Confidential Report of the Kansas University Endowment Association aed Account Number and Name Balance Sheet Multiple Accounts Reported Separately A Academic Unit Ending 02 28 2006 Purpose Account Type Long Term Other Spendable FAR Title Cash Receivables Loans Investments Investments Real Estate Other Assets Liabilities Balance 35042 Flowers Memorial Trust School of Medicine Scholarships Quasi Endowed 15 503 70 0 00 0 00 2 134 855 86 0 00 1 269 827 50 0 00 307 87 15 195 83 Student Financial Aid Totals All Accounts 15 503 70 0 00 0 00 2 134 855 86 0 00 1 269 827 50 0 00 307 87 15 195 83 Account Numbers 35042 Academic Units Account Status Acct Type Grouping Campus Locations FAR Titer Purposes Se Ce eT mm o ts ee A A AS rt a ae al a A att TA IFAS User Manual Tete ts A ns Im OT Income statements How do I find a statement summarizing expenses and income year to date or month to date for a single account How about a s
28. Summary by Aceq accounts for your access E amp Account Usage Summary by Dept EL No Criteria Select Al Y Enter the Start Date Y Enter the Report Date E Y Account Type Grouping Y Campus location List va Y FAR title List values sepa Y Purpose List values separaten Dy Commas OF USE PICK MET be y Download to Excel Y or N EJ Click m m ITA A lindarissiater Cinrma on Submit 0 01 2010 0 31 2010 N IFAS User Manual 45 UPMIFA Underwater Funds This report provides information on funds that are subject to the Uniform Prudent Management of Institutional Funds Act UPMIFA The report will identify endowed accounts whose Long Term Investments Pool LTIP market value is less than the historical donor contribution amount Sample report Kansas University Endowment Association UPMIFA Underwater Funds Asof 11 04 2010 Fiscal YTD LTIP Donor Amount Percent Current Cazh Cazh Mkt Val Contribution Underwater Underwater i Balance Disbursements 12 388 24 12 422 31 34 07 0 2 7 194 88 0 00 34 307 97 35 000 00 692 03 1 2 213 2 136 90 0 00 349 341 46 349 863 02 321 56 0 1 1 373 09 4 243 31 8 250 00 13 752 395 13 14 396 105 38 643 710 25 44 34 174 507 919 74 201 292 44 23 118 87 30 000 00 4 881 13 16 2 395 12 0 00 46 016 35 50 000 00 3 983 45 8 0 1 1 718 28 0 00 163 239 48 198 030 29 34 790 81 17 5 2 55 1 941 01 3 868 00 O42 977 5A O76 2545 65 72 22908 12 Qi 1 19 304 27 20 250 00 To get repor
29. a TE Aceon Der IFAS account number More than one account TE may be included separated by commas Key word in fund name must be entered as all CAPS surrounded by asterisks In our example for the Flowers Memorial Trust we would enter FLOWERS i i m Pa Hint In entering two words separators can create logical filters SUE SUMMERS with a space between the words returns items with both SUE and SUMMERS in the name SUE SUMMERS with a comma between the words returns items with either SUE or SUMMERS in the fund name including TISSUE Academic Unit Account Type Grouping Campus Location FAR Title Purpose The code number s may be typed in separating multiple numbers with commas or values may be chosen from the drop down pick list See the appropriate Account Attribute report for valid codes It s best to type in the date in the format indicated The dropdown calendar is not reliable ITT Ay End Date of Report Period MM DD Y YYY 02 28 2006 Account Numbers list values separated by commas he Academic Units list values separated by commas aaa Account Status All A Active C Closed lnactive lt Special codes are CAPS only Account Type Grouping list values separated by commas IFAS User Manual 13 14 This page intentionally left blank IFAS User Manual KU Endowment Account Reporting System ENDOWMENT am lt a S www kuendowment org if
30. all 06 Addr Code AO How to get this report E a Campus Reports Et G Account Background Et a Accounts Payab Enter Start Date ending date and other Ne vendorray Selection criteria At least one other ah Vendor Pay criteria item should be entered Eb e No Criteria Select A Y Report Begin Date 10 01 2010 Y Report End Date 11 02 2010 f gt Account Number List values sep by commas 5 we gt Key word in account name All CAPS surrounded by asterisks 4 i P Key word in vendor name All CAPS surrounded by asterisks 4 I Check Number Invoice ID List values sep by commas a gt Payment Status for all payments HO for payments on hold y 9 Vendor Number a Y Transaction Minimum Transaction Maximum E lt Then click Submit IFAS User Manual 29 Vendor Payment Summary The Vendor Payment Summary report provides a simple report by date of all payments made to selected vendors from all accounts for the user s security profile Sample report Confidential Report of the Kansas Universitv Endowment Association Vendor Payment Summary 07 01 2010 to 11 02 2010 VendorID Vendor Name Invoice Number Invoice Amt Invoice Date Check Date Requesting Department V00001 KU MEMORIAL UNIONS To get this report I SY Campus Reports Enter date range vendor number and le Cen Gaa other appropriate criteria El Y Accounts Payable E Vendor Lookup E 2 Vendor Pa
31. as E Reporting Index Em tnmo Sedo ata rro Eo rene E 13 Reports Campus Reports AC DCR OU nn 16 Account Attributes Academic Lila 17 Account Attributes Account Type sear arntesactvntenceannsrsat tes ststeaunsecaeseneasceanneeeseneasdeaueeaegene 18 Account Attributes Account Type Grouping occcccccnccncncnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnaninininens 19 Account Attributes Campus Location ccccccccsssssssssseeeeecccccecceeeeeeeeseaaaaaseseseeeeeeeeeeeeeees 20 Account Anrioues FAR Mide 21 Account Attributes Major Academic Ult onnnnnnnnnininnncnonononnnnnnnnnnninnnnninnninnnnnnnnnnnnnininnnns 22 Account A DutES PUPON as 23 PCC OU PEO NOB ara 24 Account Lising VOID ape rsrsr T 26 AC da 21 VEROT LOOR DD tantito 28 Vendor PA ANN 1005 e a E AS 29 Nendor Peay CIE NAY a E E E EN EEEE AT 30 Workflow Check Request ccccccccccccccccccceeececeesssseseeeeeeececccceeeeeeeeessaaaanssseseeeeeeeeeeeeeees 31 Wo ikiow Transier Re que Srs tna 32 IN AMA A 33 Balance Sheet A SIM Ole account sia iett ea 34 Balance Sheet B composite summary of multiple accounts occcccccccccnnnnnnnnnnnmmm 35 Balance Sheet C list OF multiple aCCO0UM Sinatra 36 Income Statement A single accoUNt oooonnnnnnccnnnncccnnnnnnnnnonononnnnnnnnnnnnnnnnnnnnnnnnnnnnn ono nnnnnainos 37 Income Statement B composite summary of multiple accounts ccccccccnnnnnnnnnnnnmm 38 Income Statement C list of multiple
32. ation Help Desk at 785 832 7388 When you are done close the report window by clicking on the X in the upper right corner and on the IFAS home page logout Click for drop down EEE menu Favorites Jobsw E e Report Account_Master_ 3 Favorites Log Out E Dw ce Change E B Sy IFA Settings H 3 ete Accounts Payable Help D Click Log Out C AR Accounts Receivable ld anal LEA n Laaa on amet 4 ETA AA A gt mo ait h bab ana T a Desktop Icon Setup Please note Creating an icon through Internet Explorer File gt Send gt Shortcut to Desktop or creating a Favorite in Internet Explorer may not work correctly Access to this system is controlled by server redirection To assist you in getting to the IFAS system you can create a desktop shortcut icon _ 13 Eolder a Shortcut Right click on a blank area of the Desktop On the mini menu which appears 5 Briefcase AY Bitmap Image Click New gt Shortcut Arrange Icons By gt m Microsoft Word Document Refresh aj Microsoft PowerPoip pacts E Text Docume Jout Paste Sporteut NVIDIA Dispiay Microsoft Excel Worksheet New gt Compressed zipped Folder Properties 78 IFAS User Manual Create Shortcut E x This wizard helps you to create shortcuts to local or network programs files Folders computers or Internet addresses Type the location of the item http kuendowment org ifas Browse Click N
33. be used for the purpose of encouraging the study and research in medicine and surgery for the benefit of worthy and needy students attending or desiring to attend the School of Medicine of the University of Kansas on aloan scholarship or fellowship basis provided however that students residing in Harper County Kansas or in Kingman County Kansas shall be given preference over students residing in other counties mth Rete Aten e A Mle te aM Me Atl rss A Ass e tient MANE mr AAA A sb In Lite So e sn AA A MAA Ass AAA T ote an Me A ote on Ronen MINA AA entitling How to get this report AccountAttributes _ aa Account attributes Fill in these criteria to a a EE Account Attributes obtain the correct report amp Account informatio Information on input criteria on the next page gt Key word in account name All CAPS surround with asterisks JONES lol Y Academic Unit List values sep by commas or use pick list 5 Y Account Type List values sep by commas or use pick list 4 E Campus Location List values sep by commas or use pick list P P item Type E Q Purpose List values sep by commas or use pick list I FAR Title List values sep by commas or use pick list 3 Account Status A active C closed Hnactive a P Download to Excel Y or N N Ea Then click IC Submit 24 IFAS User Manual Account Information criteria Certain criteria must be filled in to obtain
34. ccount Numbers list values separated by commas Academic Units list values separated by commas Si Account Status All A Active C Closed I lnactive ba Y Account Type Grouping list values separated by commas gt pa Campus Location list values separated by commas Y FAR Title list values separated by commas ia Y Major Academic Units list values separated by commas e bs Purpose list values separated by commas a Download to Excel Y or N N Enter beginning and ending dates by typing in the data Then select other appropriate criteria and click Submit Remember that you can only see reports on accounts within your Unit Department 60 IFAS User Manual Multiple account income statements How do I find a statement summarizing expenses and income year to date or month to date for each account without running separate reports Navigate to Reports gt Campus Reports gt Financial Statements gt Income Statement C E Alpha Reports 3 Campus Reports Account Background E a Accounts Payable E Financial Statements 22 Balance Sheet A single account E Z Balance Sheet B composite summary of multiple accounts H 2 Balance Sheet C list of multiple accounts H 2 income Statement A single account G Z Income Statement B composite summary of multiple accounts E Z2 Income Statement C list of multiple accounts E No Criteria Select All hs 2 Bo
35. dividual s social security number will be displayed Sample Report AS e A Mid bees i wong Y We MRI at E e n e i IM gt yt VO000 1 KU MEMORIAL UNIONS yor qn Get r EIN 486033927 SSN AQ UNIVERSITY OF KANSAS CAMPUS AZ IMPROMPTU CAFE CAMPUS 43 UNION PROGRAMS 1301 JAYHAWK BLYD ROOM 472 CAMPUS Use Capital letters without punctuation enter a key word in the vendor name Place the wildcard character before and after the key word in order to return all vendor names with the selected key word How to get this report a a vendor Lookup E No Criteria Select Al y Vendor Number List values sep by commas Key word in vendor name All CAP surround with asterisks fee A Key word in City AI CAPS surrounded by asterisks e g E is Y EN 00000000 Then click Submit 28 IFAS User Manual Vendor Payments This report details payments made to vendors It includes amount of the payment KU Endowment check number and date paid for the range specified It also contains drills to cross reference to other details about the payment Sample Report Kansas University Endowment Association Vendor Payments 0701 2006 To 07 31 2006 Y01706 UKMC OFFICE OF STUDENT ACCOUNTING Invoice Date 7 13 2006 Check Number 00271845 Invoice ID SCD00289 Payment Date 7 laas Y Account Number 35042 Object Code 41010 Account Name FLOWERS MEMORIAL TRUST Amount 100 00 Descnption Scholarships F
36. e 110000 Athletics 111000 Men s Athletics 112000 Women s Athletics 120000 Office of Univ Communications 121000 KPR 122000 Audio Reader IATA ta ee ee Ar ee ee a A Sa 2100 4101 M1 000 o A AA A A 3 http kuea10 kuendowment or 5 Ma Edit View A a ral A A ns oa A er A ee E OA l 5 SET ORO Le FOR EEN O e pm o File name 7 lel Save as type Microsoft Excel Workbook xs 5 Cance Microsoft Excel Workbook ds a Web Page htm html n Template xlt Text Tab delimited txt Unicode Text txt EA e e Eee Aa AMP PA MY IFAS User Manual Entering Search Criteria Many reports will require that you enter some sort of criteria to narrow your account selection Here is a typical example Pick list If you enter data in any criteria box you must remove the asterisk wildcard dropdown buttons Otherwise the asterisk must remain Every box must contain or a data entry asterisks e g JONES Y Old Fund Number 000000 00 I gt Academic Unit List values sep by commas or use pick list HE E m y Account Type Grouping List values sep by commas or use pick list te eK a a ampus Log dt List values sep by commas or usm nicimlist asm an IEA 1 nn Pr AAA Djalog a ES OK canos Using the pick list Click GLK_GRP GLK_GRP_DL Yl on the items to choose pomo encara oe Zn them then click OK to 9 initia as bth praia
37. e File Attachanerits program version About CDD 1 IFAS User Manual 11 Step O Run the appropriate report and move to end of report before downloading Step Click on the Options dropdown Step Click Export then Excel Step O Note that the spreadsheet is displayed within Internet Explorer To manipulate the spreadsheet like sorting Step O Click File gt Save As Step O Under Save as type choose Microsoft Excel Workbook Choose the destination folder and filename as you would in saving any Excel file then click Save Once this has been saved as an Excel spreadsheet 1t can be opened in Excel for manipulation and use 12 Exporting to an Excel Spreadsheet Reports can be exported to an Excel spreadsheet for ease in manipulation This page describes the basic procedure for exporting IFAS reports to Excel However some reports that have numerous column headings have a special procedure described on page 62 of this Manual that will yield a more organized result E E JO Sane Print PrintPrewew Export A E About CDD Fi S N E A e E E Fils Edit View Insert Format Tools Data GoTo Favorites Help gt OD x a eo 5 Search PP Favorites amp Address El https kuea10 kuendowment org iFas CDD screensfxlexport asp Storad Al ka Kansas University Endowment Association Oa E 20 2 F Kansas UsAccount Attributes Academic Unit 100000 Chancellor s Offic
38. eference over students residing in other counties 1 OE A AROS O A Dt ee A rt er in y GATE AA PAD A ee ee ee AA A ee 56 IFAS User Manual Account balance How do I find the fund balance of an account Navigate to Reports gt Campus Reports gt Financial Statements gt Balance Sheet A J SJ Reports E Alpha Reports E E3 Campus Reports D Account Background H GJ Accounts Payable E 3 Financial Statements 7 E Z Balance Sheet A single account a No Criteria Select All 9 METETE Enter the date into the Report Date field using the format MM DD Y YY Y We recommend that you type in the date and not use the dropdown calendar for entering the date Delete the asterisk in the Account Number field and type in the account number Then click Submit A eTA Balance Sheet A single acobunt E Confidential Report of the Kansas University Endowment Association Fund Balance Sheet at Market Value as of 11 30 2005 3 FLOWERS MEMORIAL TRUST Account Number 35042 Account Type QuasiEndowed Purpose Scholarships Academic Unit School of Medicine FAR Title Student Financial Aid Spendable Investment i Balance Balance Total Cash 55 937 12 0 00 55 937 12 Long Term Investments 0 00 2 105 386 43 2 105 386 43 Real Estate 0 00 1 269 827 50 1 269 827 50 Total Assets 55 937 12 3 375 213 93 3 431 151 05 Liabilities 307 87 0 00 307 87 Fund Balance 55 629 25 3 375 213 93 3 430 343 18 Total 55 937 12 3 375 213 93 3 431 151 0
39. es separated by commas P Account Type Grouping all or list values separated by commas j y Campus Locations all or list values seprated by commas Y tem Types for all or list values separated by commas Y Major Academic Units all or list values separated by commas Y Scholarships Restricted by Gender M Men W Women AII Y Scholarships Restricted by Geographic Location Y Yes N No AlI Scholarships Restricted by Financial Need Y Yes N No All Y Scholarships with Other Restriction Y Yes Al P Include Comments YIN EA Submit Then click de de de de de de Y N 52 IFAS User Manual KU Endowment K Account Reporting System ENDOWMENT EAS The University of Kansas P www kuendowment org ifas E Frequently Asked Questions Index FRE OL CCl SS 54 Where do I find the criteria that many of the reports require as selection options O E O 55 How do I find out the names and numbers for accounts benefiting the unit department school How do I find out the restrictions on usage on an account or who the fund account representative 1s Account balance cc ccccccesccccecceccccccccceccuccscaeceeceecueceecueceecuecaecusceecaeceecuscaecuscuscaecascuscuscaucscascaseuscs 57 How do I find the fund balance of an account CLOUDS of funds arnrtota mireia ien ioniene eE ina aar enea data 58 How do I find a composite balance sheet for a group of funds for e
40. ext to continue Type in http www kuendowment org ifas Select a Title for the Program f x Type a name for this shortcut KUEA IFAS Enter a meaningful name for the shortcut Click Finish to create the shortcut lt Back EN Cancel IFAS User Manual 79
41. formation E 3 No Criteria Select Al 7 9 Account Number List values sep by commas Y Key word in account name All CAPS surround with asterisks JONES P Academic Unit List values sep by commas or use pick list fs Y Account Type List values sep by commas or use pick list Y Campus Location List values sep by commas or use pick list Q item Type i gt Purpose List values sep by commas or use pick list DY FAR Title List values sep by commas or use pick list P Account Status A active C closed Linactive P Download to Excel Y or N o Z1 pP e ef el el el el e For instance here is a sample report for the Flowers Memorial Trust EE BS ticcount rmornmation Pageto Kansas University Endowment Association Account Information Account 35042 Name FLOWERS MEMORIAL TRUST AccountType Quasi Endowed Start Date 10 31 1891 Purpose Scholarships End Date Academic Unit School of Medicine Old Fund Number 723066 00 Campus Location Medical Center KC FAR Title Student Financial Aid FAR Name Lisa Erwm Comment This trust shall be used for the purpose of encouraging the study and research in medicine and surgery for the benefit of worthy and needy students attending or desiring to attend the School of Medicine of the University of Kansas on a loan scholarship or fellowship basis provided however that students residing in Harper County Kansas or in Kingman County Kansas shall be given pr
42. he Expense End Date selected Sample report Confidential Report of Kansas University Endowment Association Scholarship Account Usage Summary by Department 02 28 2010 to 10 31 2010 Other Cash Cash Other Cash Unencumbereck Beginning Dict from Expendable Receiptz Total Cash Scholarship Expenze Total Ending Cazh Cach Balance LTIP Contributions Adjuztmentz Received Expenzez Adjustments Cash Used Balance 26 851 25 203 991 31 7 850 00 44 301 17 256 142 48 195 152 01 1 26 193 153 27 37 940 46 82 600 18 10 969 77 11 200 00 40 252 36 62 422 13 20 000 00 35 025 66 55 025 66 89 996 653 43 897 91 48 635 33 5 900 00 1 000 00 55 585 35 41 584 50 3 53 41 588 03 158 349 349 263 596 41 24 950 00 85 553 53 374 095 94 236 736 51 35 030 453 291 766 96 To get report A Campus Reports E Account Background ee i GJ Accounts Payable Select report date and enter criteria If H Ga Financial Statements you select date only all departments H E G L Transactions that you have access to will return E S Management Reports G General Accounts E 3 Scholarship Accounts E A Account Usage Summary by Account Scholarshi A Account Usage Summary by Department Schola E 3 No Criteria Select All 9 P Academic Unit List values separated by Y Account Type Grouping List values sepa Campus Location List values separated pa P FAR Title List values separated by commas or use pick list 2 Download to Excel Y o
43. ions Dole Institute of Politics Public Safety Medical Center Administration Ctr for Environ amp Occup Health Information Resources KUMC Medical Library Office of Cornpliance Facilities Managernent KUMC Human Resources Medical Center lied Health Biometry Clinical Laboratory Science How to get this report H N 14 eae Si da E z ee TOR an IFAS User Manual TSA peg digo P ANa Click Submit 17 Account Attributes Account Type This report is a listing of valid codes that can be used to fill in the selection criteria Account Type on other reports For instance selecting account type 31 32 would return only pending endowed fund accounts in the selected report The Account Type criteria is available only on certain reports such as the Account Listing Lookup report Sample Report Account Attributes Account Type Kansas University Endowment Association Account Attributes Account Type 00 Pool 11 Expendable 12 Expendable Designated 13 Expendable Board Designated 14 Expendable Specified Spending 21 Endowed 22 Endowed Designated 23 Endowed Board Designated 24 Endowed Contingency 31 Pending Endowed 32 Pending Endowed Designated 41 Quasi Endowed a o Sd Liege How to get this report a Sy Campus Reports zi a Account Background H E Account Attributes Academic Unit Click Submit 18 IFAS User Manual Account Attributes Account Type Grouping Th
44. ip Preliminary Investment Updated Investment Spendable Balance Number Scholarship Name Income Projection 2 Income Projection 3 at Beginning of Year Final Projection 35042 FLOWERS MEMORIAL TRUST 93 381 62 148 486 13 2 244 56 150 730 69 Schol Rest Gender N Item Type 870150069000 Schol Rest Geograph N Academic School of Medicine Schol Rest Need T Schol Rest Other N Comments This trust shall be used for the purpose of encouraging the study and research in medicine and surgery for the benefit of worthy and needy students attending or desiring to attend the School of Medicine of the University of Kansas on a loan scholarship or fellowship basis provided however that students residing in Harper County Kansas or in Kingman County Kansas shall be given preference over students residing in other counties Report Totals 93 381 62 148 486 13 2 244 56 150 730 69 A E A antes tne nt mitch A A ee IA a e mt cm A A re ee EN TE at eee te eet te et eet te A Fe mee att fete ey eT eet gg oS AI ppe lg PE am Note 1 This isa projection of income report Actual income earned may vary from this projection Please see the Scholarship Projection Usage Report to obtain the remaining spendable balance of this projection 2 The preliminary Investment Income represents the anticipated income of the account s share of the Long term Investments Portfolio for the following February through January period It is calculated each year after September investment
45. is for a group of funds with common attributes such as academic area or purpose The Income Statement provides summarized information on revenue and expense transactions for a period of time like a monthly statement Income Statement A Report for a single account Income Statement B A composite summary for multiple accounts Income Statement C A report on a per account basis for a group of funds with common attributes such as academic area or purpose Any of the above reports can easily be downloaded to Excel in a relatively similar format as the on screen report Please see the FAQ next section of this manual IFAS User Manual 33 Financial Statements Balance Sheet A The Balance Sheet A reports assets held in a single account liabilities that the account may owe and the account s fund balance all as of the date selected The report also shows for these amounts the portion of the account that is expendable in a column separate from the invested balances that are not available for expenditure Sample report Confidential Report of the Kansas University Endowment Association Fund Balance Sheet at Market Value as of 11 02 2010 Flowers Memorial Trust Account Number 35042 Account Type Quasi Endowed Purpose Graduate Scholarships Academic Unit School of Medicine FAR Title Financial Aid and Scholarships Spendable Investment Balance Balance Total Cash 130 669 66 0 00 130 669 66 L
46. is report is a listing of valid codes that can be used to fill in the selection criteria Account Type Grouping on other reports For instance account type 2 would return only endowed fund accounts in the selected report The Account Type Grouping criteria is also available as a dropdown pick list on some reports see Account Information report Sample report Kansas University Endowment Association Account Attributes Account Type Grouping l Expendable 2 Endowed 3 Tem Endowed 4 Quasi Endowed F Planned Gifts 9 Agency How to get this report EA TAR Click a ned AAA AS Submit E ES Bau enh IFAS User Manual 19 Account Attributes Campus Location This report is a listing of valid codes that can be used to fill in the selection criteria Campus Location on other reports For instance account type 5 would return only accounts for the Edwards Campus location The Campus Location criteria is also available as a dropdown pick list on some reports see Account Information report Sample report Kansas Uruversity Endowment Association Account Armbutes Campus Location 0 NotApplicable Lawrence Campus Medical Center KC Wichita Campus iw Sd le Kansas City Hospital Edwards Campus Other Multiple CA ka Investment Fund How to get this report e R Wit O A E NOEN aante E pda RE ag Click oe ba Ae Submit Pe or i aed a E arbo le Es EA 3
47. kground E 2 Account Attributes Academic Unit H Account Attributes Account Type E 2 Account Attributes Account Type Grouping H Account Attributes Campus Location H Account Attributes F_AR Title E Account Attributes Major Academic Unit amp 22 Account Attributes Purpose 22 Account Information E Ed Account Listing Lookup Run these reports to see a list of the attribute codes 54 IFAS User Manual How do I find out the names and numbers for accounts benefiting the unit department school The Account Listing report contains a simple list of accounts for your area Navigate to Reports gt Campus Reports gt Account Background gt Account Listing Lookup E Campus Reports El Account Background H Z Account Attributes Academic Unit H Account Attributes Account Type 2 Account Attributes Account Type Grouping H Account Attributes Campus Location H Account Attributes FAR Title Account Attributes Major Academic Unit H Account Attributes Purpose H Account Information R ACCOUNT LSTNG LOOKup 3 a No Criteria Select All io Account begin date 01 01 1500 Account Number List values sep by commas Key word in account name All CAPS surround with asterisks JONES Academic Unit list values sep by Commas or use pick list Account Type Account Type Grouping List values sep by commas or use pick list Campus Location List values sep by commas or use pick list FAR Title Li
48. ld eG Oe mere remove the e 5 z Balance Sheet C list of multiple accounts EF e No Criteria Select All Y Report Date MMWDDIV YY Y 11 02 2010 Y ccount Numbers list values separated by commas a a A Academic Units list values separated by commas Account Type 2 Account Status All A Active inactive C Closed a Y Account Type Grouping list values separated by commas a ba H Campus Locations list values separated by commas gt P FAR Titles list values separated by commas x he A Major Academic Units list values separated by commas Y Purposes list values separated by commas Download to Excel Y or N N 9 AT OF Acct Nbr N Then click N 36 Submit IFAS User Manual Financial Statements Income Statement A This report shows income and expenses for a single account for a given period of time The second column shows comparison information for the account for the same period of the previous year Total revenue and expenses for the selected reporting period are included in the Account Summary at the bottom of the report Sample report 21 E qe Income Statement A single account How to get this report El a Campus Repo i EJ Account B Enter the date range for the reporting J Accounts period and the account number Financials remove the A Balance 2 Balance Sheet B composite summary of multiple accounts 2 Balance Shee
49. lection criteria or a very broad range of criteria If you wish to cancel click the Cancel button on the Report Status dialog box CDD 7i Report Status 66 s equest has been received Click Cancel to e first pge is available it will stop report automatically retrieval etrieva y cancel this report at anytime using the Cancel button below Report Status Starting IFAS User Manual You have exported a report to Excel and the information is scrambled on the Excel spreadsheet Not all reports have been formatted to download correctly into an Excel spreadsheet The Financial Statements have a separate folder marked Download to Excel of Financial Statements which include formats for Excel spreadsheets Other reports may or may not download to Excel with the proper formatting depending on the layout of the report Your on screen report appears to be incomplete Y our report may be several pages long and you may have to click on the navigation arrow keys at the top of the report to view the succeeding page s Check the right end of the Navigation bar to see how many pages your report contains Report page shown You requested to print an on screen report from the Internet Explorer shortcut and the report does not print correctly You must print reports via the Options dropdown menu at the top of the Report Viewer screen and select Print a Options PrintPreview h Export File Attachment Click on Pri
50. lues separated by commas La Purpose list values separated by commas EA Then click Submit 38 IFAS User Manual Financial Statements Income Statement C This is a multi page report that shows income and expenses for multiple accounts each one its own page that share the same selection criteria for a given period of time The format of each account page is the same as Income Statement A For your reference the search criteria are printed at the end of the report Sample report E m A Income Statement C list of multiple accounts Run Date 11 02 2010 13 44 22 Income Statement Account 35042 Flowers Memorial Trust ACCOUNT DETAIL 7 1 2010 10 31 2010 Beginning Balance Balance as of 7 1 2009 Confidential Report of the Kansas University Endowment Association Page 7 1 2009 10 31 2009 3 110 974 97 Balance as of 7 1 2010 3 284 452 51 Investment Revenue Distributions from Long term investment Portfolio 31 162 16 Change in Value of investments 148 723 52 Agricultural and Mineral income 5 592 59 Total Investment Revenue 185 478 27 Expenses Scholarships Fellowships and Awards 99 818 00 Ending Balances ACCOUNT SUMMARY 3 370 112 78 31 162 04 169 103 85 16 628 64 216 894 53 73 388 00 3 254 481 50 23 110 974 97 Beginning Balances 3 284 452 51 Additions Revenues Other Receipts Transfers In 185 473 27 Subtractions Expenses Withdrawals Tran
51. mber List values sep by commas Y Key word in fund name All CAPS surround with asterisks e g JONES Y Old Fund Number 000000 00 ES Academic Unit List values sep by commas or use pick list es Account Type Grouping List values sep by commas or use pick list E gt Campus Location List values sep by commas or use pick list P FAR Title List values sep by commas or use pick list juro Purpose List values sep by commas or use a Ch select code re Annet retina A screen similar to this should appear as the report is generated eport Request has been received Once the first page is available it will appear automatically You may cancel this report at anytime using the Cancel button below Report Status Starting eeeeccccece Cancel 76 IFAS User Manual ActiveX Controls When a report is first displayed on the screen you may get this Security Warning Y This site might require the Following ActiveX control SunGard Bi Tech Printing Control from SunGard Bi Tech Inc Click here to install Internet Explorer Security Warning Do you want to install this software Gss Name SunGard Bi Tech Printing Control E Publisher SunGard Bi Tech Inc Z More options HA E While Files From the Internet can be useful this file type can potentially harm your computer Only install software From publishers you trust What s the risk This installs an ActiveX
52. nt About CDD 71 print from this IE icon IFAS User Manual 67 You printed a report and the printed version cuts off some of the information You may have to change the print format Select File gt Page Setup gt Orientation gt Landscape Click OK and Print You may also need to adjust the print margins You have connected to IFAS in the past but are experiencing trouble now Clear your Temporary Internet Files In Internet Explorer go to Tools gt Internet Options Internet Options General tab ea i General Security Privacy Content Connections Programs Advanced O ge E EA A A A we me me A AA A A A a Temporary Intemet files Under Temporary Internet Files click Delete files Delete Cookies i A TTET M ERT FRE ASA ee A TT TTT F As t TT AAA e mr AAA S Bni P E O E AS po ERA APS j A A AA Then OK See the Set Up instructions to make sure that all of your Temporary Internet Files are being cleared each time you leave Internet Explorer The Reports windows are not appearing Make sure that your pop up blockers are all turned off See page 64 or contact your tech support person Some printing controls do not work correctly Make sure that the ActiveX controls have installed correctly You may have to have Administrator security privilege on your computer to install the controls Contact your local tech support person for assistance
53. o check requests If you utilize the automated Workflow procedure to initiate your payment request the Accounts Payable folder contains reports to check on the status of your Workflow check request procedure to initiate your payment request or transfer request The Vendor Lookup report provides the Vendor number to use in looking up payments or for use in identifying a vendor to use in Workflow The Vendor Payment Summary Campus and the Vendor Payments report provide more detail about a group of payments or a single payment to a Vendor using various selection criteria including account number amount and invoice number The Workflow Check Request Status contains information relevant to an electronic check request and where the request is in the process of being paid The Workflow Transfer Status provides similar information to the Workflow Check Request in regards to a transfer request to move funds from one IFAS account to another IFAS account Note Please contact the KU Endowment Account Services staff if your unit wants to initiate the Workflow electronic transaction process IFAS User Manual 27 Vendor Lookup This report provides a listing of Vendors by select search criteria including name address and Employer Identification Number EIN The report provides you with the vendor number name and different mailing addresses note address code if applicable Also please note that only the last four digits of an in
54. ojection Usage This report shows the full scholarship projection budget for the current period how much has been spent and how much remains of the projection budget as of the date selected The footnotes of the report provide further information about the data in the report Sample report Run Date 03 24 2009 Confidential Report of the Kansas University Endowment Association Page 1 13 48 26 Scholarship Projection Usage Scholarship Year 2009 Expenses and Contributions through 12 31 2008 Account Name Acct Nbr Projection or Expenses Amount Scholarship Projection 197 005 72 Adjustments to Projection 0 00 Recorded Expenses 182 480 07 FLOWERS MEMORIAL TRUST 35042 Balance 14 525 65 tem Type 870150069000 Comments This trust shall be used for the purpose of encouraging the study and research in medicine and surgery for the benefit of worthy and needy students attending or desiring to attend the School of Medicine of the University of Kansas on a loan scholarship or fellowship basis provided however that students residing in Harper County Kansas or in Kingman County Kansas shall be given preference over students residing in other counties Notes 1 This report summarizes activity that affects the scholarship budget for the current scholarship spending year There may be other additions to the account which are not reflected here but will be included in the following year projection budget The scholarship spe and will end 2 27 2009
55. ong Term Investments 0 00 1 979 178 12 1 979 178 12 Real Estate 0 00 1 260 265 00 1 260 265 00 Total Assets 130 669 66 3 239 443 12 3 370 112 78 Liabilities 0 00 0 00 0 00 Fund Balance 130 669 66 3 239 443 12 3 370 112 78 Total 130 669 66 3 239 443 12 3 370 112 78 Investment value is based on market prices posted 930 2010 Real Estate and certain other assets are recorded at book value in accordance with Financial Accounting Standards al 9 dem ll O E IA NS e A MR a 2 How to get this report E om Campus Reports H 3 Account Background Enter ending date of a Financial Statements E a Balance Sheet A E 3 No Criteria Accounts Payable report and the account number remove the gt Y Report Date MMIDD Y Y Y Y 11 02 2010 P Account Number a 9 DEE A Then click Ea Submit 34 IFAS User Manual Financial Statements Balance Sheet B The Balance Sheet B is a composite single page summary of multiple accounts that share the same selection criteria It looks identical to Balance Sheet A but the totals are for multiple accounts For your reference the search criteria are printed at the end of the report Sample Report Confidential Report of the Kansas University Endowment Association Fund Balance Sheet at Market Value as of 11 02 2010 Composite Summary of Multiple Accounts Spendable Investment Balance Balance Total Cash Loans Long Term investments Real Estate To
56. orts that are provided in the IFAS system contain dropdown menus that allow you to sort the accounts in your area by these attributes however some of the reports do not have the handy dropdown menu capability The Account attribute reports in this section of the system provide you with a description of all of KU Endowment s attribute code numbers that can be used to aid in searching for the funds in your area Please note that your user ID and password allows you to view data only for the fund accounts that relate to your specific unit academic area 16 IFAS User Manual Account Attributes Academic Unit This report is a listing of valid codes that can be used to fill in the selection criteria Academic Unit on other reports The codes are grouped by department within each School or Unit This list can be downloaded to an Excel file for sorting The Account Type Grouping criteria is also available as a dropdown pick list on some reports see Account Information report Sample report Account Attributes Academic Unit Report Status Complete Kansas University Endowment Association Account Attributes Academuic Unit 100000 110000 111000 112000 120000 121000 122000 123000 130000 150000 200000 200100 200200 200210 200300 201000 203000 210000 210100 210200 ee ee AT Chancellor s Office Athletics Men s Athletics Women s Athletics Office of Untv Communications KPR Audio Reader Uruversity Relat
57. owships and Awards 99 318 00 73 388 00 Ending Balances 3 370 112 78 3 254 461 50 ACCOUNT SUMMARY Beginning Balances 3 284 452 51 2 110 974 97 Additions Revenues Other Receipts Transfers In 185 478 27 216 894 53 Subtractions Expenses Withdrawals Transfers Out 9 818 00 73 338 00 Ending Balances 3 370 112 78 3 254 481 50 gt tk PDA IO A a IR A om MA AA tact Sth Bn net oe F o tn AAA A AAN IFAS User Manual Reports in Excel How do I export a balance sheet or Income Statement to an Excel file rts E Alpha Reports Campus Reports Account Background fe m a f E Hl Accounts Payable Y Financial Statements f2 Balance Sheet A single account E E No Criteria Select All P Report Date MM DD Y YY Y 11 30 2010 Balance Sheet B composite summary of multiple accounts Balance Sheet C list of multiple accounts Income Statement A single account Income Statement B composite summary of multiple accounts Income Statement C list of multiole accounts gt E Ea E Go Certain reports have been formatted for Excel If the report is formatted for downloading into an Excel sign there will a Selection Criteria Download to Excel Y or N option Select the report that you wish to download enter the appropriate criteria and select Y in the Download option Y Look for the file and paperclip symbol at the top of the Tool Bar University Endowment Association tt Value as of 11
58. ple we have entered Academic Unit 760000 Fine Arts and Purpose 21 scholarships for this report Confidential Report of the Kansas University Endowment Association Fund Balance Sheet at Market Value as of 02 28 2006 Composite Summary of Multiple Accounts Spendable Investment Balance Balance Total Cash Long Term Investments Real Estate Total Assets Liabilities Fund Balance Total Investment value is based on market prices posted 1 31 7006 Real Estate and certain other assets are recorded at book value in accordance with Financial Accounting Standards Account Nbrs Academic Units 760000 Account Status A Acct Type Groups Campus Locations FAR Titles Purposes 21 58 IFAS User Manual Multiple account balance sheets How do I find the balance sheet for multiple accounts without running separate reports Navigate to Reports gt Campus Reports gt Financial Statements gt Balance Sheet C Account Background EH GJ Accounts Payable E lt lt Financial Statements E 2 Balance Sheet A single account H 2 Balance Sheet B composite summary of multiple accounts F Balance Sheet C list of muftipie accounts E 3 No Criteria Select All SS Report Date MM DD Y Y Y Y 02 28 2006 a P Account Numbers list values separated by commas se E yY Academic Units list values separated by commas e 5 Account Type Q Account Status All A Active inactive C Closed p
59. ports Enter starting and ending dates Enter other necessary search criteria and click Submit 64 IFAS User Manual How do I find a specific transaction that affects a specified account s cash balance Navigate to Reports gt Campus Reports gt G L Transactions gt Cash Spendable Transaction Statement Enter starting and ending dates Enter the Account number s Enter other criteria to customize your search If you are looking specifically for a transaction of 1 226 20 enter that number in the Transaction Minimum and Maximum fields a 2 Cash Spendable Transaction Statement amp 3 No Criteria Select All Y Enter the Start Date 07 01 2005 Y Enter the Report Date 03 28 2006 Y Account Number 35042 P Academic Unit pa Account Type jar y Campus Location P FAR Title P P Purpose P 9 Transaction Minimum 1 90 6 2 Y LAA nr P Unit Budget Code e Confidential Report of Kansas University Endowment Association Cash Spendable Transaction Statement 07 01 2005 through 03 28 2006 FLOWERS MEMORIAL TRUST Account 35042 Date Transaction Description Deposits Withdrawals Spendable Cash Batch ID 7 26 2005 OILIGAS ROYALTY PLAINS LIQUI 1 226 20 0 00 1226 20 TC20050726 Totals 1 226 20 0 00 1 226 20 Beginning Cash Balance Disregarding Outstanding Beginning Liabilities 86 619 47 Changes in Cash Balance 64 823 28 Total Unpaid Liabilities 407 87 Total Unencumbered Cash 21 388 32 If you r
60. program that controls the buttons on the toolbar on the Report page and printing controls This is a program by SunGard Bi Tech the authors of IFAS that you can safely install Click the Install button to continue Clicking Don t Install will display the page but portions will not work correctly EO na Account Information Kansas University Endowment Association Account Information ccount 30940 Name TEST FUND AccouniType Expendable Start Date 6 30 2003 Purpose Irevestrnent End Date Academic Unit Not Specified Old Fund Number 056430 00 Campus Location Lawrence Campus FAR Title KUEA FAR Name Comment The report should look This Fund Is Solely To Facilitate Programming In Ifas Lore i Are something like this Donec neque Integer eu lacus pretium velit dictum condim Vivamus tincidunt libero eu egestas molestie diam lectus Aliquam felis massa pretium et tincidunt quis sollicitudin nec lorem Nullam ces Aenean convallis Donec nec sapien in libero consectetuer sollicitudin Donec pretium elit vitae eleifend rutrum metus nulla ultricies turpis a egestas nibh nibh vestibulum felis Fusce porttitor tempor velit IFAS User Manual 77 If the report did not display correctly or if the reporting window did not appear you may have a pop up blocker still turned on If you are having trouble with the installation and if your technician 1s not able to help you please contact the KU Endowment Associ
61. ption Account Object Description 117 14 Current Desk Sey 7 te TT bene imee Sers Treheersdoont e 75 000 00 Current Desk Sew Tij ssengpbienionse dhos ato Ses Toghdenrsdeuns To get this report Enter date and other appropriate selection criteria a Y Accounts Payable 2 Vendor Lookup f2 Vendor Payment Summary 2 Vendor Payments Workflow Check Request History E Z Workflow Check Request Status E Z2 Workfiow Transfer Status No Criteria Select All Date workflow was created 03 01 2011 Account Number Transaction description Y Y r 9 Expense Object k Y r Y r Y Transfer Request Number Preparer Use log in name Amount Minimum 0000000009 A ia iat ae Amount Maximum Then Click 000900900000 a Submit 32 IFAS User Manual Financial Statements The Financial Statements have variations on two basic reports a balance sheet and an income statement The Balance Sheet reports assets held in the account liabilities that it may owe and the fund balance all as of the date selected The report also shows the amount that is expendable and the invested balance that 1s not available for expenditure Balance Sheet A Report for a single account Also provides the donor contribution amounts on endowed accounts required to comply with Kansas UPMIFA law Balance Sheet B A composite summary for multiple accounts Balance Sheet C A report on a per account bas
62. r N IN Click on Submit 48 IFAS User Manual Projected Income These reports estimate future income for any account that has assets in KU Endowment s Long Term Investment Pool and projected income that will be available from accounts dedicated for scholarship purposes The first of the three reports in this section is applicable to any account that has assets invested in KU Endowment s Long Term Investment Program It reports the specified account s most recent monthly income distributions from its Long Term Investments which is KU Endowment s best estimate of future investment distributions as well The last two reports develop a projection of scholarship resources that may be offered to students for each academic year and paid scholarships that have been charged against this projection budget IFAS User Manual 49 Income from Long Term Investment Program This report details how much is available for spending as of the report date as well as how much investment income the fund is expected to earn from its LTIP balance on a monthly basis This information can be used as a tool to plan for future spending Sample report gt Ek gs income from Long Term Investment Program Confidential Report of Kansas University Endowment Association Income from Long Term Investment Program 12 31 2008 Estimated Long Term Investment Account Account Name Current Spendable Balance Pool Income per Month
63. r than selecting all the individual Academic codes Sample report Account Attributes Major Academic Unit Kansas University Endowment Association Account Attributes Major Academic Units 10 Chancellors Office 11 Athletics 12 Other Lawrence offices 13 Dole Institute 15 Public Safety 20 Medical Center Admin 21 Alhed Health 23 Acad Affairs 24 School of Medicine 25 School of Nursing 26 Student Services 27 Med Center Research Institute 29 External Affairs KUMC 30 Edwards Campus Administration 10 Provosts Office o a tt E SERR ESO A nt ram de How to get this report E Reports J Alpha Reports a Sy Campus Reports El 3 Account Background E 2 Account Attributes Academic Unit H 2 Account Attributes Account Type 2 Account Attributes Account Type Grouping H Account Attributes Campus Location t 2 Account Attributes FAR Title E 2 Account Attributes Major Academic Unit Click E e No Criteria Select All Submit 22 IFAS User Manual Account Attributes Purpose This report is a listing of valid codes that can be used to fill in the selection criteria Purpose on other reports For example Purpose Code 07 returns only accounts with no restrictions on its use other than to benefit the area specified as the account s Academic Unit The Purpose criteria is also available as a dropdown pick list on some reports see Account Information report Sample report ALCOI ir ne
64. reconnect for a new session 6 IFAS User Manual To change your IFAS password Click for the Options menu E v Log Out 4 Settings Help Password Click Change A SunGard Bi Tech Change Password Web Page Dialog Change Password User ID Old Password New Password Confirm New Password In the dialog box type in your old password and your new password twice as indicated a Settings Ea Settings dialog Log Out does not apply to _Change Passworr campus users On line Help Change Password Settings aA Navigation Help pdf file fa Out ay is available on line Help A Help About Nh IFAS User Manual Using Screen Menus Report Viewer Screen The report viewer screen menu allows navigation through the report as well as printing and export Report Viewer Navigation bar a S Account Attributes Academic Unit Report Status Complete Page 1 of 7 Navigation Page navigation VCR buttons orcs Report Viewer Options menu p Account Attributes Academic Unit Report Status Complete l Make sure Report title Report creation report is status complete before navigating Page 1 of 7 Report page shown 8 IFAS User Manual Printing a report Hg Account Attr Click on Print Options PrintPreview h Export Click on Print rile Stacrmerit About CDD 7i print from this IE icon The Interne
65. report Account Attributes Account Type with the addition of scholarship Account Attributes Account Type Grouping attribute questions Account Attributes Campus Location Account Attributes FAR Title Account Attributes Major Academic Unit Account Attributes Purpose Account Information Account Listing Lookup E E3 No Criteria Select All que 4 Account begin date Account Number List values sep by commas Y Key word in account name All CAPS surround with asterisks JONES P Academic Unit list values sep by commas or use pick fist Y Account Type y Account Type Grouping List values sep by commas or use pick list Y Campus Location List values sep by commas or use pick list Q FAR Title List values sep by commas or use pick list pu y Purpose List values sep by commas or use pick list Scholarship restricted by gender M Men W Women All Y Scholarship restricted by geographic location Y Yes All Y Scholarship restricted by financial need Y Yes Al pa Y Scholarship with other restriction Y Yes All a 9 Account Status A active C closed Linactive all pe Then click 7 E fl Ey El Ey El Ey El a Submit 26 3 bo G pas wj el e e eel el e e el el el e IFAS User Manual Accounts Payable The Accounts Payable section contains reports to find vendor information paid invoices check numbers and other information relating t
66. s 0 00 0 00 0 00 _20 Fund Balance 130 669 66 3 239 443 12 3 370 112 78 21 Total 130 669 66 3 239 443 12 3 370 112 78 IFAS User Manual 63 Transactions How do I find all the transactions for an account for a certain time period How do I find transactions that have only affected cash balances All transactions Reports gt Campus Reports gt G L Transactions gt Transaction Statement Account Background Accounts Payable Financial Statements G L Transactions Download to Excel of G L Transactions Z Cash Spendable Transaction Statement q Transaction Statement E 3 No Criteria Select All Enter the Start Date Account Academic Unit Unit Budget Code Unit Budget Code available on transaction through Workflow only rere ye Transactions affecting cash balanc spendable Transaction Statement k a Reports a E 3 Alpha Reports 3 3 Account Background E Accounts Payable E Financial Statements E 3 G L Transactions E Download to Excel of G L Transactions E a Cash Spendable Transaction Statement E e No Criteria Select All Enter the Start Date Enter the Report Date Account Number Academic Unit Account Type Campus Location FAR Title Purpose Transaction Minimum Transaction Maximum Unit Budget Code H a eD aD D DDD GHD 97 OE aona rts gt G L Transactions gt Cash 10 01 2010 10 31 2010 de de mi E de O 99000000000 i eet For both re
67. sfers Out 99 818 00 E ding B Balances gt a 33 0 112 7 Wee How to get this report a 3 Campus Reports H Account Background w GJ Accounts Pa Financia 7 Bala Bala Bala Biter Start Date ending date and other selection criteria At least one other criteria income Statement B composite summary of multiple accounts income Statement C list of multiple accounts G No Criteria Select All Both dates should be within the same fiscal year Begin Date of Report Period MM DD YY Y Y End Date of Report Period MM DD YY YY y Academic Units list values separated by commas Account Status All A Active C Closed Inactive Account Type Grouping list values separated by commas Campus Location list values separated by commas FAR Title list values separated by commas Major Academic Units list values separated by commas Purpose list values separ Download to or N Then click Submit IFAS User Manual 216 894 53 72 388 00 3 254 431 50 EN SS a A Caution 07 01 2010 10 31 2010 39 G L Transactions The G L General Ledger Transaction folder contains reports to identify some or all of the entries recorded in an account A brief description of the transaction will be found along with dates and dollar amounts Entries that affect spendable cash balances may be found in the Cash Spendable Transaction Statement This report may be used as a check register to track
68. st values sep by commas or use pick list Purpose List values sep by commas or use pick list Scholarship restricted by gender M Men W Women All Scholarship restricted by geographic location Y Yes All Scholarship restricted by financial need Y YesS All Scholarship with other restriction y Yes All Account Status A active C closed Linactive all u 1 ele le ele e el el e el e Ir 8 8 8 8 8 8 8 8 68 05 48 D 8 D For instance enter your Academic Unit code or codes separated by commas or choose it from the picklist dropdown Click submit to get a listing of accounts for that code Remember that you can only see reports on accounts within your Unit Department IFAS User Manual 55 Fund Account Representatives How do I find out the restrictions on usage on an account or who the fund account representative iS The Account Information report contains information on how the fund 1s used the type of account and who the FAR is on the account Navigate to Reports gt Campus Reports gt Account Background gt Account Information a 3 Campus Reports qe y c gt cn 9 io S a H 2 Account Attributes Academic Unit H Account Attributes Account Type H Account Attributes Account Type Grouping 1 22 Account Attributes Campus Location H Account Attributes FAR Title H El Account Attributes Major Academic Unit 2 Account Attributes Purpose a 2 Account In
69. t E Report iteri Cue a Enter date of report and other criteria E 3 Account Background E l a Accounts Payable Entering the date only will return all E Financial Statements accounts that are underwater that you e S have access to view E 3 Management Reports i E a General Accounts H Z Account Usage Summary by Account E amp amp Account Usage Summary by Dept nA amp UPMIFA Underwater Funds EI e No Criteria Select All Enter the Report Date 11 04 2010 Academic rea Account Number Campus Location List values sep by commas or use pick list Purpose Major Units Download to Excel Y or N DDD Click on Submit 46 IFAS User Manual Account Usage Summary by Account Scholarship This report provides the summary cash additions to a scholarship account and the summary uses for each scholarship for the time selected Because the scholarship spending year is 02 27 XX the report will begin at the scholarship year 02 28 XX prior to the Expense End Date selected Sample report pe Account Usage Summary by Account Scholarship Confidential Report of Kansas University Endowment Association Scholarship Account Usage Summary by Account 02 28 2010 to 11 04 2010 Other Cazh Cazh Other Cazh Unencumbered Beginning Dizt from Expendable Receipts Total Cash Schol Expenzez Total Ending Cash Account Name Cazh Balance LTIP Contributions Adjustments Received Expenzes Adjustments Cazh Used Balance
70. t C list of multiple accounts E2 Income Statement A single account a 1S No Criteria Select All aa gt Both dates should be within the same fiscal year Y Begin Date of Report Period MM DD YYY Y End Date of Report Period MM DD YYYY 9 po 2 Download to Excel Y or N IFAS User Manual ol ds a AA ae Mh e tr cs RIA AA NS Ah ind it MA tre ns ar ME gt de he AU Ath en Br OA re AN Then click Submit Run Date 11 02 2010 Confidential Report of the Kansas University Endowment Association Page 12 10 43 Income Statement Account 35042 Flowers Memorial Trust ACCOUNT DETAIL 7 1 2010 10 31 2010 7 1 2009 10 31 2009 Beginning Balance Balance as of 7 1 2009 3 110 974 97 Balance as of 7 1 2010 3 284 452 51 Investment Revenue Distributions from Long term Investment Portfolio 31 162 16 31 162 04 Change in Value of investments 148 723 52 169 103 85 Agricultural and Mineral Income 5 592 59 16 623 64 Total Investment Revenue 185 478 27 216 894 53 Expenses Scholarships Fellowships and Awards 99 818 00 73 388 00 Ending Balances 3 370 112 78 3 254 481 50 ACCOUNT SUMMARY Beginning Balances 3 284 452 51 3 110 974 97 Additions Revenues Other Receipts Transfers In 185 478 27 216 894 53 Subtractions Expenses Withdrawals Transfers Out 99 818 00 73 338 00 Ending Balances 3 370 112 78 3 254 481 50 37 Financial Statements Income Statement B This is a single page composite summary for multiple accounts
71. t Explorer Print dialog box opens bg Range Choose the i J appropriate elecues O Current Page options then Pages Callate click Print Enter either a single page number or a single page range For example 5 12 IFAS User Manual Print Preview Click on Options a lt Account Att Print PrintPreview yn e Click on Print EPA Preview About CDD 7i r 3 Report Print Preview CDD 7i Print Preview Zoom In 50 Zoom Out Xin ae Une craty Ea dra meat Asociim Accowe Acti ca pus Locamen O MoecAgpitcatic Lavecnes Campus Medica Comer Wiek Caz Xan ae City Ho ial in Click on Zoom In or l le Zoom Out to change the sricemeces Fant magnification Or you Hi 464 amp 1 may type a number in the box and press enter cate OTT RS dd atanh o innn TE ae PO ae Ms at gt 10 IFAS User Manual Exporting a report to Excel Click on a ss Account Attributes Q Options Print PrintPreview Click on Export Export gt Excel then Excel File Attachments PDF About CDD 7i See next page for more details on exporting to Excel Exporting a report to Adobe pdf format Click on Options ERO S Account Attributes Print PrintPreview re Click on Export Export Excel then PDF File Sitacimmert PDF About CDD 7i A Other options E BA Account Attrit File attachments are not Print ra used in IFAS reports PrintPreview Export About shows th
72. tal Assets e a gt mmm aa MA Liabilities Fund Balance Total gt mn me investment value is based on market prices posted 9 30 2010 Real Estate and certain other assets are recorded at book value in accordance with Financial Accounting Standards Account Nbrs Academic Units 240000 Account Type Account Status Acct Type Groups Campus Locations FAR Title E 4 HH How to get this report ES Campus Reports Enter ending report date and other appropriate J Account Backgroun criteria At least one other criteria item should LJ Accounts Payable be entered remove the 5 3 Financial Statements E f2 Balance Sheet A single account a Balance Sheet B composite summary of multiple accounts E E3 No Criteria Select All B Y Report Date MM DD YYYY 11 02 2010 Account Numbers list values separated by commas z Y Academic Unit list values separated by commas 2 A Account Status all A Active C Closed Do ES YH Account Type 2 a Y Account Type Grouping list values separated by commas Y Campus Location list values separated by commas e FAR Title list values separated by commas ce Y Major Academic Unit list values separated by commas been y Purpose list values separated by commas Es e Download to Excel Y or Y Then click N Submit IFAS User Manual 35 Financial Statements Balance Sheet C The
73. th dates should be within the same fiscal year Caution P Begin Date of Report Period MMDD YY 07 01 2010 Y End Date of Report Period MM DDIYYYY 10 31 2010 jue P Account Numbers list values separated by commas on w 2 Academic Units list values separated by commas A P Account Status All A Active C Clozed Elnactive E Y Account Type Grouping list values separated by commas 2 Y Campus Location list values separated by commas E Y FAR Title list values separated by commas P Major Academic Units list values separated by commas a ju P Purpose list values separated by commas iP Download to Excel Y or N N Enter beginning and ending dates by typing in the data Then select other appropriate criteria and click Submit A report for each account that you have selected to view will appear 21 H gs Income Statement A Single account Run Date 11 02 2010 Confidential Report of the Kansas University Endowment Association Page 1 Lc Income Statement Account 35042 Flowers Memorial Trust ACCOUNT DETAIL 7 1 2010 10 31 2010 7 1 2003 10 31 2009 Beginning Balance Balance as of 7 1 2009 3 110 974 97 Balance as of 7 1 2010 3 284 452 51 Investment Revenue Distributions from Long term Investment Portfolio 31 162 16 31 162 04 Change in Value of Investments 148 723 52 169 103 85 Agricultural and Mineral Income 5 592 59 16 623 64 Total Investment Revenue 185 478 27 215 894 53 Expenses Scholarships Fell
74. turns items with either SUE or SUMMERS in the fund name including TISSUE Account Status This option allows you to select only active accounts A or all accounts whether open or closed Item Type For scholarship accounts the item type number from PeopleSoft that identifies the scholarship Academic Unit Account Type Account Type Grouping Campus Location FAR Title Purpose The code number s may be typed in separating multiple numbers with commas or values may be chosen from the drop down pick list See the appropriate Account Attribute report for valid codes Using the pick list Click on the items to choose them then click OK to Cie Me eee e If you are e more than one code hold the Ctrl ley and click on the codes that you wish to select insert the data in the criteria box IFAS User Manual 25 Account Listing Lookup This report provides a synopsis of a group of accounts listing the IFAS account number and name the account s open close date and the old system account number The report also provides a search for new funds by entering a date in the Accounts opened after this date field Sample report E a Account Listing Lookup Kansas University Endowment Association Account Listing Lookup Account Account Name 35042 FLOWERS MEMORIAL TRUST How to get this report Ti Sq Ac piopi y Selection criteria is similar to ccount Backgroun Acido Arima led the Account Information
75. ummary for a group of accounts in one report Single account Navigate to Reports gt Campus Reports gt Financial Statements gt Income Statement A J Reports a E Alpha Reports El a Campus Reports E Account Background B Accounts Payable El Financial Statements 1 2 Balance Sheet A single account 4 Balance Sheet B composite summary of multiple accounts H Balance Sheet C list of multiple accounts a Income Statement A single account E e No Criteria Select All a gt Both dates should be within the same fiscal year Begin Date of Report Period MMI DD Y Y Y P End Date of Report Period MM DD YY YY a y Account Number single gt Download to Excel Y or N Caution 07 01 2010 10 31 2010 Multiple accounts Reports gt Campus Reports gt Financial Statements gt Income Statement B E Reports El GJ Alpha Reports I Campus Reports E Account Background Accounts Payable a Financial Statements 2 Balance Sheet A single account H amp Balance Sheet B composite summary of multiple accounts H Z Balance Sheet C list of multiple accounts E A income Statement A single account E 2 income Statement B composite summary of multiple accounts O Ne Criteria Select All ae Both dates should be within the same fiscal year Caution P Begin Date of Report Period MMI DD Y YY Y 07 01 2010 3 End Date of Report Period MM DD YYYY 10 31 2010 P A
76. un this report using the Transaction MIN MAX selection criteria the running totals section of this report may be unreliable IFAS User Manual 65 Troubleshooting If you are experiencing trouble with the IFAS system beyond what is documented in this and the other IFAS documentation please call the KU Endowment For technical help call Information Systems Help Desk at 785 832 7388 For operational issues please contact Account Services at 785 832 7400 You are not getting the data that you expect or your report returned with no data Here are several things to check The date or date format 1s incorrect Dates should be entered as MM DD Y Y Y Y The wildcard sign was cleared out of a selection field without being replaced by a valid value The wildcard sign was included in your selection e g 07 01 2006 The should always be replaced by valid selection values except in the case of an account inquiry by key word as follows You were searching by account name and failed to use all capital letters e g jones should be JONES When searching by account name you failed to surround the entry by s e g JONES instead of JONES Y our security does not give you access to the criteria selected The selection value was incorrect such as a date of 07 01 1916 Complete data 1s only available beginning 05 01 2006 It takes many minutes for your report to display You may have run a report with no se
77. xample the total of all scholarship funds for my area Mu hiple account balance Sheets co cc stag vas cole rroi 59 How do I find the balance sheet for multiple accounts without running separate reports AEG NANG STA LAN E E E sa ease te conection ease saaseeancnarets 60 How do I find a statement summarizing expenses and income year to date or month to date for a single account How about for a group of accounts Multiple account income Statements ii 61 How do I find a statement summarizing expenses and income year to date or month to date for multiple accounts without running separate reports Reports mM EXCE leuens a iaeniata 62 How do I export a balance sheet or Income Statement to an Excel file TAS ACTOS OOOO rer anene ERA E A A 64 How do I find all the transactions for an account for a certain time period How do I find transactions that have only affected cash balances How do I find a specific transaction that affects a specified account s cash balance 65 Troubleshooting oooooooonnccnnncnnnonnnnonncnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnas 66 IFAS User Manual 53 Report Criteria Where do I find the criteria that many of the reports require as selection options The Account Background folder contains lists of attributes that define Endowment accounts There are six attribute lists J al Reports Q Alpha Reports E a Campus Reportz E Y Account Bac
78. yment Sum Eb 3 No Criteria Select All Report Begin Date 07 01 2010 Report End Date 11 02 2010 Academic Account Number List values sep by commas Batch ID Check Invoice Key word in vendor name All CAPS surrounded by asterisks e g JONES Vendor Account Vendor Number elelelelelele A aD 8 a 8 D 08 30 IFAS User Manual Workflow Check Request Status The Workflow Check Request Report provides information on the status of a request for payment processed through the automated Workflow process Using the appropriate selection criteria you can find the person who is currently approving or processing the request by looking at the Current Desk Box If the check has been created the Current Desk Box is empty and the date and Time will be marked under Completion Time Sample report Confidential Report of the Kansas University Endowment Association Workflow Check Request Status Ck Request Vendor Account Object Amount Invoice Requested by Number UBR Code V73881 PRIORITY AIR COURIER INC V73881 PRIORITY AIR COURIER INC Date submitted 1052010 Coe Current Desk Arrival Time Completion Time 2010 10 6 13 41 24 2010 10 6 13 41 24 A V37928 INTRUST CARD CENTER V37928 INTRUST CARD CENTER Date submitted 10252010 Pe pa Current Desk Arrival Time Completion Time gt 2010 10 27 11 21 41 2010 10 27 11 21 4 o eme la pa ane V73881 PRIORITY AIR COURIER INC V73881 PRIORITY AIR COUR

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