WEB REPORTING
SYSTEM
User Training Manual
University Foundations
1027 Barnwell Street
Columbia, SC 29208
803-777-1466
803-777-8700 fax
Web Reporting System
User Training Manual
Table of Contents
page
I.
Introduction
2
II.
Terminology
2
III.
Explanation of Funds and Account Numbers
3
IV.
Logging In
4
V.
Home Page
5
VI.
Changing Date Ranges
6
VII.
Department wide (consolidated) Reports
7
VIII.
Individual Project Reports
10
IX.
Exporting / Printing Reports
18
X.
Logging Out
19
XI.
Appendixes
20
I. Introduction
The Educational, Development and Business Partnership Foundations use the accounting
software The Financial Edge. The Web Reporting System is a web-based reporting solution that
generates custom reports from the Financial Edge data. This data is refreshed overnight, so the
information in the reports will be from the previous business day. In this training class you will
learn how to navigate through the web application, how to change date parameters and how to
export the information to Microsoft Excel.
NOTE: All dates are set to default to the current quarter.
II. Terminology
University Foundations terminology is not related to the University of South Carolina’s account
and fund numbers. Please find a brief description of our terminology below.
Please note: BPF Project ID’s are not included in this overview.
•
Project ID: A Project ID is an alpha-numeric sequence that identifies your projects category such
as: (A) unrestricted money, (B) scholarships, (C) chairs, (D) annuities, (E) non-liquid assets. An
example of a Project ID is 1B1001.
•
Account Number: An account number categorizes the type of expense or revenue within the
project.
•
Principal: The principal balance represents the value of historical gifts. For example, if a donor
gives a gift of $100,000, the project’s principal balance will show $100,000. The only transactions
that affect the principal balance are additional gifts or refunds of gifts.
•
Reserved Earnings: The reserved earnings balance represents the project’s market earnings.
Realized and unrealized gains and losses, dividends, and administrative fees affect the earnings
balance. In addition, at the beginning of each fiscal year on July 1, annual spendable funds are
transferred out of the reserved earnings balance into the spendable balance. The reserved
earnings balance is not available for spending.
•
Spendable: The spendable balance represents the amount of funds within the project that are
available to spend.
•
Project Attributes: Project Attributes provide valuable information about a project. The attributes
we currently use are as follows:
o
o
o
o
o
o
College
Department
Report Contact – Person that receives the paper quarterly statements
Project Type – Examples: Endowed Scholarship, General Unendowed, Endowment….
Project Start Date – The date the project was set up in Financial Edge
Endowed/Unendowed
 Yes – the project is endowed
 No – the project is not endowed
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III. Explanation of Funds and Account Numbers
Account numbers categorize the type of expenses or revenues within the project and consist of
8 digits. The first two digits before the hyphen indicate which fund is being affected. The six
digits after the hyphen indicate which account is being affected.
There are three funds:
Fund 01:
Indicates that the money is unrestricted. This fund generally corresponds
to your spendable balance.
Fund 02:
Indicates that the money is temporarily restricted. Projects that are
waiting to be endowed or non liquid projects are temporarily restricted.
Fund 03:
Indicates that the money is permanently restricted. This fund generally
corresponds to your principal balance of endowed projects.
The six digits after the hyphen classify the revenue, expense, or transfer type. The following
scheme is used in the Chart of Accounts:
Account codes beginning with “4” are Revenues
Account codes beginning with “5” are Expenses
Account codes beginning with “7” are Credit Transfers
Account codes beginning with “8” are Debit Transfers
For example:
The account number 03-410000 is a gift to your principal. The 03 shows the principal balance
being affected and the 410000 shows that the amount is gift revenue.
The account number 01-533000 would tell you that there is a food and supplies expense in your
spendable funds. The 01 tells us that it is the spendable balance being affected and the 533000
tells us that it is a food and supplies expense.
See Appendix
B on page 21 for a more comprehensive Expense Chart of Accounts.
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IV. Logging In
•
Open Internet Explorer. (Please note that the Web Reporting Solution will not work
properly in other browsers)
•
If you are using a version of Internet Explorer later than IE7, please see Appendix C on
page 22 for a workaround.
•
Enter the following web address in the address bar:
http://www.sc.edu/foundations
Click on the Web Reporting link in the menu on the left.
 Type in your username and password in the box. NOTE: The username and password
are case sensitive!
If you forget your username or password:
Click the link on the webpage to send an email to Jeroen Fortuin of our office. He will
notify you when your username or password has been reset. NOTE: This feature only
works if you use Outlook. If you use GroupWise you will need to email Jeroen directly at
fortuin@mailbox.sc.edu.
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V. Home Page
The home page will load after you log in. From this screen you can run reports and access
information about your projects.
On the home page you will find:
 Project Listing of all projects assigned to your username
 Project Attributes
 Links to various reports
 Link to media files
When navigating through the web page, use the “back” button in Internet Explorer or Home in
the upper left of the screen to go back to the home page.
Reports can be accessed by department (all projects) or by individual project. Depending on the
number of projects in the department, accessing department wide reports may take a while,
since each report is generated by the system.
Reports in the top right corner, which appear in blue, are department-wide reports. These
reports will include ALL of the department’s projects.
Individual reports can be accessed by clicking on the “X” of the selected projects. This is the
quickest method to access your reports.
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VI. Changing Date Ranges
To change the range of dates you wish to see a report on, either type in the date in the
specified Date box or use the calendar to the right of the box. Please make sure to use the first
and last day of the month as the start/end dates in order to display correct beginning/ending
balances.
Note: Use a four digit format for the year (ex. 2010)
The following sections will discuss each option available on the home page in detail.
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VII. Department wide (consolidated) Reports
(A) Project Listing
The home page displays a listing of the projects assigned to your username. Depending on the
number of projects assigned to your Department or College, the project list may be one page or
multiple pages. The information bar above the report will tell you how many pages the project
list is. To access the next page, click on the forward arrow. To move to the last page of the list
click the arrow with the bar following it.
Note the “+” sign next to each project id. This indicates that you can expand for additional
information. If you click on the “+” sign next to a project id, the following attributes are
displayed bold and italicized:
o College
o Department
o Report Contact
o Project Type
o Project Start Date
o Endowed Status
o Project Status
o Gift Agreement
o Endowment Level
o Spending Allocation
When you are finished with the drill down information, click the “-“ next to the Project ID to
collapse the project information.
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(B) Department Project Summary
The Summary Report is a Balance Sheet Report that shows the cumulative total of the project
as of the date it is generated. The Summary Report has five columns, Endowed, Principal,
Reserved Earnings, Spendable, and Total Fund Balance. Subtotals are calculated for all
unendowed and endowed projects.
The Department Project Summary report is a consolidated Summary report for ALL of the
department’s projects. Note that the Summary Report reflects balances as of a specific date.
If you want to see the Principal, Reserved Earnings or Spendable Balances for ALL of your
projects or see a Quarterly Report, run this report. The blue link for this report is at the top
right hand corner of the home page. Simply click on the link and the report will be displayed in
the browser. Web Reporting users are notified by email when new Quarterly Reports are
available.
See the section on Exporting/Printing Reports (page 18) for instructions on exporting and
printing the reports.
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(C) Project Information
To see the attribute information for all of your projects at a glance, click the blue Project
Information link located in the top right hand corner of the home page. This will give you the
same information from the option in the Project List section above for all of your projects.
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VIII. Individual Project Reports
(A) Project Income Statement
The Project Income Statement will show the Revenues and Expenses of the project and can be
accessed by clicking on the “X” located on the row of the selected project. The report is run for
the current quarter.
The first view of the Income Statement will look like the screen below. There will be a total for
the Revenues and a total for the Expenses. If you see a “+” next to “Revenue” or “Expense”
there has been activity in that category and you can click on the “+” to get more details.
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After clicking on the “+”, the accounts that had activity will be displayed.
Clicking on the “+” next to the account number will display transaction details that makeup the
balance of the account number.
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In the example below, the account “Scholarships” has been expanded to see the actual
payments that make up the $11,800 expense. The date of the transaction, the type (Accounts
Payable), and the payee are displayed next to the amount.
The expanded details will be bolded and italicized.
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(B) Media Files
Media files display the following documents we have on file for a project:
•
•
•
•
Gift Agreements
3 years of donor letters
3 semesters of scholarship billings
Any other important legal information
Click on the line of the document you wish to view and it will open automatically. Adobe Reader
is required for viewing these files.
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(C) Project Activity Report
The Project Activity Report lists activity that affects the project’s balance for a specified period
of time. This report can be accessed by either Department or individual project and is typically
used to reconcile projects. The Beginning Balance is the balance in the project on the “Start
Date”. The Ending Balance is the balance in the project on the “End Date”.
See Appendix A on page 20 for an explanation of the source and reference columns.
If you need a Project Activity Report for ALL of your departmental projects, use the blue link at
the top right of the screen “Department Project Activity Report”. The report will page break
between each project. Note that the system takes more time running this report for ALL
projects.
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(D) Gift Detail Report
A Gift Detail Report reflects all the gifts that have been processed in the project for a specified
period.
See Appendix A on page 20 for an explanation of the source and reference columns.
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(E) Check Register
The Check Register lists the checks paid from the Project during the date range selected.
The dates will default to the current quarter.
The Post Date is the day that the check was printed.
The Project ID is the project that the check was paid from. The Project Description is the long
title of the project.
Journal Reference is comprised of two components. The first is the check number. The second
component is the Payee or who the check was made payable to.
The following section does not apply to BPF:
The Check Amount is the total of the check. Some vendors receive a consolidated check from
the Foundations. For instance if Department #1 owes Blossom Shop $50.00 and Department #2
owes Blossom Shop $25.00, one check for $75.00 would be issued to the Blossom Shop. The
amount displayed in “Check Amount” is $75.00.
The Project Amount is the portion of the check that was paid from that particular project. In the
example above, Department #1 would list $75.00 as the “Check Amount” and $50.00 as the
“Project Amount”.
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(F) Project Summary Report
The Summary Report is a Balance Sheet Report that shows the cumulative total of the project
as of the date it is generated. The Summary Report has four columns, Principal, Reserved
Earnings, Spendable, and Total Fund Balance.
Note that the Summary Report reflects balances as of a specific date.
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IX. Exporting/Printing Reports
To export any report, Click the drop down box next to “Export” that has “Select a Format”
selected.
Choose “Excel” then click the word “Export” that will now be blue.
When asked “Do you want to open or save this file?” Click “Open”.
Once the report is in Excel you can format it for printing or saving.
Please note that printing from within Internet Explorer is not advised due to formatting issues
within the program.
Note: Unmerge cells in Excel before formatting.
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X. Logging Out
When you are ready to log out, click “Logout” in the top right corner of your main screen.
The following screen will be displayed. Make sure you click “Yes” to completely log out.
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Appendix A
Column Descriptions:
The Date column is the effective date of the transaction.
The Batch column is an internal reference number.
The Source column reflects how the transaction was initiated:
Source
Description
Journal Entry
Indicates that the transaction is a journal entry done by the Educational Foundation
Millennium
Millennium indicates that the transaction is a gift that has been entered by the Development
Office and has been loaded into Financial Edge via an interface between the two systems
Cash Receipt
Indicates that the transaction was deposited as a Miscellaneous Revenue.
Allocations
Indicates that the transaction was generated by the Educational Foundation. These are
earnings and/or fee allocations
Accounts
Payable
Indicates that the transaction is a check that has been processed from the system
If the Source Column is Millennium:
The Reference field is comprised of three distinct components, separated by a colon:
–
–
–
The Donor’s Millennium ID
The gift receipt number
The Donor’s name as recorded in the Millennium system
If the Source Code is Cash Receipts:
The Reference field is comprised of three distinct components, separated by a hyphen:
– Description of the deposit
– Deposit Number
– Receipt Number
If the Source Code is Accounts Payable:
The Reference field is comprised of two distinct components, separated by a hyphen:
– Vendor Name
– Invoice Number
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Appendix B
Expense
01-511000
01-511100
01-511200
01-511300
01-511400
01-512000
01-512100
01-512101
01-513000
01-513100
01-521100
01-521110
01-521200
01-521299
01-522000
01-522100
01-523000
01-524000
01-524100
01-525000
01-529000
01-529100
01-529200
01-529210
01-530000
01-531100
01-531200
01-532000
01-533000
01-534000
01-535000
01-536000
01-537000
01-538000
01-539000
01-541000
01-542000
01-543000
01-544000
01-551100
Salary supplements
Gross Payroll expense
Chair Payment
Retention Payment
Salaries & Wages (Not Foundation R
FICA/Medicare
Employer Contributions
USCEF - Employer Contributions
Housing/Car Allowance
Faculty Awards
Accounting fees
Audits
Legal fees
Miscellaneous Legal Expenses
Printing & advertising
Plaques/Engraving/Framing
Maintenance and repairs
Utilities
Telephone
Data Processing Services
Other contracted services
Honorarium
Insurance expense
Life Insurance Premiums
Office supplies
Postage
Freight & shipping
Film and processing
Food & Supplies
Instructional materials
Books and periodicals
Items for resale
Prizes/Gifts
Flowers
Miscellaneous Supplies
Scholarships
Awards
Grant
Fellowship
Mileage
Rev. December 2013
01-551150
01-551200
01-552000
01-553100
01-554000
01-555000
01-556000
01-557000
01-558000
01-561000
01-562000
01-563000
01-563100
01-569000
01-569100
01-581000
01-582000
01-582100
01-583000
01-584000
01-590000
01-591000
01-591100
01-591200
01-591208
01-591300
01-591400
01-591500
01-592000
01-593100
01-593200
01-593300
01-593400
01-594000
01-595000
01-595100
01-595200
01-596000
01-596100
01-597000
01-598000
Fuel/Oil
Airfare
Housing/Hotel costs
Per Diem
Conferences/Meetings
Moving Expense
Rental
Parking
Miscellaneous Travel Expenses
Construction Costs
Equipment/Office Furnishing
Computer Software
Computer Software Development in P
Depreciation Expense
Disposal of Assets
Payments Under Trust Agreements
Beneficiary Distributions - Annuit
Lump Sum Distribution to Beneficia
Refund to Donor of Prior Year Gift
Refund of Prior Year Non Gift Reve
Miscellaneous Expense
Transfer Expense
Interest expense
Investment advisory fee
Wellington - Investment Advisory F
Bank fees
Stock liquidation fees
Administrative Fee
Split Interest Adjustment
Real Estate Taxes
Property tax expense
Use/Sales Tax
Assessments
Fees/Dues/Memberships/Licenses
Fund Raising Expense
Entertainment expense
Tickets
Contributions to Others
Acquisitions on behalf of USC (>$5,000)
Bad Debt Expense
Matching Expense
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Appendix C
Web Reporting System – Compatibility issue
The Web Reporting System has some known compatibility issues. Our software vendor,
Blackbaud, is aware of this and working on a solution.
Currently, Web Reporting ONLY works in Internet Explorer 7, however for Internet Explorer 8, 9
and 10 we can provide the following workaround.
When you see one of the following screen layouts, you are experiencing the compatibility
issues in Internet Explorer.
Internet Explorer 8/9:
Internet Explorer 10:
There are two ways to get the correct layout (Internet Explorer 9 & 10).
1. Use the compatibility view in Internet Explorer (preferred method)
a. Browse to the Web Reporting login page
b. Press the <ALT> key and select “Compatibility View” from the Tools menu
c. Logon to the Web Reporting System
2. Downgrade Internet Explorer
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This procedure will turn on the compatibility view in Internet Explorer 8,
• Right click in the middle of the menu bar and select “Compatibility View Button”
•
You will find an extra button on the left hand side of the “refresh” and “stop” button
(see picture below)
•
Upon clicking this button, Internet Explorer will show a popup window, click “retry”.
Now you are working in the compatibility mode and ready to use the Web Reporting
System.
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Frequently Asked Questions
•
Why is there no Detail Report for a project that is on the Summary Report?
The project had no activity during the dates of the report. The Detail Report is an Income Statement
Report and shows activity only for the specified period.
•
Why is a project not included on the Summary Report?
The project was closed prior to running the report.
•
How often will earnings be spread?
Quarterly
•
When will spendable be posted?
July 1
•
Why is my check request broken down between accounts?
Generally Accepted Accounting Practices (GAAP) requires a functional breakdown of expenses. Therefore,
a single check request may be broken down into multiple accounts to properly categorize the expense.
•
How can I match my check request to the Detail Report?
Begin by looking in the reference field for the appropriate vendor name and follow it over to the amount.
If the check request includes multiple expenses, you will need to look under multiple account numbers.
If the check request was for a single expense type:
(1) Determine the appropriate expense account
(2) Look under the reference field for the correct vendor name
(3) Compare invoice description or invoice number to check request
(4) Verify amount
If the check request was for multiple expense types:
(1) Select a single expense type and determine the appropriate expense account
(2) Look under the reference field for the correct vendor name
(3) Compare the invoice description or invoice number to the check request
(4) Verify the amount
(5) Look under the batch column and determine the batch number. The batch number is comprised of
two components, separated by a hyphen. The first component is the batch number. The batch
number will be the same for each component of your check request.
(6) Using the batch number and vendor name, identify the remaining components of the check request.
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Contact Information:
Staff Member
Phone Number
Email Address
Type of Question
Kim Elliott
777-0309
kelliott@mailbox.sc.edu
General Questions
Susan Smith
777-1547
sbsmith@mailbox.sc.edu
General Questions
Lindsey Fisher
777-1466
lfisher@mailbox.sc.edu
General Questions
Ruth Ann Shuler
576-5658
shulerra@mailbox.sc.edu
Investments,
CRUT/CRAT,
Annuities
Amber Lipari
576-6141
alipari@mailbox.sc.edu
Misc. Revenue
Questions
Wilma Dozier
777-0374
wcdozie@mailbox.sc.edu
Property Questions
Jennie Muldrow
777-4128
muldrojd@mailbox.sc.edu
Accounts Payable
Questions
Tara Sayles
777-3140
john3278@mailbox.sc.edu
Accounts Payable
Questions
Jeroen Fortuin
777-0584
fortuin@mailbox.sc.edu
Web Reporting
Questions
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