Beneficiary General Account Ledger
System
GEAUX - LIVE
 LSU

Foundation’s Geaux – Live Date:
July 5, 2011
Financial Edge (FE)

New General Ledger System software package for the LSU
Foundation


Only Foundation Accounting staff will use
BENGALS (Beneficiary General Account Ledger System)

Reporting tool used by all University and Foundation Staff
FOUNDATION MISSION
“The mission of the LSU Foundation is to foster private
financial support for LSU, the LSU Agricultural Center, the
LSU Paul M. Hebert Law Center and the LSU System Office.
The Foundation encourages and receives philanthropic
gifts and bequests, including both restricted and
unrestricted gifts. The Foundation also manages the
investment of endowed funds and other private assets”
WELCOME

TO
BENGALS
Features:

Efficiently run reports

Data warehouse refreshes
nightly

Downloadable reports

Excel and PDF formats

Drill down capabilities

Interactive links

“Pending Autobill” feature

Access:
Through PAWS account
 bengals.lsufoundation.org
 www.lsufoundation.org


Click staff resources
REQUESTING ACCESS
TO
BENGALS
No change from current method of gaining access to
Foundation accounts
 Go to the University’s Financial Systems Services website
for instructions under “Security Access Form”:
www.fas.lsu.edu

TECHNICAL REQUIREMENTS & SUPPORT


Technical Requirements

Completely web-browser based

Internet Explorer 7+ and FireFox 3.6+

Adobe Acrobat reader and Microsoft Excel versions 2003+
Security access to BENGALS mimics existing current PAWS GLS
Mainframe access

For security purposes, all Foundation accounts in BENGALS must
have a corresponding University restricted source ‘6’ or ‘7’
account (see page 60 of tutorial).
BENGALS
TECHNICAL REQUIREMENTS & SUPPORT
 BENGAL

Portal Resources
Translation Document of University source 6/7
accounts and prior Mainframe Foundation account
numbers to new Project ID’s

Training Guide

Q&A Section

Email: bengals@lsufoundation.org
 Data
Warehouse Refreshes Nightly
BENGALS LINGO
Mainframe
BENGALS
Account Numbers
Project ID number serve as account numbers
Account Numbers
Project ID Numbers
•
•
Assigned sequentially
•
Ability to filter by college, department &
purpose
•
Search by account name or Project ID #
•
Translation table available to provide
corresponding historical mainframe data
Based on
•
College
•
Department
•
Fund Type
Endowment & Expendable information cannot be
viewed together
Endowment & Expendable information may be
viewed together
Accounts Payable function not in—house
Accounts Payable in–house
•
• Paid via ACH (electronic payments) or check
Checks printed by LSU
• All University & Foundation employee
reimbursements required to be made via ACH
GENERAL ENDOWED ACCOUNTS
Mainframe
BENGALS
Endowed account
Single project/account with the
• “E9” —nonexpendable
following categories:
Non-endowed account
• Endowed corpus
• “F9” —expendable
• Quasi-endowed
• Expendable
MATCHED CHAIR & PROFESSORSHIP
ACCOUNTS
Mainframe
BENGALS
Endowed accounts—nonexpendable
Single project/account with the following
•
“E4”—State Portion ($400,000/$40,000)
categories:
•
“E6”– Private Portion ($600,000/$60,000)
•
Historical base
•
“E8”– Extra Private Portion – amounts over
•
Quasi-endowed
$600,000/$60,000
•
Expendable
Non-endowed accounts– earnings can be spent
Interactive drilldown to view State versus
•
Private expendable portion
“F4” – earnings from State endowment
portion
•
“F6” – earnings from Private endowment
portion
BENGALS LANDING PAGE
BENGALS LANDING PAGE

“Click here to access your beneficiary reports” link
BENGALS LANDING PAGE

“Click here to access your beneficiary reports” link
BENGALS LANDING PAGE

“Tutorial” link
BENGALS LANDING PAGE

“Tutorial” link
BENGALS LANDING PAGE

“Frequently Asked Questions” link
BENGALS LANDING PAGE

“Common Q&A” link
BENGALS LANDING PAGE

“Translation Table” link
BENGALS LANDING PAGE

“Translation Table” link
BENGALS LANDING PAGE

“System Requirements” link
BENGALS LANDING PAGE

“System Requirements” link
BENGALS LANDING PAGE

“Help & Support” link
BENGALS LANDING PAGE

“Help & Support” link
BENGALS LANDING PAGE

Check Requests
BENGALS LANDING PAGE

Check Requests
BENGALS LANDING PAGE

“Check Request
Form” link
Requires same
reporting
documentation
 Changed fields
highlighted in
yellow



Fill in Project ID or
Account name
Expense category is
optional

Foundation staff
will complete if left
blank
EXPENSE CATEGORIES FOR LSU
FOUNDATION CHECK REQUESTS
If you choose to complete the expense category section of the LSU
Foundation Check Request Form, please use one of the following
categories:

Travel

Operating Services

Supplies

Professional Services

Official Functions/Entertainment

Acquisitions/Capital Equipment

Other Expenses
BENGALS LANDING PAGE

Vendor Submission Form
BENGALS VENDOR INFORMATION SUBMISSION FORM
LSU Foundation is moving to electronic payments (ACH)

Access form
www.lsufoundation.org/vendors
-ORbengals.lsufoundation.org

Required information:

Name

Address

E-mail

Tax ID Number (Businesses), SSN
Employees are required to sign up
(Individuals), or LSU ID Number
and receive reimbursements via
(Faculty/Staff)
ACH


Vendors should be encouraged to
sign up

Contact Name

Contact Phone

Bank Name

Routing Number

Account Number
BENGALS REPORT FILTERS


Filters:

Campus

College

Department

Purpose
Filters are limited to your security
access

Search Functions:
●
Project description
●
Project ID
Use dropdowns to filter your
needed report output.
BENGALS REPORT FILTERS
Click ‘View
Report’ to
retrieve report
BENGALS REPORTS EXPORTING

Exporting
PDF
 Excel
 Word


Excel exports are limited to 200-250 worksheets depending on memory

Totals when exported to Excel are figures, instead of formulas
BENGALS REPORTS OVERVIEW

Menu Items
Page navigation
Zoom –
Find/Find Next
change the
box -
1. 1st Page – click to view 1st page of report
page
Free text field to
2. Go Back – click to go back to previous
resolution
find 1 or more
page
3. Page – Navigate to specific pages
4. Go Forward – click to go to next page
5. Last Page – click to go to last page
6. Back to Parent Report – Click to go back
to previous report before you drilled
down
instances on a
page
BENGALS REPORTS OVERVIEW

Menu Items
Click link to navigate Click link to go to
Click link to get
Click here to Logout
to Home page
Help!
the system
your reports
BENGALS REPORT TYPES
Account Information Report
Account Balances Report
Statement of Account Activity
Account Activity Detail Report
Analysis Report for Endowed Accounts
Analysis Report for Pre-Match Chair/Professorship
Accounts Established After 7/1/09
ACCOUNT INFORMATION REPORT

Basic Project /Account Information

Chart of Accounts information

Current balances

Project purpose:

Scholarship, Professorship, Chair, Development, etc.

View account restrictions

Signature authorities
ACCESSING
THE
ACCOUNT INFORMATION REPORT
Click on the link to access the “Account
Information Report”
ACCESSING

THE
ACCOUNT INFORMATION REPORT
All hyperlinks in all reports will be blue and underlined
Click on links to view detailed report information.
ACCESSING
THE
ACCOUNT INFORMATION REPORT
Matched chairs &
professorships have
interactive drilldown links
on expendable balances
to view private & state
expendable balances.
Click the “Donor Purpose
Detail” to view detailed
information on donor
intentions of the fund
ACCESSING THE
ACCOUNT INFORMATION REPORT
Donor purpose
is displayed
here
ACCOUNT
BALANCES REPORT

List of projects/accounts by college/department/major unit

Snapshot of project balances by


corpus/historical base

quasi—endowed

expendable balance
Interactive drill down

For matched chairs and professorships


To view state vs. private expendable balances
Used for daily decision making
ACCESSING THE ACCOUNT BALANCES REPORT
Click on the link to access the “Account
Balances Report”
ACCESSING THE
ACCOUNT BALANCES
REPORT
Click on the Expendable link to view more
information on state matched chairs &
professorships
ACCESSING THE
ACCOUNT BALANCES
REPORT
Private and state expendable
information displayed
STATEMENT


ACCOUNT ACTIVITY REPORT
Statement by Category

revenues

expenses

transfers
Interactive drill down


OF
for revenue, expense & transfers categories
For expendable activity

Matched chairs and professorships
STATEMENT OF ACCOUNT ACTIVITY REPORT
CATEGORIES
Revenues
Expenses
•
Contributions
•
Salaries
•
State Match Contributions
•
Staff Benefits
•
Royalties Income
•
Travel
•
Realized Investment Income
•
Operating Services
•
Spending/Interest Allocation
•
Supplies
•
Other Revenues
•
Professional Services
•
Transfers from Other
Foundation Accounts
•
Transfers
•
Adjust. to Reserve Per Spending
Policy
•
Adjust. to Reserve for Market Value
Deficiency
•
Non-Mandatory Quasi-Endowment
•
Quasi-Endowment of UPMIFA
Portion
•
Official Functions/Entertainment •
Acquisitions/Capital Equipment
Donor-Mandated Transfers to
Corpus
•
Other Expenses
•
Transfers to LSU
•
Auto-Bill Expenses Pending
•
Grants to Property Foundation
•
Transfers to Other Foundation
Accounts
•
Other Transfers
ACCESSING
THE
STATEMENT
OF
ACCOUNT ACTIVITY
Click here to view “Statement of Account
Activity” report
ACCESSING
THE
STATEMENT
OF
ACCOUNT ACTIVITY
Click on the links to the left
to view more information
on “Revenue, Expenses, or
Transfers”
ACCESSING
THE
STATEMENT
OF
ACCOUNT ACTIVITY
If Contributions was selected, the details above will display
ACCESSING
THE
STATEMENT
OF
ACCOUNT ACTIVITY
If Transfers from other Foundation Projects was selected, the details above
would display
ACCESSING
THE
STATEMENT
OF
ACCOUNT ACTIVITY
If Transfers to LSU was selected, the details above would display.
ACCESSING
THE
STATEMENT
OF
ACCOUNT ACTIVITY
ACCOUNT ACTIVITY DETAIL REPORT

Transaction detail for specified project by the following
categories:


corpus/historical base

quasi-endowed

expendable balance
For state matched chairs and professorships, view state vs.
private expendable activity

Individual transactions

Total
ACCESSING
THE
ACCOUNT ACTIVITY DETAIL REPORT
Click here to view Account
Activity Detail Report
ACCESSING
THE
ACCOUNT ACTIVITY DETAIL REPORT
Click on Expendable
transaction link to view more
information.
ACCESSING
THE
ACCOUNT ACTIVITY DETAIL REPORT
Click on total Expendable
transaction link to view more
information
ANALYSIS REPORT

FOR
ENDOWED ACCOUNTS
The Analysis Report for Endowed Accounts displays an account’s
current market value as well as provides a projection of the net
spending allocation to be made to the account at June 30 of the
fiscal year-end.

This enhanced report replaces the Analysis of General Endowed
Accounts and the Analysis of Matched Chairs & Professorship
Accounts reports previously distributed on a monthly basis.

You will now have the option to view the current market values and
projected spending allocations for all Endowments on one report.
You will still be able to filter between General Endowed and Matched
Chairs & Professorship Accounts if needed.
ACCESSING ANALYSIS REPORT FOR
ENDOWED ACCOUNTS
Click here to view Analysis Report for
Endowed Accounts
ACCESSING ANALYSIS REPORT
ACCOUNTS
FOR
ENDOWED
Choose from General
Endowed, Matched Chair &
Professorships, or All
Endowments
ANALYSIS REPORT FOR PRE-MATCH
CHAIR/PROFESSORSHIP ACCOUNTS ESTABLISHED
AFTER 7/1/09

The Analysis Report for Pre-Match Chairs/Professorship
Accounts Established After 7/1/09 displays current
corpus and expendable balances as of the date of the
report, as well as provides a projection of the spending
allocation to be made to each account at June 30 of the
fiscal year-end.
ACCESSING THE ANALYSIS REPORT FOR PRE-MATCH
CHAIR/PROFESSORSHIP ACCOUNTS ESTABLISHED
AFTER 7/1/09
Click here to view Analysis
Report for Pre-Match
Chair/Professorship Accounts
Established After 7/1/09
ACCESSING ANALYSIS REPORT FOR PRE-MATCH
CHAIR/PROFESSORSHIP ACCOUNTS ESTABLISHED
AFTER 7/1/09
HOW
AUTOBILLING SERVICE WORK
WITH THE FOUNDATION'S NEW LEDGER SYSTEM?

WILL THE
The Autobilling service will continue to operate through the use of source 6
and 7 restricted accounts.

As you may already know, these are accounts established on the LSU Mainframe that have a 6 or 7
in the 6th position of the account number and are correlated to specific funding accounts in the
Foundation.

In effect, expenditures are made directly to the 6 or 7 accounts and
such expenditures are ultimately reimbursed by their respective LSU
Foundation account on a monthly basis.

The autobilling reimbursement will continue to take place on a monthly basis,
and the University 6 and 7 account numbers will stay the same. An account
number conversion was completed whereby the correct account number
(Project ID) in the Foundation’s new ledger system will be charged.

When accessing reports via BENGALS, you will see the reimbursements
charged to your beneficiary accounts as “Transfers to LSU."
VIEWING
A
PENDING AUTOBILL
Pending autobill expense information in BENGALS will be
refreshed every Wednesday

VIEWING

AN
AUTOBILL
Autobill Pending Reversal & Actual Autobill Posting
REQUIREMENT WHEN OPENING NEW
FOUNDATION ACCOUNTS
A
University source ‘6’ or ‘7’ account
is required for all new Foundation
accounts in BENGALS opened after
GEAUX – Live Date (July 5, 2011)
 Required for security tie-in with
University
BENGALS SUPPORT

For access, troubleshooting, or support please email
BENGALS@lsufoundation.org