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The report prompts are used to restrict data and many of the reports use common prompts. Required prompts are indicated with a red asterisk. Below are the various types of prompts used on account activity reports.

Date Prompts

Date prompts are often required to restrict data results.

Date Range - define the date range of transactions by selecting start and end dates.  Dates can be entered in any conventional date format, e.g., mm/dd/yy or mm/dd/yyyy.  Dates can also be selected from the calendar icon.

As of Date – this is common on reports that capture account activity in a fiscal year as of the specified date.  Fiscal year begins on July 1 and ends on June 30.  For example, January 3, 2017 queries account activity in fiscal year 2017 from July 1, 2016 through January 3, 2017.

Quarter End Date is common on endowment reports. Quarter end date appears on the dropdown after the market value has been updated. The date must be selected from the dropdown list.

Project Number

UH Foundation project reports can contain list of detailed transactions or project information such as listed account administrators and account purpose.  For this type of reports, you may want to limit this to a handful of accounts otherwise it will produce more information then you intended.  Examples include Project DocumentationProject SummaryTransaction Search and Project History.

Some reports summarize cash available balance and account activities for multiple projects. For this type of reports, you may want to restrict data by campus, unit or department to see a list of accounts with summary.  Examples include Project Fund Balance and Cash Available by Unit and Endowment Market Value reports.

Many times, you may be searching for a specific information and not sure exactly which report to run.  Project Fund Balance and Cash Available by Unit report is a good place to start.  It lists projects with summary of cash balance, revenue and expenses.  From the report, you can drill down to other reports such as Project Summary and Project Documentation.

Indicate the 8-digit account number without dashes and click search.  You can type the first few numbers on the account to find project numbers starting with those numbers, 

Expand Options to learn more about searching for projects by project title.  Type in keywords and make sure both Contains with any of these keywords and the Case insensitive are checked. 

The example below searches project numbers beginning with 123. Find the projects that matches your criteria and then double click to select or select the matching project number and then click on Insert. The selected choice will then appear on the right side.

Results will only display accounts you have access to.  

Account Administrator/Support Staff

It sometimes is useful to be able to filter the accounts by the account administrators and/or support staff listed on the account.

Expand Options to learn more about searching for account administrators/support staff by name. Type in keywords and make sure both Contains with any of these keywords and the Case insensitive are checked.

The example below searches account administrators/support staff with a name containing "test". Find the appropriate person in the Results box, then double click to select or select the matching name and then click on Insert. The selected choice will then appear on the right side.

Department, Unit and Campus

Each project is assigned to the appropriate campus, unit and department the account supports. The structure in the Foundation’s Reporting system mimics the University’s organizational structure.

View Detailed List

If the report is filtered to query specific project number(s) in the project number prompt, selecting department, it is not necessary to filter on unit and campus prompts. 

The reporting system access level vary greatly.  Some people have access to one account and others may have access to all accounts.  If you have access to a handful of accounts, these prompts may not be necessary.

Departments
Filtering by department can be helpful to some and not so much for others.  For example, Athletics departments are organized by sport so filtering it by department can be useful whereas system office units, it may not be as helpful.  Department prompt is usually not required and skipping this prompt does not impose any department level data restrictions.

Please also note, a department can be assigned to many units.  For example, there is one department code for Dean’s Office and the Dean’s Office can be assigned to virtually all academic units. When using the Department prompt, you should also apply the filter on the Unit prompt. 

Unit
Unit in the Foundation’s financial system reflects the University’s academic units and non-academic divisions. Unit is associated with each project. If you have already specified project number(s), this prompt is not necessary. Unit prompt is usually optional and skipping this prompt does not impose any unit level data restrictions.

Unit prompt is helpful to run a report like Project Fund Balance and Cash Available by Unit where it lists all accounts for the selected unit(s) with summary of cash balances, revenues and expenses with an option to drill down to other reports for account level details.

Please also note, accounts that support multiple units are assigned to a broader unit designation. For example, a scholarship account that supports all campuses is assigned to University of Hawaii System unit ; a scholarship account that supports more than one community college is assigned to VP for Community Colleges unit; a scholarship account that supports more than one Manoa unit is assigned to UH Manoa unit.

Campus
Campus prompt is usually not required and skipping this prompt does not impose any campus level data restrictions. Campus is associated with each project. If you have already specified project numbers, this prompt is not necessary.

Similar to the Unit prompt, accounts that support multiple campuses are assigned to a broader campus designation. For example, a scholarship account that supports all campuses is assigned to SW – UH Systemwide campus; and scholarship that supports more than one community college is assigned to CC – University of Hawaii Community Colleges campus. 

Object Codes
Object Codes prompts (chart of accounts) is used to record and classify each type of asset, liability, equity, revenue and expense transactions. You can limit the results to display a summary of selected revenue and or expense types. Click here for list of Object Codes and see below for additional information.

View Detailed List

Many times, this prompt is not required. Skip this prompt to not impose any object code restrictions on the report.

There are five classification of object codes:

1000 Series - Assets

This section records the transactions that effect cash, receivables, and investments.

Object 1001 Cash on Hand
Actual cash inflows and outflows from the project. There are numerous ways cash is impacted, e.g., checks are issued, outright contributions or pledge payments are received, transfers in/out are posted. All activity is recorded here in totals by date/type. Debits are additions to cash and credits are subtractions from cash.

Object 1101/1102 Contribution Receivables
Represent unpaid contribution pledges. When a pledge commitment is made, it is recorded as a credit to 3004/3007 (Pledge contribution) and as a debit to 1101/1102. When a payment on a pledge is received, it is recorded as a debit to 1001 (Cash on Hand) and as a credit to 1101/1102. An unfulfilled pledge contribution made in a prior fiscal year will be written off and recorded as a debit to 4302 (Bad Debt expense) and as a credit to 1101/1102.

Object 1601 Investment in Endowment
Represents dollars invested in the UHF endowment pool.

2000 Series - Liabilities

Object 2001 Accounts Payable (AP)
When an expense (4000 series) is recorded, the corresponding credit is made to this object. A debit to 2001 and credit to 1001 (Cash on Hand) occurs when the expense is paid by issuance of a check.

Object 2901
Carry-over fund balance (net assets) from the prior year (July 1).

3000 Series - Revenues

Object 3004/3007 Pledge Contributions
Pledges are recorded as contribution revenue in the fiscal year they are made.

Object 3100-3300
Non-gift Revenue.

4000 series - Expenses

Expense transactions.

6000 series - Transfers In and Transfers Out

Transfers between UHF projects

Object 6104
UHF administrative fee on outright contributions, pledge payments and non-gift revenue.

Purpose Codes

Purpose code is a category of how the funds can be expended.  Foundation coding structure follows the guidelines developed by VSE (Voluntary Support of Education) survey by CAE (Council for Aid to Education).  For information see Account Purpose Codes on the UH Finance Website.

Purpose prompts generally not used in conjunction with a Project Number prompt.  You may want to find accounts that support student aid or for other purposes. 

Output Format prompt

Reports have been optimized for download to PDF or Excel formats. This is applicable only when you want to download or export the report.  Initially, the report result is displayed in a web format.  Select the preferred output format. See Download Reports to learn more.