If you have any questions about the IFAS/Bi-Tech Financial System or if you are having trouble logging on, using the system, or simply running a report see the following sections below:

Logging In
Requisitions / Purchase Orders
General Ledger
Transferring Budgets
Using the reporting tool - Click Drag and Drill (CDD)
Computer Problems related to the new Financial System

Logging In:

1. How do I get started?
Refer to the guide “Logging on to IFAS” - package (A/B) that is posted under the User/Training Docs found on the Bi-Tech Homepage. (The document was also handed out during the user training sessions.)

2. How can I access Bi-Tech?
First, you need a Bi-Tech user ID and password. To obtain an ID and password, your supervisor must complete the “Bitech Access Request Form” found on the Budget Office’s Bi-Tech webpage (http://www3.fitnyc.edu/budgetoffice/bitech.html). The completed form should be sent to Nancy Su in the Budget Office. Once access is approved and your ID is created, you can access Bi-Tech through the website http://ifasweb/ifas7 using Internet Explorer version 5.5 or higher.

3. What do I do if I forget my login ID or password?
If you forget either your login ID or password, you must contact the help desk at x7-HELP.

4. How do I change my password?
Refer to page 13 of “Guide (A/B) - Logging on to IFAS” that is posted under the User/Training Docs found on the Bi-Tech Homepage.

5. What do I do if the machine does not prompt me to log in?
If you are a new user or the system is being updated, at times, the system may take up to 2 minutes to prompt you to log in. If the system fails to prompt you, close the internet browser completely and open a new page. If this fails AGAIN, contact the Help Desk at x7-HELP.

6. Why do I get error messages when I log in?
It is possible you may receive login messages that appear to be errors. If you are using Internet Explorer Favorites to access Bi-Tech you may receive the following error message the first time you are login in:

“An Error has occurred in the application. Please close your browser window, open a new window, connect to the site and attempt to resume your activities. Error Information: E:\InetPub\wwwroot\IFAS7\default.aspx”.

To resolve this issue:

1. Go to Internet Explorer Favorites
2. Select Bi-Tech IFAS Login Page (your Bi-Tech link)
3. Right click on the favorite and select Properties
4. In the URL box type: http://ifasweb/ifas7
5. Click Apply
6. Try logging into Bi-Tech again.

If you receive other log in error messages contact the Help Desk at x7-HELP.

7. What do I do if I receive an error message ‘Error: IFAS users or password invalid’?
Re-enter your user ID and password. Make sure the caps lock is off. You can also refer to Step 5 on page 6 “Having Trouble?” of “Guide (A/B) - Logging on to IFAS” that is posted under the User/Training Docs found on the Bi-Tech Homepage.

Requisitions / Purchase Orders:

1. Has a PO been issued for my requisition?
You can easily see if your requisition has been issued a PO number by searching in the requisition screen (POUPPR). If the status is “PO” and an assigned PO number exists, the purchase order has been issued. (See appendix 1 – Finding an Existing Requisition of Guide (D) - “PO Requisition Training Guide”). You can also view the status of your requisition using the “Requisition/PO Status Report” located in the User Reports folder.

2. Has my PO been cancelled?
Refer to question 1 (above) while inquiring to see if the status is “CA” for cancelled.

3. How do I look up account codes?
Refer to page 10 of “Guide (D) - PO Requisition Training Guide”, Adding Account Code Information that is posted under User/Training Docs found on the Bi-Tech Homepage.

4. How will I know if the goods have been received or if an invoice was paid?
There is a CDD report: ‘Requisition/PO Status Report’ in the Reports Folder that will supply this information.

5. I need to delete a purchase requisition, what do I do?
Refer to “Deleting a Requisition” in appendix 2, page 21 of Guide (D) - “PO Requisition Training Guide.”

6. I need to cancel a Purchase Order, what do I do?
The Purchasing department should be notified and they will cancel purchase orders when necessary.

7. What happens if I hit "Enter" to save a requisition before I am finished working on it?
Nothing. Hitting enter simply saves information that you are entering or changing.

8. How do I correct a Requisition, PO or Voucher coded to the wrong cost center or object code?
If the requisition status is still “PR” and no PO number has been issued, a user can simply change the account code. (An error message will result otherwise.) If the requisition has been issued a PO number, contact the Purchasing department. If the requisition/PO has been paid, contact the Accounts Payable department.

General Ledger:

1. I can’t see an account I am looking for - why?
If the account exists and you cannot view or inquire on it, you may not have access to it due to your security profile. You should talk to your department head if additional access is needed.

2. Why doesn’t my report show all the information I asked for?
User security has been set up so that you can see and access information relative to your department’s processes. You should talk to your department head if additional access is needed.

3. What is a Cost Center?
A Cost Center is a 5-character descriptor used to categorize the organization, fund and department code.

4. Do we still have department numbers?
Yes. They are all the same as they were before.

Transferring Budgets:

1. How do I transfer budgets (funds)?
Refer to “Guide (E) – Budget Transfer Training Guide” that is posted under the User/Training Docs found on the Bi-Tech Homepage.

2. Why won’t the account field accept my account number?
At the top of your screen you should see an error message indicating the reason why your account code is not accepted. (eg. invalid object code, no security access to certain cost center, budget specified inactive)

3. What should I name my budget transfer files?
Refer to the batch naming convention on page 3 of “Guide (E) – Budget Transfer Training” that is posted under the User/Training Docs found on the Bi-Tech Homepage.

4. Do I need a Debit (FROM) and Credit (TO) account to transfer budgets or is it all done on one line?
You will need both a debit, the account/object code you are transferring the money from, and a credit, the account/object code you are transferring the money to.

5. If I have a PO where the vendor cannot provide all the merchandise, how do I get the unspent portion back into my budget?
Your unspent funds will automatically be allocated back to your budget once the PO is closed.

6. If I have a contract PO that I only use a portion of, how do I get the unused amount back into my budget?
The purchasing office should be contacted so that they can disencumber the PO and the unused amount will be released back into your budget.

7. Do I need approvals on budget transfers and will they be electronic too?
There will be no approvals for budgets transfers. You will be able to transfer money between your department’s budget accounts.

8. What mask or screen do I need to perform a budget transfer?
From the IFAS Favorites menu select FIT Favorites by clicking on it. A check mark will appear on the left of ‘FIT Favorites’ (If the check mark does not appear please repeat the previous step).

Click on the Favorites Folder ->FIT Favorites -> Budget Transfer

Refer to “Guide (E) – Budget Transfer Training Guide” that is posted under the User/Training Docs found on the Bi-Tech Homepage for more information.

9. Will I see a budget transfer right away or do I have to wait?
Your budgets transfer will be effective immediately once the batch is distributed.

10. How do I know how much money I have left or available to use?
You can run the CDD report: “Budget to Actual with Encumbrance” located in the Reports à User Reports folder.

11. Can I see what my encumbered amount is made up of?
In the CDD report: “Budget to Actual with Encumbrance” located in the User Reports folder you can drill down on the records in the Encumbrance column to see detailed information.

12. Will I be able to view a requisition report to see what I have spent/encumbered?
You can run the “Budget to Actual with Encumbrance” or “Requisition” reports located in the User Reports folder.

13. How do I see the detail when I look at my budget to actual report and why does the mouse cursor turn into a drill as I move it across the report?
The drill indicates that you can drill down to see more detailed information.

14. How do I know what reports I have or can use?
You can run any CDD report that is located in the Reports folders that you have access to.

15. Why am I having trouble splitting a PO between/among departments?
If you are trying to split a charge between two departments and you are receiving error messages, you may not have access to both departments.

16. Why isn't my budget transfer working?
You should receive an error message at the top of your screen when you attempt to set up budget transfers. Refer to ‘Guide (E) – Budget Transfer Training Guide” that is posted under the User/Training Docs found on the Bi-Tech Homepage for additional detail or help.

Using the Reporting Tool - Click Drag and Drill (CDD):

1. How do I run a CDD report?
Refer to “Guide (C) IFAS CDD Reporting Guide” that is posted under the User/Training Docs that is posted on the Bi-Tech Homepage.

2. I ran the report and it was blank - why?
You either attempted to run a report to query information you do not have access to or there is no information available to satisfy the query.

3. I want less/more information displayed in the report – how do I do this?
Each report is set up to default to certain general information. Broadening or narrowing these defaults will give you more or less information, but be careful, as some changes may yield no results. To narrow your search, remove the wildcard (% or *) and type in your specific search criteria. To broaden your search, add a wildcard (% or *) in the appropriate field.

4. Why doesn’t my report show everything I asked for?
You either attempted to run a report to query information you do not have access to or there is no information available to satisfy the query.

5. I ran a report, but I do not see any output - why?
You may have a pop up blocker running on your internet browser. When running Bi-Tech, make sure that you “allow pop-ups”. Try overriding the pop-up blocker by holding the ctrl key as you click submit. If the override does help, contact the Help Desk at x7-HELP.

6. I am running a report and it seems to be stuck “starting” – what do I do?
If the report status remains in “starting” status, after a number of seconds, click the “Cancel” button. You will receive the status “canceling” and the magnifying glass icon will be rotating. Once the magnifying glass stops rotating it is ok to close the report status window. If after multiple tries the system continues to be in “starting” status, contact the Help Desk at x7-HELP.

7. How do I print out my results?
After the report has run, you may print it out, by converting it to PDF format. To “Print to PDF”, select the “Option” button and then “Print to PDF”. After the report is converted to PDF, select “Print” through the print icon. For additional information refer to “Guide (C) IFAS CDD Reporting Guide” that is posted under the User/Training Docs found on the Bi-Tech Homepage.

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Computer Problems related to the new Financial System:

1. I am trying to open a screen and my computer seems to be frozen – what should I do?
Wait a few minutes. The system might be busy trying to establish a connection. It should connect. If it fails to connect, close the Internet Explorer window and try logging into Bi-Tech again. If the problem persists, contact the Help Desk at x7-HELP.

2. The screen I opened seems to be missing data fields – what do I do?
Close the screen and reopen it again. If the fields are still not populated, contact the Help Desk at x7-HELP.

3. I just entered some data and hit [ENTER] to save the information and now the system will not accept any other data – why?
Chances are the system has given you an error message due to the data you entered. Look for a red “X” followed by a message at the top of your screen. If no error is present and your system is locked, contact the Help Desk at x7-HELP.