HIGHER EDUCATION. Voyager Project Banner Finance Report Manual

Transcription

1 HIGHER EDUCATION Voyager Project Banner Finance Report Manual Fall 2006

2 Confidential Business Information This documentation is proprietary information of SunGard Higher Education and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard Higher Education. Prepared By: SunGard Higher Ed 4 Country View Road Malvern, Pennsylvania United States of America Coast Community College District 1370 Adams Avenue Costa Mesa, CA United States of America SunGard All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. In preparing and providing this publication, SunGard Higher Education is not rendering legal, accounting, or other similar professional services. SunGard Higher Education makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization s own choosing. SunGard, the SunGard logo, SCT, and Banner, Campus Pipeline, Luminis, PowerCAMPUS, SCT fsaatlas, SCT Matrix, SCT Plus, SCT OnSite and SCT PocketRecruiter are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. All other trade names are trademarks or registered trademarks of their respective holders. Coast Community College District Fall 2006 Reports Page 2

3 Table of Contents Section A: Reports Introduction 4 Overview 4 Section B: FGIBDST 7 Obtaining Balances 7 Drilling Down for Details 9 Drilling Down for Details 10 Section C: FGIENCD 11 Query Instructions 11 Section D: eprint 14 Log In to E-Print 14 Download a Report by Fund or Organization 15 View a Report 17 Report by Account 18 Returning to eprint 20 Section E: FGRBDSC 21 Access the FGRBDSC Form 21 View On-Line 25 Section F: FGRODTA 27 Setting the Parameters 27 Viewing Report 31 Section G: FGRIDOC View Incomplete Documents 33 Remove Incomplete Documents 36 Sungard Higher Education 2006 Reports - FGIBDST Page 3

4 Section A: Reports Introduction Overview Workbook goal The goal of this workbook is to help you inquire on detailed encumbrance transaction activities; create a report on your budget and operating balance; log in to the E-print system and view monthly finance statements; create an organization detail activity report; and provide instructions for the users to obtain a Banner Budget Status Report for the current period (FGRBDSC) sorted by account within an organization. Intended audience This manual is focused on Employees of the Coast Community College District with fiduciary responsibilities working with transactions, or activity reports. Overview Organization Budget Status Form (FGIBDST) The FGIBDST Organization Budget Status Form allows the user to select the FOAPAL in whole or segments to gather data. When looking at balances in FGIBDST they only reflect the items that have been completely approved and processed. Detail Encumbrance Activity Form (FGIENCD) The Detail Encumbrance Activity Form (FGIENCD) is used to query detailed transaction activities against an encumbrance. This form displays useful information such as the encumbrance status, creation date, and overall balance. For each sequence linked to the encumbrance, encumbrance balance, and detailed transaction activity is displayed. E-PRINT E-print is a web-based system used to distribute finance reports. The reports are pulled from the Banner database, but E-print is a separate system from Banner. The latest E-print Reports are available online and refreshed daily at 6:00 AM and noon. Organization Detail Activity Report (FGRODTA) The Organization Detail Activity Report [FGRODTA] displays individual expenses, budgets and encumbrance transactions for a specified period. This report is sorted by account number within each organization code. The contents of this report are the same as what can be found in FGITRND. Budget Status Report (FGRBDSC) The Budget Status Report (FGRBDSC) displays a summary of all accounts within a fund and organization. Summary information for Adjusted Budget, Current Period Activity, Year to Date Activity, Encumbrances (Budget Reservations), and Available Balance is shown for each account. The report enables financial managers to perform on-line balance inquiries at any time. Coast Community College District Fall 2006 Reports Page 4

5 Incomplete Document Listing (FGRIDOC) Banner Process: Incomplete Document Listing FGRIDOC is a good form to use to periodically review your user ID for incomplete documents in Banner. This can be used to determine if, for example, there are incomplete requisitions or receiving documents that are interfering with the use of your budget. Sungard Higher Education 2006 Reports Page 5

6 This page is left blank intentionally. Coast Community College District Fall 2006 Reports Page 6

7 Section B: FGIBDST Obtaining Balances Procedure Follow these steps to create the parameters of the FGIBDST report you need. Step Action 1 Access Banner and enter your ID and password. 2 Click in and type FGIBDST. 3 Press / 4 Before you start, verify that Chart is at C. 5 Verify you are using the correct Fiscal Year. If not, highlight the number and enter the correct year. 6 Click inside the Organization text box and type in the organization number. If you are unsure of the organization number, click the search arrow ( ) next to the box. Sungard Higher Education 2006 Reports Page 7

8 Section B: FGIBDST Obtaining Balances (Continued) 7 Once you have your Organization number, press t and Banner will populate the Fund and Program for you. 8 Click (Next Block) or press c + W to move to the next block. Banner populates the information based on the Organization number. Note: there is a scroll bar on the right if you need to find or see more detail. 9 Entries are grouped by account code (left hand side). 10 Available balance for each account code is listed in the far right-handed column. 11 Banner shows the line total available balance for each account code on this screen. To calculate your Net total available balance, use this formula: (ignore any negative signs on the amounts) Adj Budget YTD Activity Commitments = Total Available Balance For example: 319,240 50, = 180, Coast Community College District Fall 2006 Reports - FGIBDST Page 8

9 Section B: FGIBDST Drilling Down for Details Procedure Follow these steps to drill down for details on a particular account. Step Action 1 Select an Account number by clicking on it. 2 Click on the Options menu and slide down to Transaction Detail Information (FGITRND) Sungard Higher Education 2006 Reports Page 9

10 Section B: FGIBDST Drilling Down for Details FGITRND will list all transactions associated with a particular Account code. 4 Once you are done viewing FGITRND, click the black. 5 You have two options: If you are finished with the report, then click the black to close FGIBDST. If you need to look up more balances, click on rollback ( ) until you are at a clear screen and repeat steps 3-8 on pages 6-7. Coast Community College District Fall 2006 Reports - FGIBDST Page 10

11 Section C: FGIENCD Query Instructions Procedure Follow these steps to create the parameters of FGIENCD report you need. Step Action 1 Access Banner and enter your ID and password. 2 Click in and type FGIENCD. 3 Press / 4 Click the Search button (the down arrow), and the Encumbrance List Form (FGIENCB) displays. Note: If you have the encumbrance document number (e.g. PO number), type it in the Encumbrance field and proceed to step Click the Enter Query icon on the toolbar or hit the 7 key. Sungard Higher Education 2006 Reports - FGIENCD Page 11

12 Section C: FGIENCD Query Instructions 6 Press the t key twice to advance to the Description field and type a partial description followed by a % sign (which serves as a wildcard). e.g. Office% Note: Use Title Case. 7 Click the Execute Query icon on the toolbar or hit the 8 key. 8 Double-click the appropriate encumbrance number to select it. Coast Community College District Fall 2006 Reports - FGIENCD Page 12

13 Section C: FGIENCD Query Instructions 9 FGIENCD displays with the encumbrance document number in it. 10 Click (Next Block) or press c + W to move to the next block. 11 Review the results. 12 Click the Exit button to return to the main menu. Sungard Higher Education 2006 Reports - FGIENCD Page 13

14 Section D: eprint Log In to E-Print eprint eprint is an Internet-native application providing the District with a way to securely and quickly distribute reports to users across the institution. e~print uses a Web browser and free Adobe Reader to view and search reports. eprint interface is an integrated component of Banner which allows e~print to communicate with Banner to retrieve Banner users' security profiles. You should use Internet Explorer to access eprint reports. Procedure Step Action 1 Type in your browser address bar 2 Type your login information: User ID = Banner User ID (1stInitialLastname) Password = Banner Password 3 In the Repository field Click the Search Icon 4 Click on the Enter button select Finance Production Coast Community College District Fall 2006 Reports EPRINT Page 14

15 Section D: eprint Download a Report by Fund or Organization Introduction After logging into eprint you will see a list of reports. This list is the most recent version of each report. The Date column on the right-hand side indicates the date the report was created. New reports are posted each day at 6:00 am and noon. To access a report: Procedure Follow these steps to 1 Click on the Drill Icon next to the desired report. This will open the Report Detail screen for that report. 2 The Report Detail Screen lists all previous versions of the report. The most recent version appears at the top of the list. 3 Click on the Magnifying Glass Icon next to the report you want to view. Sungard Higher Education 2006 Reports EPRINT Page 15

16 Section D: eprint Download a Report by Fund or Organization (Continued) Procedure, continued Step Action 4 Click on the down arrow in the Page Key ( ) to select Fund or Organization. 5 Click in the Search: field 6 Enter your Fund or Org number in the Search box. Note: For General Fund accounts, search using your Organization number. For Designated Funds and Grants, search using your Fund number. 7 Click Go in the Search box 8 Click on the PDF icon. Your report is visible and can be viewed, printed or saved. Coast Community College District Fall 2006 Reports EPRINT Page 16

17 Section D: eprint View a Report Reading the Report Column 1 Adj Budget: Budget at the start of the fiscal year, plus or minus any budget adjustments 2 Current Period Activity: The month of the report 3 Year To Date Activity: Current fiscal year, including current period 4 Budget Reservations (same as encumbrances or commitments) 5 Available Balance for each account code 6 CMT TYP - Commitment Type Indicator: U = Uncommitted pre-encumbrances, C=Committed encumbrances (Leave blank for all commitments) Report Notes: 1 The NET line at the bottom of the report shows the available balance. 2 GENERAL FUND ACCOUNTS a negative number indicates a positive available balance. 3 Total available balance a negative number indicates a positive balance 4 Labor available balance includes Student Help 5 Non-Labor available balance Supplies, Service & Materials (SS&M), Travel and Equipment Sungard Higher Education 2006 Reports EPRINT Page 17

18 Section D: eprint Report by Account Report by Account To find a report by account: Procedure Follow these steps to Step Action 1 Login using the instructions on page 13. Click on the Drill Icon next to the desired report. This will open the Report Detail screen 2. for that report. The Report Detail Screen lists all previous versions of the report. The most recent 3. version appears at the top of the list. 4. Click on the Magnifying Glass Icon next to the report you want to view. In the Search screen add a beginning range such as Tab to the next field and type in an end range. e.g Click GO to the right of the Range Coast Community College District Fall 2006 Reports EPRINT Page 18

19 Section D: eprint Report by Account(Continued) Procedure, continued Step Action 7 Select PDF 8 Read Report as previously described. Sungard Higher Education 2006 Reports EPRINT Page 19

20 Section D: eprint Returning to eprint It is recommended that you not print your reports as they are old as soon as they are printed. Again, eprint is updated twice daily. To return to eprint after viewing the PDF Report: Procedure Follow these steps to Step Action 1 Click on the Back button on your browser. 2 Click on the Finance Production link to return to the eprint report menu. 3 Click on Log Out Coast Community College District Fall 2006 Reports EPRINT Page 20

21 Section E: FGRBDSC Access the FGRBDSC Form Budget Status (Current Period) This report will provide a current look at a period to date including Adjusted Budget, Current Period Activity, Year to Date Activity, Encumbrances (Budget Reservations), and Available Balance for each account. Procedure Follow these steps. Step Action 1 Click in and type FGRBDSC then press /. You are in the Process Submission Controls GJAPCTL. Sungard Higher Education 2006 Reports FGRBDSC Page 21

22 Section E: FGRBDSC Access the FGRBDSC Form (Continued) Procedure, continued 2 Click (Next Block) or press c + W to move to the next block; OR in this case you may click into the Printer field. 3 Select Database by double clicking the field and select DATABASE. Here in after this will default. Parameters in the Parameter Values Block will populate. 4 Click (Next Block) or press Ctr c + W to move to the next block. 5 Use the arrow F G key(s) and the vertical scroll bar on the right to enter values. Coast Community College District Fall 2006 Reports - FGRBDSC Page 22

23 Section E: FGRBDSC Access the FGRBDSC Form (Continued) Procedure, continued Step Action 6 Enter values in the Values fields. Parameters Values 1 Fiscal Year 07 (default) 2 Chart of Accounts C (default) 3 From Fund Code (example ) 4 To Fund Code (example ) 5 From Organization Code (example ) 6 To Organization Code (example ) 7 From Account Code (example 4312 leave blank to retrieve all) 8 To Account Code (example 4312 leave blank to retrieve all) 9 As of Date (DD-MON-YYYY) 16-AUG-2006 (default) 10 Include Accrual Period Y (default Yes) 11 Print Report Totals Y (default Yes) 12 Print Net Totals Y (default Yes) 13 Commitment Type Indicator Blank (default) Note: U = Uncommitted pre-encumbrances, C=Committed encumbrances (Leave blank for all commitments) Sungard Higher Education 2006 Reports FGRBDSC Page 23

24 Section E: FGRBDSC Access the FGRBDSC Form (Continued) Procedure, continued Step Action 7 Click (Next Block) or press Ctrl+PgDn to move to the next block. 8 Click the Save Parameter Set box to retain the settings for future use. (Optional) 9 Click the Save icon on the toolbar while in the Submission Block. Note: You MUST be in the Submission Block when you click on Save. 10 The status bar shows both a Log file and a List file. The List file will be the one that is printed. Note: The parameter values are no longer displayed. Coast Community College District Fall 2006 Reports - FGRBDSC Page 24

25 Section E: FGRBDSC View On-Line View On-Line Procedure Follow these steps to Step Action 1 Go to Options menu and select Review Output [GJIREVO]. 2 In the Saved Output Review [GJIREVO] window double-click in the File Name field. 3 In the Available Files dialog box, select the fgrbdsc_#####.lis file from the Output File Name list. Sungard Higher Education 2006 Reports FGRBDSC Page 25

26 Section E: FGRBDSC View On-Line (Continued) Procedure, continued Step Action 4 Click 5. The report will be displayed in the form window pane. 6 Scroll to review the report. The last page will display the parameter values. Coast Community College District Fall 2006 Reports - FGRBDSC Page 26

27 Section F: FGRODTA Setting the Parameters Procedure Follow these steps to create parameters for the FGRODTA report you need. Step Action 1 Access Banner and enter your ID and password. 2 Click in and type FGRODTA. 3 Press / which opens the form. 4 Click (Next Block) or press c + W to move to the next block. 5 In the Printer field, enter DATABASE. This will print the report to the browser window, which can be saved as a text file or printed from the browser. 6 Click (Next Block) or press c + W to move to the next block. 7 The Parameter Field will be populated. Enter the Parameter Values for the report. Sungard Higher Education 2006 Reports - FGRODTA Page 27

28 Section F: FGRODTA Setting the Parameters (Continued) No. Parameters Values Tips 01 Fiscal Year 07 Default to current year 02 Chart of Accounts C Default to CCCD 03 From Organization Code 6 digit Orgn code e.g To Organization Code 6 digit Orgn code e.g From Fund Code 6 digit Fund code e.g To Fund Code 6 digit Fund code e.g Use the master chart of accounts book to select start orgn code Use the master chart of accounts book to select end orgn code Use the master chart of accounts book to select start fund code Use the master chart of accounts book to select end fund code 07 From Account Code 4 digit Account code Enter starting Account code e.g To Account Code 4 digit Account code e.g Enter ending Account code you want reported 09 From Date Enter date for beginning of Use format MMDDYY report 10 To Date Enter date for end of report Use format MMDDYY 11, 12, 13 Use default values 8 Note: Within the Parameter Values, there is a Context Specific Status area describing you what to enter. Coast Community College District Fall 2006 Reports - FGRODTA Page 28

29 Section F: FGRODTA Setting the Parameters (Continued) 9 Click (Next Block) or press c+ W to move to the next block. 10 The system does not save the parameters unless specified. Parameters are printed at the end of ALL reports from Banner. 11 Click in the Save Parameter Set box to retain the settings for future use. (Optional) 12 Click the Save icon on the toolbar while in the Submission Block. Note: You MUST be in the Submission Block when you click on Save. 13 t to Description. Enter a short description to identify the parameter set. 14 Click on the Save Disc icon ( ). In the status bar, you will get a log number and file number information. ( ) If you choose to save the parameter, you will get the following box: Click OK. 15 Go to the Options Menu and choose Review Output 16 Sungard Higher Education 2006 Reports - FGRODTA Page 29

30 Section F: FGRODTA Setting the Parameters (Continued) 17 Double click within the File Name field 18 Double click the.lis file name to retrieve the report. Coast Community College District Fall 2006 Reports - FGRODTA Page 30

31 Section F: FGRODTA Viewing Report Procedure Follow these steps to print your report Step Action 1 With the report open, go to Options menu and choose Show Document (Save and Print File) 2 You will get the following screen: Click button. 3 You will get another web browser page with the report. 4 Go to File > Page Setup Sungard Higher Education 2006 Reports - FGRODTA Page 31

32 Section F: FGRODTA Printing Report 5 Change the Orientation to Landscape 6 Change Margins in all four boxes to.25 for maximum page print area. 7 Click the button. 8 Go to File > Print 9 Choose Print and complete your normal printing protocol. 10 When done, click the red ( ) to close out the report window, and will take you back to Banner. 11 Click the black to close report in Banner and return to FGRODTA screen and you can either do another report or close FGRODTA screen by clicking the. Coast Community College District Fall 2006 Reports - FGRODTA Page 32

33 Section G: FGRIDOC View Incomplete Documents To view your incomplete documents, follow these steps. Step Action 1 Access Banner and enter your ID and password. 2 Click in the enter FGRIDOC 3 Press / to go to the process 4 c + W or click next block to enter the Printer Control block 5 Enter the text: DATABASE to see your report on screen. Sungard Higher Education 2006 Reports - FGRODTA Page 33

34 Section G: FGRIDOC View Incomplete Documents (continued) 6 To simplify the process, in line one enter Y to Include All Document Types 7 Arrow down to the next line and enter your Native Banner user ID 8 c + W or click next block to go to Next block 9 You can choose to Save Parameters now by checking the box and entering in a Name and Description of the Parameter Set. This way you can retrieve your input fields by entering the short report title in the box: Parameter Set. 10 Click 0 to save, and enter or click the box to OK. (Note: once you save, the fields are empty.) Coast Community College District Fall 2006 Reports - FGRODTA Page 34

35 Section G: FGRIDOC View Incomplete Documents (continued) 11 Under the Options menu, select Review Output 12 Double-click in the box named: File Name to list your report. 13 The Output File Name should be the same as the Number to the left with a dot.lis extension. Double Click on the.lis file to view the output. 14 Review, save or print as needed. Sungard Higher Education 2006 Reports - FGRODTA Page 35

36 Section G: FGRIDOC Remove Incomplete Documents After reviewing your Incomplete Documents, they may be completed or deleted as needed. To remove a requisition, do the following: Step Action 1 To remove existing documents, go to the form in which they were originally entered. For example for a requisition, go to FPAREQN just as if entering a new Requisition, but enter in the existing Requisition number from the report. Remember, the only letter in the string is the first one. In the case of a Requisition, the letter R. When you go to the next block you will be able to view and edit your document. To delete, click Record Remove. Note the message at the bottom left. Press Delete Record again to delete this record. Enter Record, Remove again to delete. Coast Community College District Fall 2006 Reports - FGRODTA Page 36