Banner Finance. Banner Navigation Quick Hints Managing your Banner Account Setting Up My Banner... 11

Transcription

1 BANNER FINANCE

2 Banner Finance Banner Navigation... 7 Quick Hints Managing your Banner Account Setting Up My Banner Document History [FOIDOCH] Budget Availability Status [FGIBAVL] Organization Budget Status [FGIBDST] Extracting Data from a list of records Grant Inception to Date [FRIGITD] Trial Balance Summary [FGITBSR] Organization Budget Summary [FGIBSUM] Entity Name/ID Search [FTIIDEN] Banner Finance modified April 16, 2014 Page 2 of 22

3 Banner Finance System Chart of Accounts One facet of using Banner is familiarity with the chart of accounts. The diagram below illustrates Banner accounting terms. BANNER FOAPAL (# characters) C Chart (1) F Fund (1-6) * Type of money O Organization (1-6) Whose money A Account (1-6) * What is being spent/receipted P Program (1-6) Why (purpose of expenditure/receipt) A Activity (1-6) L Location (1-6) Banner Finance modified April 16, 2014 Page 3 of 22

4 Fund - Required A Banner fund is a numeric designation for a fiscal and accounting entity with a set of accounts in which transactions are recorded and segregated to carry on specific activities or attain certain objectives in accordance with the prevailing regulations, restrictions, or limitations. Financial managers are established at this level. For grants, the financial manager is the principal investigator. Where Money Comes From General Funds - Departmental Trust - Departmental Trust - Overhead Auxiliary Capital Improvement Contract & Grant Endowment Loan Funds Agency Funds Data Entry Range 1xxxxx 2xxxxx 331xxx 337xxx 335xxx 77xxxx 5xxxxx 6xxxxx 6xxxxx 999xxx Organization - Required The 5-digit Organization Code represents the Division, School, and Department. It will default based on your fund. The following chart outlines the high-level breakdown of Orgs at ECSU. In general, the first digit of the organization code correlates to its related division. Whose Money Data Entry Range Chancellor 20xxx Academic Affairs 30xxx Business & Finance 40xxx Student Affairs 50xxx Institutional Advancement 60xxx Unknown 70xxx Banner Finance modified April 16, 2014 Page 4 of 22

5 Account - Required The Account Code is the numeric designation for individual asset, liability, equity, revenue, expenditure and/or transfer account classifications. The chart below outlines the basic breakdown of the Account. What is Spent/Receipted Revenues Expenditures Fund Balance Assets Liabilities Budget Pools Data Entry Range 2xxxx 1xxxx 5xxxx 3xxxx 4xxxx 7xxxx When considering Expenditures, there are two types of accounts to consider: budget pools and expenditure detail accounts. Budget Pools allow budget planning and management by expense type (i.e. Services, Supplies). Banner Finance modified April 16, 2014 Page 5 of 22

6 Program - Required The program code is the numeric designation for group activities, operations or other units directed to attaining specific purposes or objectives. These are defined by the National Association of Colleges and University Business Officers Standards. The program code will default based on your fund. The chart below outlines a few of the program codes. Why Money Spent/Receipted Data Entry Values Instruction 101 Summer-Term Instruction 102 Non-Credit Receipts Supported Instruction 103 Activity - Optional Organized Research 110 Community Services 142 Libraries 151 General Academic Support 152 Student Services 160 The Activity Code is the alphanumeric designation for special events or projects. When using the Activity field, there is no warning to the user to input this data and there is no budgetary control over this element. Location - Optional The location code is the alphanumeric designation for physical places or sites. This is primarily used for fixed asset accounting. The location code is designed to indicate the building and room number where the item will reside. Use the location code field in requisitions for purchases of $5000 or more from account codes that start with 15 (except account codes that start with 156). Etc. Banner Finance modified April 16, 2014 Page 6 of 22

7 Banner Navigation This section will examine various methods of navigating within Banner Finance. Banner uses the term form to represent a Banner screen. A form may have multiple windows associated with it. The first element to know is how to access a form. Several navigation methods are available; the primary ones are listed and described below. Main Menu An overview of Banner arranged in a top to bottom level format: system, module, and form. My Banner Build a custom menu for yourself. Direct Access Access a form by typing its name. Options Menu From within a form you can access other forms, windows and blocks related to the current form. Direct Access Your Personal Menu Banner Main Menu Double click the folder to expand and collapse the menu. Double click or press Enter to open the form. Banner Finance modified April 16, 2014 Page 7 of 22

8 The next component to understand is the various parts of a form. Forms contain the following parts: Title Bar Menu Bar Toolbar Blocks - Key Block and Information Block(s) Auto Hint and Status Line Title Bar Options Menu Menu Bar Toolbar Key Block Information Block Auto Hint and Status Line Title Bar The title bar of a form shows the descriptive name, 7-character code name, version number and database name. The title bar of a window will show the name of the information area, along with the other information. Menu Bar The menu bar contains pull-down menus of functions and commands that can be performed in Banner. Other areas of information can also be accessed through the menu bar. If the menu bar item is grey, the item is disabled for that particular form or condition. Toolbar The toolbar, found along the top of all Banner forms, provides a common interface across the entire Banner product. When you move your cursor to a button in a toolbar and pause, a yellow bubble appears that describes the function of the button. Functions like Save, Rollback, Insert Record, etc. can be performed by clicking various toolbar buttons. Banner Finance modified April 16, 2014 Page 8 of 22

9 View of the Horizontal Toolbar Some of the most commonly used icons are listed below. Icon Used for 1. Rollback clears all information (except key information) and returns you to the first enterable field in the key block. If you enter changes and do not save them before trying to roll back, you are prompted to save. 2. Select value to return to form. 3. Previous Record moves cursor to the previous record. 4. Next Record moves cursor to the next record. 5. Previous Block - moves the cursor to the previous block that has at least one enterable field. 6. Next Block moves the cursor to the next block that has at least one enterable field. 7. Enter Query - puts the form into query mode so you can enter search criteria to see what information is already in the database. 8. Execute Query in query mode, searches the database and displays all records that match your search criteria. 9. Cancel Query removes all data and is ready for you to enter another query. 10. Exit if you re in a form, exits the form and returns to the main menu. If you re on the main menu, exits the Banner application. Key Blocks The Key Block is the first block on most forms. The information in this block determines what is entered or displayed in a form. Information cannot be updated in a key block. The only way to return to the Key Block once you have moved out of it is by using the Rollback function. Information Blocks Information blocks contain related information on a form. Usually a line separates the different blocks on a window. Auto Hint and Status Line The Auto Hint and Status Line will display a variety of information depending on the form and condition. Here you will find: Hints on the field the cursor is in. Certain error messages The number of records already displayed Whether there are records above (^) or below (v) the current record. If a field has a List of Values <List> associated with it. Banner Finance modified April 16, 2014 Page 9 of 22

10 Banner Finance Form Naming Conventions The forms within Banner Finance are accessible by typing their 7 character form name in Direct Access (the field on the Main Menu). These form names have the following structure: Position 1- Identifies the primary system owning the form, report, job, or table Position 2 - Identifies the module owning the form, report, job, or table F Finance A Accounts Payable G General Ledger O Operations P Purchasing/Procurement R Research Accounting G General U Utility Position 3 - Identifies the type of form, report, job, or table Positions 4, 5, 6, and 7 uniquely identify the form, report, job, or table. Examples: FOIDOCH FGIBDST FGIBAVL FGITRND FGITBSR FGIGLAC I Inquiry form A Application form Document History Organization Budget Status Budget Availability Detail Transaction Activity Trial Balance Summary General Ledger Activity Quick Hints Banner runs with two windows open. Closing one of the windows will end the Banner session. The wildcards for Banner querying are _ (one space) and % (zero or more spaces). For example, IN% any beginning with IN %APR-2014% any that contains APR-2014 %CA any ending with CA _B% any with occurrence B in 2nd character Use F5 on your keyboard to display the direct access field. This is useful if you want to access another Banner form without exiting the current form. To check available balance: FGIBAVL FRIGITD To view detail transactions: FGITRND FGIGLAC Budget Summary Budget Pools Fiscal Year Grant Inception to Date Grant period Detail Transaction Activity Operating Ledger Detail Transaction Activity General Ledger Banner Finance modified April 16, 2014 Page 10 of 22

11 Managing your Banner Account Set up User Preferences to enable all the features of Banner and personalize the Main Menu. Click on File from the menu bar and choose Preferences from the drop down list. Click inside the blank check boxes for Display Form Name on Menu and Include Header Row in Data Extract and save your changes. When you exit this tab, an alert box will appear to tell you that your changes will take effect after logging off and back on to Banner. Click on the Menu Settings tab and change the User Default to *PERSONAL and save your changes. Setting Up My Banner This section will explain how to organize your personal menu called My Banner. 1. Double click on the My Banner folder. 2. An option entitled Empty: Select to build. will display. Double click on the option. 3. The following form will display. Click on the save icon to commit the changes. Double click to select the desired forms from the list and use the arrow buttons to move to your personal menu. Or type the objects in from the list on the next page. Banner Finance modified April 16, 2014 Page 11 of 22

12 4. Type the following quick keys in the object field or double click on each of the following forms (listed in alphabetical order by description). Be sure the text color turns to blue when selecting. [FGIBAVL] Budget Availability Status (use only for funds budgeted on a fiscal year basis) [FGIBDST] Organization Budget Status (shows detail expense and revenue accounts) [FOIDOCH] Document History (to search for documents related to the purchase order) [FGITBSR] Trial Balance Summary (to see cash or fund balance) [FRIGITD] Grant Inception-to-Date (use this form for grants) [FTIIDEN] Entity Name/ID Search (use this form to find vendors in Banner Finance) 5. After inserting the forms to be displayed in the My Banner menu, click the Save icon. 6. Click the Exit icon. The My Banner menu will be displayed after you logout of Banner and log back in. Banner Finance modified April 16, 2014 Page 12 of 22

13 Document History [FOIDOCH] Use this form to check the status of a Purchase Order or other related document. Click the next block icon to get to the information blocks. Then, use Options from the menu bar to look at each of the documents in the information blocks. Banner Finance modified April 16, 2014 Page 13 of 22

14 Budget Availability Status [FGIBAVL] Before entering or approving a requisition in Viking Shoppes you must check the budget to ensure that funds are available. Use this form to view the overall year-to-date activity in a fund by budget pool. This form requires the account in the key block. To see all accounts, enter as the account code, then, click on the next block icon. Budget pool accounts are listed numerically. Notes: Budgets for most funds are in budget pools rather than in the individual expense account. You will not be able to Use Options from the menu bar to drill down for more detail on a budget pool from this form. Banner Finance modified April 16, 2014 Page 14 of 22

15 Organization Budget Status [FGIBDST] Use this form to view the overall year-to-date activity for each account used in a fund during the fiscal year. Accounts are listed numerically starting with expense accounts (1####) and ending with budget pools (7#####). Uncheck Include Revenue Accounts in the key block to see the total of all expense accounts. Use Options from the menu bar to drill down for more detail on an account (from Options, choose Transaction Detail Information ). Note If budget pools are used, detail expense accounts will not show budget information. Likewise budget pools will not show year-to-date activity or commitments. Banner Finance modified April 16, 2014 Page 15 of 22

16 Extracting Data from a list of records Banner will allow you to extract data on some forms to Excel. This feature may be available on forms where Extract Data is an option under the Help Menu. If the option is grayed out, the extract functionality is not available. a. Select Help from the menu bar and choose Extract Data No Key. b. The following window will display. Click Open. Banner Finance modified April 16, 2014 Page 16 of 22

17 Excel will open in a new Internet Explorer window and the transaction information will display. Save the file changing the type to an Excel workbook. c. Close the Excel file window by clicking X. Banner Finance modified April 16, 2014 Page 17 of 22

18 Grant Inception to Date [FRIGITD] Use this form to view the budget, activity, commitments and available balance for a grant. Enter the fund in the key block and perform a next block function. The activity represented is not limited to fiscal year-to-date. Use Options from the menu bar to drill down for more detail on an account (from Options, choose Transaction Detail Information ). Banner Finance modified April 16, 2014 Page 18 of 22

19 Trial Balance Summary [FGITBSR] This form allows users to query the account balances for a fund. It is an on-line trial balance showing the current account balance and the beginning of the year balance for assets, liabilities, and fund balance accounts including operating control accounts. The current fund balance is assets minus liabilities. Banner Finance modified April 16, 2014 Page 19 of 22

20 Organization Budget Summary [FGIBSUM] Use the Organization Budget Summary Form to view summarized budget information by userdefined account type for a selected organization/fund combination. Access this form from the General Budget Query Forms Menu (*FINGBUDQ) or by selecting Budget Summary Information from the options list on the Organization Budget Status Form (FGIBDST). FGIBSUM provides an online view of the organization's budget, year-to-date activity, reserve, and available balance summarized by major category type (Revenue, Labor, Direct Expenditures and Transfers, or other user-defined type). Banner Finance modified April 16, 2014 Page 20 of 22

21 Access the Budget Status Information [FGIBDST] through options for more detail information. Banner Finance modified April 16, 2014 Page 21 of 22

22 Entity Name/ID Search [FTIIDEN] Use this form to search for Vendors in Banner. This is useful when you need the vendor s Banner ID for request forms (i.e. Direct Pay Form and Travel Advance Form). Banner Finance modified April 16, 2014 Page 22 of 22