Banner Finance 101 Self Service Training Penney Doughtie Banner Finance Trainer Revised 11/26/2014 Introduction to Banner Finance 101 Self Service Banner Training I Overview: This training demonstrates.
Download ReportTranscript Banner Finance 101 Self Service Training Penney Doughtie Banner Finance Trainer Revised 11/26/2014 Introduction to Banner Finance 101 Self Service Banner Training I Overview: This training demonstrates.
Banner Finance 101 Self Service Training Penney Doughtie Banner Finance Trainer Revised 11/26/2014 1 Introduction to Banner Finance 101 Self Service Banner Training I Overview: This training demonstrates how to log on to Banner Finance Self Service and explains the account structure. After completing this Training, the user will be able to: • Log into Banner Finance Self Service • Basic Knowledge of the FOAPAL- Account Structure 2 Chart of Accounts •The Chart of Accounts is the numbering system used by Banner to capture financial transactions and facilitate retrieval of information and financial reporting. The Chart of Accounts is defined by the letter “E”. •The chart of accounts structure is composed of six elements: Fund, Organization, Account, Program, Activity, and Location (FOAPAL). 3 FOAPAL Examples 4 Fund Optional Required Account Index Chart Fund Organization Account Program Activity Location A six-character code that identifies a self-balancing set of accounts and identifies ownership. •Cash is a part of every Fund. • Examples of Funds in Banner: 111170 141790 310900 EA3976- State Funds (East Campus) Special Funds Auxiliary Funds Foundations 5 Listed are the major fund types 6 Organization Optional Required Account Index Chart Fund Organization Organization Account Program Activity Location •A six-character code that identifies a budgetary unit and/or department. •Houses information regarding revenues, expenses and budgets. Examples of Organizations: 240901- AF Systems Coordination 512108- AA Financial Aid 630001- HS Nurse Administration 7 Account Optional Required Account Index Chart Fund Organization Account Account Program Activity Location •A five-character code that identifies objects (for example: assets, liabilities, revenues, labor, expenditures, transfers). •Account numbers first digit determines the type of account 1=Assets 2=Liabilities 3=Control Acct 4=Assets 5=Revenues 6=Salaries/Benefits 7=Expenses 8=Transfers Examples of Account Code: 50111 60200 72181 73211 - Resident Tuition SPA Staff Salaries Education Supplies In-State Transportation Ground 8 Program Optional Required Account Index Chart Fund Organization Account Program Program Activity Location •All program codes equal 0000 with the exception of a few Grants which will expire soon. 9 Activity Optional Required Account Index Chart Fund Organization Account Program Activity Activity Location •An optional six-character code that is non-hierarchical and can be used to further define expenses (for example: physicians, trade skills, etc.). •Activity codes are often used to account for tracking of special events or physician activities. 10 Activity code for SOM Activity Code Activity Code Depa r tment Assi gnment Depa r tment Assi gnment A = Anes thes iology P = Peds B = BMT (SCT) Q = Rehab C = R = Rad Onc D = S = Surgery E = Emerg Med T = F = Fam Med U = G = GPA V = Basic Sci. Depts H = Firetower W = Academic Affs. I = X = J = Pathology Y = K = Radiology Z = L = LJCC M = Medicine N = Psych O = Ob/Gyn 11 Location Optional Required Account Index Chart Fund Organization Account Program Activity Location •An optional six-character code that is non-hierarchical and can be used to further define a location. •Location codes are only used in the Fixed Assets Module. 12 Banner Questions 13 Banner Finance 102 Self Service Training Penney Doughtie Banner Finance Trainer 14 Introduction to Banner Finance 102 Self Service Banner This training shows how to access Banner Budget Queries, defines the key fields needed, and demonstrates the tools required to get started. After completing this training, you will be able to perform: • • • • • ECU Budget Query Encumbrance Query View Document Budget Transfer Look Up Query (ECU Budget Query and Budget Transfer Forms) 15 Log in to Self Service Banner Go to the ECU Home Page http://www.ecu.edu/ Click OneStop 16 • • • Enter Pirate ID Enter Passphrase Select Banner Self Service from the Banner box 17 Click on Finance 18 Select the Desired Query 19 Banner Questions 20 ECU Budget Query This query provides budget information by Fund and Organization or Grant. 21 1. Click ECU Budget Query 22 2. Click Create a Query 23 3. Check each data column, then click Continue. 24 4. Enter Fiscal Year, Fiscal Period, Chart of Accounts=E, Fund, and Organization. Click “Submit Query” (***Do not enter any Account information) 25 26 Downloading Data to a Spreadsheet •Banner Self Service allows the ECU Budget Query to be downloaded to a Microsoft Excel Spreadsheet to review budget information. The spreadsheet can be edited/formatted/printed for further analysis, calculation, etc. •Click the “Download Selected Columns” button located at the bottom of the query. 27 Click “Download Selected Columns” 28 The drill down feature will list the Year-to-Date transactions. Click on the desired amount. The details will populate automatically. 29 The details can be downloaded to an Excel spreadsheet by clicking “Download” located at the bottom of the page. 30 Code Look Up • This helpful tool is located on the ECU Budget Query and can be used by clicking on the desired field name. • Code Look Up can be used to search FOAP elements, commodities, and other information. • Code Look Up will only return the results with a perfect match. Use the % (percent symbol) to expand the search. For example if %Systems% is entered in the “Title Criteria” field only descriptions with “Systems” will be in the results entered in the “Title Criteria” field only descriptions with “Systems” will be in the results. If “Systems” is abbreviated then it would not be included in the results. 31 For Example – Click Organization 32 Enter a portion of the title (using the % before and after) in the “Title Criteria” field. Press “Execute Query” to view the results. 33 Click on desired Organization number or click “Exit without Value” 34 Banner Questions 35 Encumbrance Query This query will list the encumbrance information (open/closed purchase orders) for a specific FOAP (Fund, Organization, Account, and Program.) 36 1. Click ECU Encumbrance Query 37 Enter Fiscal Year, Fiscal Period, Encumbrance Status =Open , Chart of Accounts =E, Fund, and Organization. Click Submit Query. 38 39 Closely review all open encumbrances to determine if a manual liquidation is needed in PORT. Contact Materials Management to request “manual liquidation” in PORT and Banner Finance. Log onto OneStop Select “PORT” Select desired Purchase Order under “Action Items” Click “Available Action” (on the top right) Select “Add a Comment” Click “Go” Type an explanation in the comment box including the reason why manual liquidation is needed. Click “Add Comment” You may also call Materials Management at 328-6434 or Systems Coordination at 328-2706. 40 The drill down feature will allow the user to view the purchase order details by clicking on the purchase order number. 41 Banner Questions 42 View Document This query will display the details of the document. Examples: J=Journal Voucher P=Purchase Order I=Invoices 43 1. Click View Document 44 2. Choose type (from the drop down box), enter the Document Number including the Alpha Prefix. Click View Document. 45 46 Budget Transfer This training will demonstrate how to access the Banner Finance Budget Transfer and define the key fields required. 47 •This query allows end users to move budget dollars from one budget pool account to another budget pool account within the same FUND. (Always use the same fund number for both “To” and “From” FOAP) •This process is for single line transfers. •Rule Code (transaction type) ‘B22’ is for temporary Budget Transfers using operating accounts. The account numbers must start with “7” only budget pool accounts lines - (See list on page 58). •Rule Code (transaction type) “B44” is for temporary Budget Transfers from State Temporary Salaries/Wages (60501/60502) and Student Wages (60521/60522) to State Operating Dollars and vise versa. •Budget Transfers for Grant FOAPs (Grant Funds begin with a “2”) are processed by the Grants Administration Office. •The Budget Period is always current month. 48 1. Click Budget Transfer 49 2. Enter Transfer Amount, Chart=E, Fund, Organization, Account, Program, Description and Budget Period. The Budget Period is always the current period. The Journal Type is “B22” or “B44”. 50 Budget Transfer Confirmation 51 Banner Questions 52 Code Look Up • This helpful tool is located on the bottom of the Budget Transfer section and it can be used at anytime. • Code Look Up can be used to search chart elements, commodities, and other information. • Code Look Up will only return the results with a perfect match. Use the % (percent symbol) to expand the search. For example if %Systems% is entered in the “Title Criteria” field only descriptions with “Systems” will be in the results. If “Systems” is abbreviated then it would not be included in the results. 53 Select type from the drop down box, enter Title Criteria using the %, click Execute Query. 54 55 Banner Questions 56 Helpful Information 57 Helpful Rule Codes (also called Transaction Type) Rule Code ADEI BD01 B22 CORD D44 E090 HGRB HGRS INEI INNI J51 J63 PORD R30 SI1 SI3 SI5 XYZ Description Additional charges on Invoice Original Budget Temporary budget transfer Purchase Order Change Disbursement adjustment Year End Encumbrance Accrual HR Benefit Transactions HR Salary Payroll Transactions Invoice with encumbrance (purchase order) Invoice without encumbrance (no purchase order) Internal Sales (ECU departments billings within ECU ID Charge / Journal Entry Purchase Order Cash Receipt Medical Supplies Storeroom Office Supplies Storeroom Maintenance Supplies Storeroom Miscellaneous Cash Receipt 58 BANNER OPERATING BUDGET ACCOUNTS Also known as Budget Pool Accounts 72000 72350 72400 73000 73200 73400 73600 73700 73800 73950 74060 75000 Supplies Budget Library Books Budget Equipment Budget Contractual Services Budget Travel Budget Current Services Budget Fixed Charges Budget Other Expenses & Adj Pool Undistributed Budget Grants and Aides Education Awards Utilities Budget BANNER SALARY BUDGET ACCOUNTS 60000 60100 60150 60200 60250 61200 Miscellaneous Salary Budget EPA Non Teaching Salary Budget EPA Faculty Salary Budget SPA Staff Salary Budget SPA LEO Salary Budget Benefits Budget 59 To Request Security Access The following website provides detailed instructions on how to request Banner Finance Security Access. http://www.ecu.edu/cs-admin/financial_serv/Securityindex.cfm If you have questions regarding this security form, please contact Penney Doughtie [email protected] or 328-2706. 60 Thank you for your time! I hope you enjoyed Banner Finance Training! What to do and how to get help after training: •Please feel free to contact any of the Systems Coordination staff located at http://www.ecu.edu/syscoord/ •Other Banner Training Courses located on the OneStop under “Cornerstone” Banner 103 – INB •e~Print Report Training •ODS – Operational Data Store • 61