1 Banner Finance 101 Self Service Training Penney Doughtie Banner Finance Trainer Revised...

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Banner Finance 101Banner Finance 101Self Service TrainingSelf Service Training

Penney DoughtiePenney Doughtie

Banner Finance TrainerBanner Finance TrainerRevised 11/26/2014Revised 11/26/2014

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Introduction to Banner Finance 101 Introduction to Banner Finance 101 Self Service BannerSelf Service Banner

Training I Overview: This training demonstrates how to log Training I Overview: This training demonstrates how to log on to Banner Finance Self Service and explains the account on to Banner Finance Self Service and explains the account structure.structure.

After completing this Training, the user will be able to:After completing this Training, the user will be able to:

• Log into Banner Finance Self ServiceLog into Banner Finance Self Service• Basic Knowledge of the FOAPAL- Account StructureBasic Knowledge of the FOAPAL- Account Structure

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Chart of AccountsChart of Accounts•The Chart of Accounts is the The Chart of Accounts is the numbering system used by Banner numbering system used by Banner to capture financial transactions to capture financial transactions and facilitate retrieval of information and facilitate retrieval of information and financial reporting. The Chart and financial reporting. The Chart of Accounts is defined by the letter of Accounts is defined by the letter “E”.“E”.

•The chart of accounts structure is The chart of accounts structure is composed of six elements: Fund, composed of six elements: Fund, Organization, Account, Program, Organization, Account, Program, Activity, and Location (FOAPAL).Activity, and Location (FOAPAL).

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FOAPAL ExamplesFOAPAL Examples

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FundFund

•A six-character code that identifies a self-balancing set of accounts A six-character code that identifies a self-balancing set of accounts and identifies ownership. and identifies ownership. •Cash is a part of every Fund.Cash is a part of every Fund.

Examples of Funds in Banner:Examples of Funds in Banner:

111170111170 - State Funds (East Campus)- State Funds (East Campus)141790141790 - Special Funds- Special Funds310900310900 - Auxiliary Funds- Auxiliary FundsEA3976- FoundationsEA3976- Foundations

FundAccount Index Chart Organization Activity LocationAccount Program

Required Optional

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Listed are the major fund typesListed are the major fund types

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OrganizationOrganization

•A six-character code that identifies a budgetary unit A six-character code that identifies a budgetary unit and/or department. and/or department.•Houses information regarding revenues, expenses Houses information regarding revenues, expenses and budgets.and budgets.

Examples of Organizations:Examples of Organizations:240901- AF Systems Coordination240901- AF Systems Coordination512108- AA Financial Aid 512108- AA Financial Aid 630001- HS Nurse Administration630001- HS Nurse Administration

Account Index Chart Fund Organization Activity LocationAccount Program

Required Optional

Organization

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AccountAccount

•A five-character code that identifies objects (for example: A five-character code that identifies objects (for example: assets, liabilities, revenues, labor, expenditures, transfers). assets, liabilities, revenues, labor, expenditures, transfers). •Account numbers first digit determines the type of accountAccount numbers first digit determines the type of account 1=Assets 2=Liabilities 3=Control Acct 4=Assets1=Assets 2=Liabilities 3=Control Acct 4=Assets 5=Revenues 6=Salaries/Benefits 7=Expenses 8=Transfers5=Revenues 6=Salaries/Benefits 7=Expenses 8=Transfers

Examples of Account Code:Examples of Account Code:

50111 - Resident Tuition50111 - Resident Tuition60200 - SPA Staff Salaries60200 - SPA Staff Salaries72181 - Education Supplies72181 - Education Supplies73211 - In-State Transportation Ground73211 - In-State Transportation Ground


Required Optional

Account

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ProgramProgram

•All program codes equal 0000 All program codes equal 0000 with the exception of a few Grants with the exception of a few Grants which will expire soon.which will expire soon.


Required Optional

Program

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ActivityActivity

•An optional six-character code that is non-hierarchical and can An optional six-character code that is non-hierarchical and can be used to further define expenses (for example: physicians, be used to further define expenses (for example: physicians, trade skills, etc.). trade skills, etc.).

•Activity codes are often used to account for tracking of special Activity codes are often used to account for tracking of special events or physician activities.events or physician activities.


Required Optional

Activity

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Activity code for SOMActivity code for SOM

A = Anesthesiology 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

Activity Code

Department Assignment

Activity Code

Department Assignment

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LocationLocation

•An optional six-character code that is non-hierarchical An optional six-character code that is non-hierarchical and can be used to further define a location. and can be used to further define a location.

•Location codes are Location codes are only usedonly used in the Fixed Assets in the Fixed Assets Module.Module.


Required Optional

Location

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Banner QuestionsBanner Questions

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Banner Finance 102Banner Finance 102Self Service TrainingSelf Service Training

Penney DoughtiePenney Doughtie

Banner Finance TrainerBanner Finance Trainer

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Introduction to Banner Finance 102Introduction to Banner Finance 102Self Service BannerSelf Service Banner

This training shows how to access Banner This training shows how to access Banner Budget Queries, defines the key fields Budget Queries, defines the key fields

needed, and demonstrates the tools required needed, and demonstrates the tools required to get started.to get started.

After completing this training, you will be able to perform:After completing this training, you will be able to perform:

• ECU Budget QueryECU Budget Query• Encumbrance QueryEncumbrance Query• View DocumentView Document• Budget TransferBudget Transfer• Look Up Query (ECU Budget Query and Budget Transfer Forms)Look Up Query (ECU Budget Query and Budget Transfer Forms)

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Log in to Self Service BannerLog in to Self Service Banner

Go to the ECU Home PageGo to the ECU Home Page

http://www.ecu.edu/

Click OneStopClick OneStop

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• Enter Pirate IDEnter Pirate ID• Enter PassphraseEnter Passphrase

• Select Banner Self Service Select Banner Self Service

from the Banner boxfrom the Banner box

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Click on FinanceClick on Finance

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Select the Desired QuerySelect the Desired Query

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ECU Budget QueryECU Budget Query

This query provides budget informationThis query provides budget information

by Fund and Organization or Grant.by Fund and Organization or Grant.

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1. Click ECU Budget Query1. Click ECU Budget Query

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2. Click Create a Query2. Click Create a Query

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3. Check each data column, then 3. Check each data column, then click Continue. click Continue.

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4. Enter Fiscal Year, Fiscal Period, Chart of4. Enter Fiscal Year, Fiscal Period, Chart of Accounts=E, Fund, and Organization. Click “Submit Accounts=E, Fund, and Organization. Click “Submit

Query” (***Do not enter any Account information) Query” (***Do not enter any Account information)

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Downloading Data to a SpreadsheetDownloading Data to a Spreadsheet

•Banner Self Service allows the ECU Budget Query Banner Self Service allows the ECU Budget Query to be downloaded to a Microsoft Excel Spreadsheet to be downloaded to a Microsoft Excel Spreadsheet to review budget information. The spreadsheet can to review budget information. The spreadsheet can be edited/formatted/printed for further analysis, be edited/formatted/printed for further analysis, calculation, etc. calculation, etc.

•Click the “Download Selected Columns” button Click the “Download Selected Columns” button located at the bottom of the query.located at the bottom of the query.

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Click “Download Selected Columns”Click “Download Selected Columns”

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The drill down feature will list the Year-to-Date transactions. Click on the desired amount. The details will populate automatically.

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The details can be downloaded to an Excel spreadsheet by clicking “Download” located at the bottom of the page.

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Code Look UpCode Look Up• This helpful tool is located on the ECU Budget Query This helpful tool is located on the ECU Budget Query

and can be used by clicking on the desired field name.and can be used by clicking on the desired field name.

• Code Look Up can be used to search FOAP elements, Code Look Up can be used to search FOAP elements, commodities, and other information.commodities, and other information.

• Code Look Up will only return the results with a perfect Code Look Up will only return the results with a perfect match. Use the % (percent symbol) to expand the match. Use the % (percent symbol) to expand the search. For example if %Systems% is entered in the search. For example if %Systems% is entered in the “Title Criteria” field only descriptions with “Systems” will “Title Criteria” field only descriptions with “Systems” will be in the results entered in the “Title Criteria” field only be in the results entered in the “Title Criteria” field only descriptions with “Systems” will be in the results. If descriptions with “Systems” will be in the results. If “Systems” is abbreviated then it would not be included “Systems” is abbreviated then it would not be included in the results.in the results.

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For Example – Click OrganizationFor Example – Click Organization

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Enter a portion of the title (using the % before and Enter a portion of the title (using the % before and after) in the “Title Criteria” field.after) in the “Title Criteria” field.

Press “Execute Query” to view the results.Press “Execute Query” to view the results.

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Click on desired Organization Click on desired Organization number or click “Exit without Value”number or click “Exit without Value”

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Encumbrance QueryEncumbrance Query

This query will list the encumbrance This query will list the encumbrance information (open/closed purchase orders) information (open/closed purchase orders) for a specific FOAP (Fund, Organization, for a specific FOAP (Fund, Organization, Account, and Program.)Account, and Program.)

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1. Click ECU Encumbrance Query1. Click ECU Encumbrance Query

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Enter Fiscal Year, Fiscal Period, Encumbrance Status =Open ,Enter Fiscal Year, Fiscal Period, Encumbrance Status =Open ,Chart of Accounts =E, Fund, and Organization. Click Submit Query.Chart of Accounts =E, Fund, and Organization. Click Submit Query.

Closely review all open encumbrances to determine if a manual Closely review all open encumbrances to determine if a manual liquidation is needed in PORT.liquidation is needed in PORT.

Contact Materials Management to request “manual liquidation” in Contact Materials Management to request “manual liquidation” in PORT and Banner Finance.PORT and Banner Finance. Log onto OneStopLog onto OneStopSelect “PORT”Select “PORT”Select desired Purchase Order under “Action Items”Select desired Purchase Order under “Action Items”Click “Available Action” (on the top right)Click “Available Action” (on the top right)Select “Add a Comment”Select “Add a Comment”Click “Go”Click “Go”Type an explanation in the comment box including the reason why Type an explanation in the comment box including the reason why manual liquidation is needed. manual liquidation is needed. Click “Add Comment” Click “Add Comment”

You may also call Materials Management at 328-6434 or Systems You may also call Materials Management at 328-6434 or Systems Coordination at 328-2706. Coordination at 328-2706.

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The drill down feature will allow the user to view the purchase order details by clicking on the purchase order number.

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View DocumentView Document

This query will display the details of the This query will display the details of the document.document.

Examples:Examples: J=Journal VoucherJ=Journal VoucherP=Purchase OrderP=Purchase OrderI=InvoicesI=Invoices

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1. Click View Document1. Click View Document

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2. Choose type (from the drop down box), enter2. Choose type (from the drop down box), enter the Document Number including the Alpha the Document Number including the Alpha Prefix. Click View Document. Prefix. Click View Document.

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Budget TransferBudget Transfer

This training will demonstrate how to This training will demonstrate how to access the Banner Finance Budget access the Banner Finance Budget Transfer and define the key fields Transfer and define the key fields required.required.

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•This query allows end users to move budget dollars from one budget This query allows end users to move budget dollars from one budget pool account to another budget pool account within the same FUND. pool account to another budget pool account within the same FUND. (Always use the same fund number for both “To” and “From” FOAP)(Always use the same fund number for both “To” and “From” FOAP)

•This process is for single line transfers.This process is for single line transfers.

•Rule Code (transaction type) ‘B22’ is for temporary Budget Transfers Rule Code (transaction type) ‘B22’ is for temporary Budget Transfers using operating accounts. The account numbers must start with “7” -using operating accounts. The account numbers must start with “7” -only budget pool accounts lines - (See list on page 58).only budget pool accounts lines - (See list on page 58).

•Rule Code (transaction type) “B44” is for temporary Budget Transfers Rule Code (transaction type) “B44” is for temporary Budget Transfers from from StateState Temporary Salaries/Wages (60501/60502) and Student Temporary Salaries/Wages (60501/60502) and Student Wages (60521/60522) to State Operating Dollars and vise versa.Wages (60521/60522) to State Operating Dollars and vise versa.

•Budget Transfers for Grant FOAPs (Grant Funds begin with a “2”) are Budget Transfers for Grant FOAPs (Grant Funds begin with a “2”) are processed by the Grants Administration Office. processed by the Grants Administration Office.

•The Budget Period is always current month.The Budget Period is always current month.

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1. Click Budget Transfer1. Click Budget Transfer

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2. Enter Transfer Amount, Chart=E, Fund, Organization, Account, 2. Enter Transfer Amount, Chart=E, Fund, Organization, Account, Program, Description and Budget Period. The Budget Period is Program, Description and Budget Period. The Budget Period is alwaysalways the current period. The Journal Type is “B22” or “B44”.the current period. The Journal Type is “B22” or “B44”.

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Budget Transfer ConfirmationBudget Transfer Confirmation

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Code Look UpCode Look Up• This helpful tool is located on the bottom of the Budget This helpful tool is located on the bottom of the Budget

Transfer section and it can be used at anytime.Transfer section and it can be used at anytime.

• Code Look Up can be used to search chart elements, Code Look Up can be used to search chart elements, commodities, and other information.commodities, and other information.

• Code Look Up will only return the results with a perfect Code Look Up will only return the results with a perfect match. Use the % (percent symbol) to expand the match. Use the % (percent symbol) to expand the search. For example if %Systems% is entered in the search. For example if %Systems% is entered in the “Title Criteria” field only descriptions with “Systems” will “Title Criteria” field only descriptions with “Systems” will be in the results. If “Systems” is abbreviated then it be in the results. If “Systems” is abbreviated then it would not be included in the results.would not be included in the results.

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Select type from the drop down box, enter Title Select type from the drop down box, enter Title Criteria using the %, click Execute Query.Criteria using the %, click Execute Query.

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Helpful InformationHelpful Information

Helpful Rule CodesHelpful Rule Codes(also called Transaction Type)(also called Transaction Type)

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Rule Code DescriptionADEI Additional charges on InvoiceBD01 Original BudgetB22 Temporary budget transferCORD Purchase Order ChangeD44 Disbursement adjustmentE090 Year End Encumbrance AccrualHGRB HR Benefit TransactionsHGRS HR Salary Payroll TransactionsINEI Invoice with encumbrance (purchase order)INNI Invoice without encumbrance (no purchase order)J51 Internal Sales (ECU departments billings within ECUJ63 ID Charge / Journal EntryPORD Purchase OrderR30 Cash ReceiptSI1 Medical Supplies StoreroomSI3 Office Supplies StoreroomSI5 Maintenance Supplies StoreroomXYZ Miscellaneous Cash Receipt

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BANNER OPERATING BUDGET ACCOUNTSAlso known as Budget Pool Accounts

72000 Supplies Budget72350 Library Books Budget72400 Equipment Budget73000 Contractual Services Budget73200 Travel Budget73400 Current Services Budget73600 Fixed Charges Budget73700 Other Expenses & Adj Pool73800 Undistributed Budget 73950 Grants and Aides74060 Education Awards75000 Utilities Budget

BANNER SALARY BUDGET ACCOUNTS

60000 Miscellaneous Salary Budget60100 EPA Non Teaching Salary Budget60150 EPA Faculty Salary Budget60200 SPA Staff Salary Budget60250 SPA LEO Salary Budget61200 Benefits Budget

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To Request Security AccessTo Request Security Access

The following website provides detailed The following website provides detailed instructions on how to request Banner instructions on how to request Banner Finance Security Access.Finance Security Access.

http://www.ecu.edu/cs-admin/financial_serv/Securityindex.cfmhttp://www.ecu.edu/cs-admin/financial_serv/Securityindex.cfm

If you have questions regarding this If you have questions regarding this security form, please contact Penney security form, please contact Penney Doughtie Doughtie [email protected]

or 328-2706. or 328-2706.

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Thank you for your time!Thank you for your time!

I hope you enjoyed Banner Finance Training!I hope you enjoyed Banner Finance Training!

What to do and how to get help after training:What to do and how to get help after training:

•Please feel free to contact any of thePlease feel free to contact any of the

Systems Coordination staff located at Systems Coordination staff located at http://www.ecu.edu/syscoord/

•Other Banner Training Courses located on the Other Banner Training Courses located on the OneStop under “Cornerstone”OneStop under “Cornerstone”

•Banner 103 – INBBanner 103 – INB•e~Print Report Traininge~Print Report Training•ODS – Operational Data StoreODS – Operational Data Store

1 Banner Finance 101 Self Service Training Penney Doughtie Banner Finance Trainer Revised...

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