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Web for Employee - Financehttp://hawkview.sju.edu

Contacts:

• Accounts Payable-Purchase Orders: Peg Pierangeli ext. 1326Brenda Miller ext. 1322

• Budgets / Requests for Funds:Wendy McColgan ext. 1330Brenda Miller ext. 1322

• Cash Receipts / Deposits / Accounts Receivable: Joan McGranahan ext. 1375

• General: Nancy Kelly ext. 1325Diane Scutti ext. 1329

• Purchasing: Bill Anderson ext. 1276Gerri McGettigan ext. 1276

• Finance Technical Support: Brian McCauley ext. 3343

• Contact us via email at: BANNER-FINANCE

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Web Address: http://hawkview.sju.edu

•Click Login to Secure Area•Enter User ID and Pin number. •You will be asked to reconfirm your pin number

•Click Employee Services

•Click Financial Information Menu

Web For Employee-Finance

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This is the main Finance Menu

Budget Queries: Allows you to review budget and actual information. You can also perform a year to year comparison with budget queries.

Encumbrance Query: Allows you to view encumbrance(purchase order) information by account.

Multiple Line Budget Transfer: Allows you to perform budget adjustments.

Budget Adjustment Query: Allows you to search for budget adjustments posted to an organization (department) code.

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Budget Queries

Budget queries allow you to review budget and actual information. You can alsoperform a year to year comparison with budget queries. Once in Budget Queries,the options you have are as follows:

Create Query: to create a new queryRetrieve Query: run a query from an existing template

Once a query is created, it can be saved as a template so it can be reused in thefuture. Templates can be personal (P) or shared (S). Shared templates will becreated by Office of Financial Affairs for all users to access. Any user can accessa shared template. Personal templates can be created by any user, but can only beseen and used by the creator of the template.

There are 2 types of budget queries you can create:Budget Status By AccountBudget Status By Organizational Hierarchy

1. Budget Status by Account: allows review of budget information byaccount.You can obtain 3 levels of information from the query.The 3 levels are:1. Account Detail: totals for account code2. Transaction Detail: transactions related to the account code.3. Document Detail: documents related to the transactions.

2. Budget Query by Organizational Hierarchy: allows review of budgetinformation by organization.You can obtain 6 levels of information from this type of query.The 6 levels are:1. Organization Hierarchy: totals for the organization queried.2. External Account type (level 1): totals for level 1 account types.3. External Account type (level 2): totals for level 2 account types.4. Account Detail: totals for accounts

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Budget Queries

Once you select which type of query you would like to execute, you will be taken to the below screen to select the columns:

Available Data:

The following data is available to display as a column in your query:

1. Adopted Budget: This is the budget as July 1 plus any permanentadjustments.

2. Budget Adjustment: This is the moving of budget funds from one accountcode to another account code.

3. Adjusted Budget: This is the adopted budget plus any temporaryadjustments.

4. Temporary Budget: This is a total of the temporary budget adjustmentsfor the fiscal year.

5. Year to Date: This is the total of the actual year to date transactions.6. Encumbrances: This is the amount of purchase orders encumbering a

particular account code.7. Reservation: This is the total of electronic requisitions pending approval.

Currently, electronic requisitions are not being utilized.8. Commitments: This is the total of the encumbrances and reservations.9. Available Balance: This is the amount of the adjusted budget less year to

date activity less commitments.

Place a check in the boxes you wish to display in your query and when you are finished,click continue.

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Budget Queries

Once you have checked the boxes you wish to display in your query, the next step is toselect the financial parameters. Once you have keyed in the necessary information,click submit query to execute.

Below is a description of the parameter information:

Fiscal Year: (required) This field should always have a value by default. You can click on the drop down menu to select the year you wish to query.

Fiscal Period: (required) This field should always have a value by default. You can click on the drop down menu to select the period you wish to query. Fiscal Periods correspond with the fiscal year which startsJuly 1. They are 1 to 12, with 1 equal to July, 2 equal to August, etc.

Comparison Fiscal Year and Fiscal Period: (optional) You have the option to display a second fiscal year and period for comparison purposes.

Chart of Accounts: (required) Default is J. Currently, J is the only valid chart.

Fund: (optional) Identifies source of funds (i.e. operating-salary or nonsalary, grant, restricted).

Organization: (required) Department.

Grant: Not used at this time.

Account: (optional) Identifies the type of expenditure.

Program: (optional) Designates reporting classification on financial reports (i.e. instruction, institutional support).

Index: Not used at this time.

Activity: (optional) If appicable, further defines classification of a transaction.

Location: Not used at this time.

Fund Type: (optional) A higher (summary) level of viewing funds.

Account Type: (optional) A higher (summary) level of viewing accounts.

Include Revenue Accounts: (optional) Place a check in the box if you wish to include revenue information in you query.

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Budget Queries

Your query results will be displayed on the screen. The numbers displayed that areunderlined have a more detailed breakdown behind them. Click on the underlinednumber to get the more details.

Definition of column headings:

Effective Date: The date the transaction is posted to Banner.

Date Entered: The date the transaction is entered into Banner.

Document Code: The number which identifies the transaction (This is the number youshould reference when calling the Treasurer’s office with a question).

Vendor Transaction Description: Lists the vendor name (if an invoice) or description ofjournal entry or budget adjustment.

Amount: Dollar amount of transaction.

Transaction Type: Identifies whether the transaction is a journal entry, budget adjustment,invoice payment, cash receipt or payroll transaction.

Below is the detail transaction screen:

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Common Transaction Types

Budget Queries

Here are some common transaction types you may encounter:

Permanent Budget Adjustment: This adjustment will be part of the adopted budget

Temporary Budget Adjustment: This adjustment will not become part of the adopted budget.

Carry Forward Budget Adjustment: This is a carry forward of budget funds from the previous fiscal year.

Invoice with Encumbrance: This is a payment from a purchase order.

Invoice without Encumbrance: This is a payment from a request for funds.

General Journal Entry: This is an entry to charge departments for services or to make a correcting entry.

Banner AR: This is a revenue transaction.

Miscellaneous Cash Receipt: These are department funds deposited with the University Cashier in the Treasurer’s office.

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Searching for Criteria

Built into the query parameter selection is the ability to search for foapal (fund, organization,account, program code, activity code, location) information. To initiate the search engine, clickon the button of the field you wish to search.

When you click on a button (organization, account, etc) the following search box will apppear:

Chart of Accounts: always J

Maximum number of rows returned:Click on the drop down box to show the number of rows you wish to display on yourscreen at one time.

Account Criteria:Enter as much as you know. You can use the wildcard (%) to fill in the rest. Forexample, you are looking for the postage account, but are not sure of the number. Youknow that the account starts with a 7. If you enter 7% in the search box, all accountsstaring with a 7 will be returned.

If you wish to search for all values, just place the wildcard in the field.

Title Criteria:You can also perform a search based on title. Again, if you were looking for the postageexpense account, but were not sure of the number, you could search by title. In the titlecriteria box, enter %post%. The search will return all accounts with the string ofcharacters that contain post. Surrounding a string of characters by the wildcard willreturn all records that match your query string.

Execute Query:When you have entered all information, click the execute query button to retrieve results.

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Creating a Template

Click on the drop-down menu to select which type of query (by account or by organization), then click create.

Next, place check marks in the boxes for the columns you wish to see in your query. Click continue to view query results.

Note: Each screen going forward contains a “Save Query as” box. You can save your query at any time in the process of creating it. Any time you add or change info, you must save again to retain information.

Once query results are displayed, you can click on any underlined field to view more detail. Computations can also be added to a query to further analyze data presented.

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Adding Calculated Columns to Query Results

Once a query has been created and data retrieved, you have the ability to addcalculated columns to your results. The operations available add, subtract, multiply,divide, or get a percent of two columns. You can name the column(s) and choose where they are to be displayed. In the picture above, a column called pct spent, displays the percentage of budget spent.

To add a column click on the drop down boxes and select a field to build a computation:

Column 1: First field to add to computation

Operator: Mathematical operation to be performed

Column 2: Second field to be added to computation

Display After Column: Select the column in which you would like your computation displayed

New Column Description: Enter a description of new column

Once all fields have been selected and a column description added, click add computation to refresh your query with the new column created.

Computations created can also be removed by selecting a column from the drop down menu (if more than one exist) and clicking the remove computation button.

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Encumbrance QueryEncumbrance queries allow users to view encumbrance information by account.Encumbrance queries can only be executed for one specified year. Templates can becreated and saved for future use.

To execute an encumbrance query:

Select a Fiscal Year by clicking on the drop down box.

Select a Fiscal Period by clicking on the drop down box. Values listed are 1 through12, with 1 representing July, 2 is August, etc.

Encumbrance Status is All, Open, or Closed.

Enter the accounting information you wish to retrieve.Required Data: A value must be entered either in the organization field.The wildcard (%) may be used for the Organization field.

If you wish to save your query as a template, type a name in the SAVE QUERY ASbox and click the SUBMIT QUERY button.

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Encumbrance Query

Document Code: Purchase order number

Description: Vendor name

Original Commitments: The dollar amount the purchase order was originally established for.

Encumbrance Adjustments: An adjustment to a purchase order that is not a payment (i.e. change order, cancel order).

Encumbrance Liquidation: Payments made against the purchase order

Year to Date: Total of invoices paid against the purchase order

Current Commitments: Any funds remaining on the purchase order

% Used: Percentage of encumbered funds that have been spent

Query results:

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Select Multiple Line Budget Transfer

Multiple Line Budget Transfer Form

Transaction Date: This will automaticallypopulate with the current date. You can notchange this date.

Journal Type: There are two types of journalentries that can be made electronically. Thesetypes are: BDD(Budget Adjustment – Dept Level) –Regular budget adjustments made bydepartments. BDG(Budget Grants – Dept) – Budgetadjustments for grants only.

1. BDD(Budget Adjustment – Dept Level)These budget adjustments can be used to move money from one line to another withinyour budget or within budgets you have security access to. There are some restrictionsto BDD. For all budget adjustments that have restrictions placed on them, a paper copyshould be sent to the Treasurer’s Office-Budgets. The Office of Financial Affairs willreview your request and post the adjustment if it is approved.

Multiple Line Budget Transfer

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RestrictionsElectronic budget adjustments cannot be made to the following account codes:1. Revenue2. Salary – These adjustments must be approved on paper by the VP for your area

and by the Assistant Director of Payroll. All approvals should be obtained beforeforwarding the paper copy to the Office of Financial Affairs.

3. Staff Benefits and FICA – Budget adjustments must be included with salaryadjustments.(6200,6300)

4. Utility Accounts- Account codes 7551-75575. Cost Recovery – Account codes 7701-77056. Custodial Account – 75637. Student Related – Account codes 7011-7039

2. BDG (Budget Grants-Dept) These same restrictions apply to BDG. Theseadjustments will be electronically routed to the Grants Accountant who willapprove/disapprove the grant based on stipulations set forth in the grant documents.

HELPFUL HINTS:

***In order to navigate from one field to the next you can use the tab key orthe mouse. The enter key will not work. To return to the previous field youcan use “shift Tab” or the mouse.***Dollar amounts do not have to be entered with decimal points.

Multiple Line Budget Transfer

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Select either BDD or BDG

Document Amount: This is the total of the transfer to(+) and transfer from(-) amounts.

Enter the first line of the adjustment.# - All fields must be entered with the exception of Activity code.

Chart: Enter J. This stands for St. Joseph’s University’s Chart of Accounts .Fund: Identifies source of funding(operating, restricted, grant).Org: Organization code. Department number.Account: Identifies the type of expenditure.Activity: Further defines classification of a transaction. Optional code, if applicable.Amount: Dollar amount you want to transfer to or from the line.- or +: If you want to transfer from a line use the – sign. If you want to transfer to aline use the + sign.

Enter the remainder of the budget lines. There are only five lines that can be enteredto a budget adjustment.

Description: A complete description of why the entry is being made.

Budget Period: This is the fiscal month of the entry. This corresponds with thetransaction date and will default based on this date.

Click on Complete button to finish the journal entry. If the entry is completedsuccessfully you will receive the following message:At the top of the screen you willreceive the message “Document J###### completed and forwarded to the ApprovalProcess.” Your document will be posted to BANNER in a few minutes. To view yourdocument you can go into the Budget Queries menu.

If there was an error in the document you will receive an error message.Typical error messages.1. Document amount must be entered.2. Description must be entered.3. Amount must be entered.4. From Amounts, XXX, not equal To amounts of XX.5. Detail amounts, XXX, not equal document amount of XX.6. Cannot use the salary fund.7. Account code must be an operating account.8. Cannot use ….(see restrictions above)

Multiple Line Budget Transfer

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The entry will not be completed until you correct your errors. Once corrections aremade, click on complete and the document will post giving you the message,“Document completed and forwarded to the posting process”.

After you have completed one adjustment successfully, you may enter another budgetadjustment. Click on the Another Transfer button at the top of the screen. Yourprevious entry will be cleared and you may begin a new entry.

To exit the screen, click on the exit button located on the right hand side at the top ofthe form.

To return to Budget Queries or Encumbrance queries, click on the menu button locatedon the right hand side at the top of the form.

Multiple Line Budget Transfer

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Searching for Criteria

Chart of Accounts: always J

Type: Select the type of lookup: Fund, Org (organization), Account, Activity

Code Criteria:Enter as much as you know. You can use the wildcard (%) to fill in the rest. Forexample, you are looking for the postage account, but are not sure of the number. If youare looking for an account and you know that the account starts with a 7, you can enter7% in the search box. All accounts staring with a 7 will be returned.

If you wish to search for all values, just place the wildcard in the field.

Title Criteria:You can also perform a search based on title. Again, if you were looking for the postageexpense account, but were not sure of the number, you could search by title. In the titlecriteria box, enter %post%. The search will return all accounts with the string ofcharacters that contain post. Surrounding a string of characters by the wildcard will returnall records that match your query string.

Maximum number of rows returned:Click on the drop down box to show the number of rows you wish to display on yourscreen at one time.

Execute Query:When you have entered all information, click the execute query button to retrieve results.

Multiple Line Budget Transfer

Budget Adjustment Query

Select Budget Adjustment Query

Budget Adjustment Query Form

Chart of Accounts:Always J

Enter: Fund, Organization and Account. The only required field is Organization.

Transaction Date From: Date you would like to begin query.

Transaction Date To: Date you would like to end query.

Document amount greater than: If you would like to query on a specific document amount enter the document total.

The Budget adjustment query form will allow you to search for the budget adjustments posted to an organization(department) code.

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Budget Adjustment Queries

Below is the detail transaction screen:

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Your query results will be displayed on the screen. The document number thatis displayed has a more detailed breakdown behind them. Click on the underlinednumber to get the transaction detail.

Definition of Column Headings:

Transaction Date: The date the transaction is entered into Banner.

Document Code: The number which identifies the transaction.

Document Description:List the description of the budget adjustment.

Document Amount: List the the total value of the document.

Transaction Type: Identifies the type of budget adjustment.

The Transaction Report below lists the To and From lines of the budget adjustment:

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Changing Pin Number

From the Main Menu, click Personal Information Menu

From the Personal Information Menu,

click Change Pin

Enter current pin number, then the new pin number and reconfirm.

Note: The pin number must be numeric and six digits long.

Click Change Pin to complete the process.

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Formatting a web query into a spreadsheet

Once you have your query results on screen you can save the query as a file. Once the file is saved, it can be formatted using a spreadsheet tool. Follow the steps below:

Step1: Save the query results to a file. To do this, go to the menu, select File, Save As.

The Save As box will appear. Select a directory to store your file and select a file name. Click Save when finished.

A Saving Location box appear while your file is being saved. When the box disappears, the process is finished and the file is ready to bring into a spreadsheet.

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Formatting a web query into a spreadsheet

STEP2: Open Microsoft Excel. Once excel is open, from the menu, select File, Open.

The Open box will appear. Make sure the Files of Type (lower left corner) is set to All files.

Select the path where you saved your file, select your file, and click open.

When you click open, your saved file will appear. You will have to do some formatting to get it to look the way you want.

Some formatting tips:

When opening the saved file in excel, the links (blue underlined) are preserved. They show up in the file, but will not allow you to link to anything. One suggestion to remove the link format is to copy and paste special the numbers to a different part of the spreadsheet. When you paste special, select the option to only copy the values. At this point you should see values without the links. You can copy and paste back into the area you want your numbers to appear.