South Texas College - Business Office 206/27/2007
What is Banner? Banner is a suite of integrated software
programs Data is share within the Banner system. For
example, transactions in the Student and Human Resource modules feed to Finance module.
Financ
ial A
id
Banner
Student
Finance Human
Resou
rce
South Texas College - Business Office 306/27/2007
Access to Banner Finance Access to Banner Finance is needed if you:
Need to review budget status for organizations under your department
Need to input online requisitions for your department
To request access, complete Banner Finance Access Request Form. Form is available to download on the Business Office
website http://www.southtexascollege.edu/businessoffice/index.html
South Texas College - Business Office 406/27/2007
Accounting Equation
Assets = Liabilities + Fund Balance (General Ledger)
(Revenue – Expenses) (Operating Ledger)
South Texas College - Business Office 506/27/2007
Banner Chart of Accounts “S”
Chart of
Accounts
“S”
FF OO AA PP AA LLFund(6 digits)
Orgn(6 digits)
Acct(6 digits)
Prog(4 digits)
Actv Locn
General
Ledger
Required
Not used
Used by
Fixed Assets
Operating
Ledger
Required
Not used
Used by
Fixed Assets
South Texas College - Business Office 606/27/2007
Fund Where funds are coming from (funding source). Banner Fund Structure:
1xxxxx – Unrestricted Funds 2xxxxx – Restricted Funds 3xxxxx – Auxiliary Funds 4xxxxx – Loan Funds 8xxxxx – Agency Funds (Clubs) 91xxxx – Plant – Unexpended Funds 92xxxx – Plant – Renewal & Replacement Funds 93xxxx – Plant - Retirement of Indebtedness Funds 94xxxx – Plant – Net Investment Fund
South Texas College - Business Office 706/27/2007
Organization Who is responsible (department). Structure is based on STC’s
Organizational Chart. Banner Organization Structure:
1xxxxx – Office of the President 2xxxxx – Instructional Services 3xxxxx – Student Services and Development 4xxxxx – Finance and Administrative Services 5xxxxx – Information Services and Planning 6xxxxx – Workforce and Resource Development
South Texas College - Business Office 806/27/2007
Accounts- What funds are used for
Account Unrest Aux Rest Agency Plant
1xxxxx – Assets X
2xxxxx – Liabilities X
3xxxxx – Control Accounts
4xxxxx – Fund Balance X
5xxxxx – Revenues X X X
61xxxx – Salary Expenses X X X
62xxxx – Benefit Expenses X X X
71xxxx – Direct Expenses X X X X
73xxxx – Travel Expenses X X X
74xxxx – Capital Expenses X X X X
75xxxx – Scholarships X
77xxxx – Construction X
79xxxx - Depreciation X
South Texas College - Business Office 906/27/2007
Programs Why funds are used (NACUBO function) Banner Program Structure:
1xxx – Instruction 2xxx – Research 3xxx – Public Service 4xxx – Academic Support 5xxx – Student Services 6xxx – Institutional Support 7xxx – Operations & Maintenance 8xxx - Scholarships
South Texas College - Business Office 1006/27/2007
Budget An organization must have budget to be used. The Budget Planning Process initiates on the Banner
Budget Development application accessed through Jagnet.
Only Financial Managers and additional requested staff have access to update organization’s proposed budget (Banner Budget Development Access Request Form).
Departments submit proposed budget for organizations under their control.
Proposed budget is reviewed by Vice Presidents. Once budget is approved by the Board, it becomes the
organization’s Original Budget.
South Texas College - Business Office 1106/27/2007
Review Budget Status on FGIBAVL
FGIBAVL is the form Banner uses to check Non-Sufficient Funds
(NSF)
The available balance on FGIBAVL is reduced by complete, incomplete, suspense and unapproved transactions (requisitions, POs, invoices and journal entries)
South Texas College - Business Office 1206/27/2007
Review Budget Status on FGIBDST
Unlike FGIBAVL, only complete and fully
approved documents post to FGIBDST
FGIBDST also provides a more detailed summary by account code while FGIBAVL shows a
summary by account pool.
South Texas College - Business Office 1306/27/2007
Available Balance Calculation on FGIBAVL and FGIBDST
Adjusted Budget
- Year-to-Date (YTD) Activity
- Commitments (Encumbrances)
= Available Budget Balance
South Texas College - Business Office 1406/27/2007
Transaction Detail - FGITRND
The field column can help you determine the type of transaction.• OBD – Budget transaction• RSV – Encumbrance transaction from requisition• ENC – Encumbrance transaction from PO• YTD – Expense transaction from invoice, journal entry or feeds from other system (Student, HR)
- “I” documents are Invoices, “J” documents are Journal Entries, and “F” documents are feed transactions
South Texas College - Business Office 1506/27/2007
Transaction Cycle
Field Document
1) Requisition Reservation for Enc RSV “R”
Encumbrances (EL)
2) Purchase Order Encumbrance ENC “P”
Reservation -RSV “R”
3) Invoice Expense YTD “I”
Encumbrance -ENC “P”
South Texas College - Business Office 1606/27/2007
Document Inquiry Forms
FPIREQN – Requisition Query Form
FPIPURR – Purchase Order Query Form
FAIINVE – Invoice Query Form
FGIDOCR – Document Retrieval Inquiry
South Texas College - Business Office 1706/27/2007
FOIDOCH - Associated DocumentsREQ – RequisitionPO – Purchase OrderINV – Invoice
Enter document number
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Reporting – Data Extracts
Reports can be created through data extracts on various forms.FGIBDST – Report of Summary by AccountFGITRND – Report of Detail Transactions
To run reports, go to form and click on
Help / Data Extract / Extract Data No Key
South Texas College - Business Office 1906/27/2007
Reconciliation Tips Reconcile the account pools separately. Extract detail transactions from FGITRND
for each account pool separately.
71% - Operating Transactions73% - Travel Transactions74% - Capital Transactions
South Texas College - Business Office 2006/27/2007
Reconciliation Tips
On Reconciliation Worksheet, associate related documents. For example, the requisition, PO, Invoice related to the same transaction.
Use FOIDOCH to find associated documents.
South Texas College - Business Office 2106/27/2007
Reconciliation Tips Make sure totals for Budget, Commitments and
YTD Activity tie to FGIBDST for each pool.
Uncheck “Include Revenue Accounts”
to get net totals
71 – Operating Transactions73 – Travel Transactions74 – Capital Transactions
South Texas College - Business Office 2206/27/2007
Reconciliation Worksheet
Should tie to FGIBDST Net Totals
Check Figure to make sure Available Balance ties to FGIBDST
South Texas College - Business Office 2306/27/2007
Update Reconciliation
Data extract from FGITRND
Only update Reconciliation Worksheet with transactions posted after last reconciliation update
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