Montgomery College Basic Banner Self Serve Query Training

Montgomery College Finance Self Service Banner Training For Account Manager

IntroductionIntroduction Tutorial on the process of viewing your Banner Budget using the web on Finance Self Service Banner

IntroductionIntroduction  Section 1 : Getting Started  Section 2 : On-line Budget Forms  Section 3 : General Information

Section 1 Getting Started  Completion of the Banner Finance Access Request Form  Submit a On line for approval by your supervisor, OIT and ABPM  Online form for Banner Access (one for new users one for existing users) Online form for Banner Access (one for new users one for existing users)

Section 2 On line Budget Form  Detail description for individual forms available on- line  Examples of how to navigate through the on- line menu options  Illustrate how to enter and execute queries  Outline the steps necessary to download query information into Excel

Section 2 On line Budget Form  Budget Queries  Encumbrance Query  Approve Documents  View Document  Delete Finance Template

Three types of Budget Queries  Budget Status by Account  Budget Status by Organizational Hierarchy  Budget Quick Query

Section 3 General Information General Information 1. A brief description of each part of the banner account number or FOAPAL 2. Definitions of common Banner terms 3. Listing of most commonly used Finance rule codes and their definition 4. Definition of common Banner terms 5. Glossary of common terms for Banner Finance

Section 3 General Information What is a FOAPAL ? FFund Code OOrganization Code AAccount Code PProgram Code AActivity Code LLocation Code

The New Chart of Accounts  The same chart fields that we have now we will use in the new Chart of Accounts. We will redefine many of the fields. ◦Funds: the SOURCE or funding ◦The Program Code: Function or purpose of spending; Instructional area will be broken out by discipline. ◦Account Codes: Natural descriptions or How we spent the funds ◦Organizations Codes: Who manages the funds

GLOSSARY OF COMMON TERMS FOR BANNER FINANCE Adjusted Budget – An adjusted budget amount includes the original budget amount as well as any budget transfers in our out of an account. Commitment - Same definition as an Encumbrance. Encumbrance - An encumbrance is considered an obligation. Another term that you may hear for encumbrance is Commitment. A purchase order encumbers funds from an account. Salaries are also “encumbered” for the remainder of the fiscal year. Encumbrance Adjustment – Generally such adjustments occur when a change order is processed against a purchase order. Change orders can increase or decrease an original purchase order. Adjustments can also be processed to correct a financial transaction to an encumbrance. Encumbrance Liquidation – An encumbrance is liquidated by a payment to the vendor using the Banner “Invoice Document, Regular. Liquidations can also occur by a journal entry that closes an outstanding balance on an encumbrance. Invoice Document – A Banner term for a document that the Accounts Payable staff data enters into Banner to process a payment against a vendor invoice. Invoice Document, Direct Pay – A Banner Invoice Document that does not reference a purchase order. Payment is made directly to a person or vendor. A common example would be a travel reimbursement made to an employee. Invoice Document, Regular – A Banner Invoice document where payment is processed against a purchase order.

GLOSSARY OF COMMON TERMS FOR BANNER FINANCE (Continued) Purchase Order – An official document prepared by the Procurement Office that orders goods and services from a vendor. Purchase orders are forwarded to a vendor at which point the College is obligated to purchase the goods or services. Requisition – 1) A pre-printed form that is forwarded to the Procurement Office that is a request to order goods or services. 2) An official Banner document prepared by the Procurement Office. Once entered into Banner by Procurement staff, funds are “reserved”, or pre-encumbered, out of the account(s) listed on the requisition. Reservation – A purchase or central stores requisition “reserves” funds from the account(s) listed on the requisition. A reservation can also be referred to as a pre- encumbrance. Vendor Invoice – The bill submitted by the vendor to the Accounts Payable Office for payment of goods. The document may include a Vendor Invoice Number, not to be confused with the Banner Invoice Document number. YTD Activity – Year-to-date activity field includes all payments and charges recorded against a particular account.

MyMC Home Page

MAIN MENU OF SELF SERVICE BANNER SELF SERVICE BANNERSELF SERVICE BANNER

Budget Query Screen

Budget Status by Account  Review budget information by accounts for selected Fiscal Year, Fiscal Period and Commitment Account Detail Transaction Detail Document Detail View Document

Budget Status by Account Column Selection

Budget Status by Account Financial Info Parameters For FY13 forward use ‘M’ and not ‘2’ for COA

Budget Status by Account Financial Info Parameter (continued)

Budget Status by Account Screen – Reports Parameters Section

Budget Status by Account Screen – Query Results Section

Budget Status by Account Query Results

Budget Status by Account Transaction Detail

Budget Status by Account Document Detail with Related Documents

View Document - Invoice

View Document - Requisitions & Purchase Orders For viewing Requisitions and Purchase Orders the screen layout is the same as for Invoice documents. The four sections are the same:  Header  Commodities  Accounting  Related Documents

View Payroll Expense Detail

Budget Status Query Organizational Hierarchy

Budget Status by Organizational Hierarchy Parameters Screen

Budget Status by Organization Hierarchy Organization Rollup

Budget Status by Organizational Hierarchy – Selected Organization Code

Budget Status by Organizational Hierarchy – by Account Type

Budget Quick Query

Budget Quick Query Parameters Screen

Budget Quick Query Results

Budget Query Download Available only for Budget Status by Account & Organization Hierarchy Options

Budget Query Download Options

Budget Query Download Options Excel File

Encumbrance Query

Encumbrance Query Screen

Organization Encumbrance Status Report Query Results

Encumbrance Detail Status Report

View Document

View Document Screen Parameters

View Document Parameters

View Document Results – Purchase Order

QuestionsQuestions Ask Audit & Business Process Management at: