Banner Finance 101 Self Service Training Penney Doughtie Banner Finance Trainer Revised 8/4/2016

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

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).

FOAPAL Examples The top right corner is what you normally see in FRS---- a 6-digit SL account and a 4-digit object code. I have three examples illustrated here, a Special Fund, State, Auxiliary and Foundation account. Midway the page is what the equivalent will be in Banner. There will also be a spreadsheet on the web, which I will show you in the next slide where you can find your “current” FRS number and see the map to make a transaction in Banner. Explain briefly the examples they are given.

Fund Required Optional Examples of Funds in Banner: Account Index Chart Organization Activity Location Account Program Required Optional Fund 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 - State Funds (East Campus) 141790 - Special Funds 310900 - Auxiliary Funds EA3976- Foundations

Listed are the major fund types

Organization Account Index Chart Fund Organization Activity Location Account Program Required Optional Organization 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

Account Account Index Chart Fund Organization Activity Location Account Program Required Optional Account 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 - Resident Tuition 60200 - SHRA Staff Salaries 72181 - Education Supplies 73211 - In-State Transportation Ground

Program Account Index Chart Fund Organization Activity Location Account Program Required Optional Program All program codes equal 0000 with the exception of a few Grants which will expire soon.

Activity Account Index Chart Fund Organization Activity Location Account Program Required Optional Activity 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.

Location Required Optional Account Index Chart Fund Organization Activity Location Account Program Required Optional 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.

Banner Questions Next I am going to show you what Banner looks like and the types of queries that can be run in Self Service Banner. You will be able to do budget transfers here, however, all Journal vouchers, and id charges have to be entered into Interactive Banner and not everyone on campus will have access to this.

Banner Finance 102 Self Service Training Penney Doughtie Banner Finance Trainer

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)

Log in to Self Service Banner Go to the ECU Home Page http://www.ecu.edu/ Under Quick Links Click “Pirate Port” Log In at the very top of the webpage Click “Tools”(located in the purple bar) Click “Banner Self Service”(under Applications)

Click on Finance

Select the Desired Query

Banner Questions Next I am going to show you what Banner looks like and the types of queries that can be run in Self Service Banner. You will be able to do budget transfers here, however, all Journal vouchers, and id charges have to be entered into Interactive Banner and not everyone on campus will have access to this.

ECU Budget Query This query provides budget information by Fund and Organization or Grant.

1. Click ECU Budget Query

2. Click Create a Query

3. Check each data column, then click Continue.

4. Enter Fiscal Year, Fiscal Period, Chart of Accounts=E, Fund, and Organization. Click “Submit Query” (***Do not enter any Account information)

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.

Click “Download Selected Columns”

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

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

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.

For Example – Click Organization

Enter a portion of the title (using the % before and after) in the “Title Criteria” field. Press “Execute Query” to view the results.

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

Banner Questions Next I am going to show you what Banner looks like and the types of queries that can be run in Self Service Banner. You will be able to do budget transfers here, however, all Journal vouchers, and id charges have to be entered into Interactive Banner and not everyone on campus will have access to this.

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

1. Click ECU Encumbrance Query

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

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 Pirate Port Select “PORT” (listed under Purchasing) 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.  

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

Banner Questions Next I am going to show you what Banner looks like and the types of queries that can be run in Self Service Banner. You will be able to do budget transfers here, however, all Journal vouchers, and id charges have to be entered into Interactive Banner and not everyone on campus will have access to this.

View Document This query will display the details of the document. Examples: J=Journal Voucher P=Purchase Order I=Invoices

1. Click View Document

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

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

This query allows end users to move budget dollars by creating B22, B44, and B11 rule codes (also known as transactions types) This process is for single line transfers. (for multiple line transfers, use the Multiple Line Budget Transfer form in SSB) The Budget Period is always current month. (exp: July=01, Aug=02) Rule Code ‘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 “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. Rule Code ‘B11’ is for permanent Budget Transfers using operating accounts. The account numbers must start with “7” -only budget pool accounts lines.

Budget Contact Information Questions regarding Budget Transfers for State Funds (State Funds begin with 111 or 112) can be emailed to BUDGETOFFICE@ECU.EDU Questions regarding Budget Transfers for Grant FOAPs (Grant Funds begin with ‘21’) are processed by the Grants and Contract Administration Office email Grantsc@ecu.edu phone 252-328-9530 Questions regarding Budget Transfers questions about Institutional Trust funds can be emailed to ITF-SPECIALFUNDS@ECU.EDU Questions regarding Budget Transfers questions about Foundation funds can be emailed to ecufoundation@ecu.edu

1. Click Budget Transfer

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”.

Budget Transfer Confirmation

Banner Questions Next I am going to show you what Banner looks like and the types of queries that can be run in Self Service Banner. You will be able to do budget transfers here, however, all Journal vouchers, and id charges have to be entered into Interactive Banner and not everyone on campus will have access to this.

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.

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

Banner Questions Next I am going to show you what Banner looks like and the types of queries that can be run in Self Service Banner. You will be able to do budget transfers here, however, all Journal vouchers, and id charges have to be entered into Interactive Banner and not everyone on campus will have access to this.

Helpful Information

Helpful Rule Codes (also called Transaction Type) Description ADEI Additional charges on Invoice BD01 Original Budget B22 Temporary budget transfer CORD Purchase Order Change D44 Disbursement adjustment E090 Year End Encumbrance Accrual HGRB HR Benefit Transactions HGRS HR Salary Payroll Transactions INEI Invoice with encumbrance (purchase order) INNI Invoice without encumbrance (no purchase order) J51 Internal Sales (ECU departments billings within ECU J63 ID Charge / Journal Entry PORD Purchase Order R30 Cash Receipt SI1 Medical Supplies Storeroom SI3 Office Supplies Storeroom SI5 Maintenance Supplies Storeroom XYZ Miscellaneous Cash Receipt

BANNER OPERATING BUDGET ACCOUNTS Also known as Budget Pool Accounts 72000 Supplies Budget 72350 Library Books Budget 72400 Equipment Budget 73000 Contractual Services Budget 73200 Travel Budget 73400 Current Services Budget 73600 Fixed Charges Budget 73700 Other Expenses & Adj Pool 73800 Undistributed Budget 73950 Grants and Aides 74060 Education Awards 75000 Utilities Budget BANNER SALARY BUDGET ACCOUNTS 60000 Miscellaneous Salary Budget 60100 EHRA Non Teaching Salary Budget 60150 EHRA Faculty Salary Budget 60200 SHRA Staff Salary Budget 60250 SHRA LEO Salary Budget 61200 Benefits Budget

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 doughtiep@ecu.edu or 328-2706.

I hope you enjoyed Banner Finance Training! 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/ Additional Banner Training Courses Banner 103 – INB ePrint Report Training ODS – Operational Data Store Monthly Departmental Review To register for training, log in Pirate Port, Click “Cornerstone” (listed under Human Resources)