Banner Finance Training For the End User At MSU-Northern

General Ledger vs. Operating Ledger General Ledger –Balance of Assets, Liabilities, and Fund Balance as of a point in time –Includes Cash Balance –GL balances change as amounts are posted to Operating Ledger Operating Ledger –Balance of revenues and expenses –Shows revenue and expenses for current year only –Revenue and expenses increase or decrease cash balance

Chart of Accounts Elements FOAPAL F = Fund O = Organization A = Account P = Program A = Activity L = Location

FUND Shows ownership of cash or fund balance Six digits in length Balance Sheet First Digit Indicates Campus or Agency –3 MSU-COT Great Falls –4 MSU-Bozeman –6 MSU-Billings –7 or N MSU-Northern

Fund Types TYPE General Operating71xxx Restricted72xxx Designated73xxx Auxiliary74xxx AgencyN7xxx DESCRIPTION Appropriation Grants & Contracts Earns Revenue Funds held for groups

ORGANIZATION Represents a Department or other Budgetary Unit First Digit Indicates Campus –3 MSU COT – Great Falls –4 MSU-Bozeman –6 MSU-Billings –7 MSU-Northern

ACCOUNT Identifies items in the General Ledger or the Operating Ledger –Accounts on the General Ledger Assets, Liabilities, Fund Balances 4 digits in length Lead digit will be 1, 2, 3, or 4 –Revenue on the Operating Ledger 5 or 6 digits in length Lead digit will be 5 –Expenditures on the Operating Ledger 5 or 6 digits in length Lead digit will be 6 –61 = Salary/Benefits –62 = Operating –63 = Capital Equipment

PROGRAM Used to classify expenditures by function Standard Categories –01 Instruction –02 Organized Research –03 Public Service –04 Academic Support –05 Student Services –06 Institutional Support –07 Operation of Plant –08 Financial Aid –10 Auxiliary Enterprises

ACTIVITY Optional field Not centrally defined Used to identify Prior Year transactions with PY

LOCATION Required on all transactions for fixed assets Used to identify where the asset is located

INDEX Abbreviation for a combination of FOAPAL elements Defaults to appropriate combination of elements First digit indicates Campus or Agency –3 = MSU COT Great Falls –4 = MSU – Bozeman –6 = MSU - Billings –7 or N = MSU-Northern

Frequently Used Forms in Banner Finance Budget Status FormFGIBDST General Ledger Trial BalanceFGITBAL Vendor History FormFAIVNDH

FGIBDST

Query by Index, Orgn, Fund, Program, Account, Acct Type, Activity, Location or any combination of these elements by entering the element in the box. Query Specific Account by checking box and entering Account. Query may include revenue activity or not by checking or un-checking box. After entering data for your query, NEXT BLOCK.

In this example, I entered the Index and Next Block. We can see all of the activity for the Business Office, by Account, by using the scroll bar at the right. The budget for this Index is shown, Year-to-Date activity, Commitments (encumbrances for salaries), and Available Balance. At this time only Purchase Orders over $25,000 are encumbered.

In this example, I queried on Operating Expenses only. You would begin this process after you have done the Next Block to get to the bottom half of this screen. First, enter F7 to start the query. This blanks out all the data. Then enter 62% in the Account area, and enter F8 to execute the query. The result will be expenditures with Account codes beginning with 62. Note that the budget amount for Operating Expenses is entered under 62X99, with an amount budgeted for Contracted Services, Supplies, Communications, etc. In this example, you can see that the Business Office has spent $5, of the $22,500 budgeted for operating expenses.

In this example, I queried on 612% to see budget and expenditures for hourly wages. Overtime, student wages, temporary employees would all be included in this query. In order to find my available balance, I will have to calculate the difference between the budget and YTD activity.

OPTIONS ON FGIBDST Access these options by clicking on each one in the yellow area at the left of your screen. Return to FGIBDST by clicking on the ‘red door’ at upper right. Budget Summary Information –Opens FGIBSUM –Shows a summary of the budget for your Index Organization Encumbrances –Opens FGIOENC –Shows budget by Organization Transaction Detail Information –Opens FGITRND for the Account that is highlighted –Ability to query within this form to look for specific transactions Format Display Preference –Opens a box where user can format the display With/without commas Number of decimal places

FGITRND displays each transaction. You have the ability to query within this form by any of the data fields. Original documents are stored in the Business Office. Some details you can see on this form are the type of document and whether the payment was made with a Purchasing Card.

FGITBAL

Query by Fund or Fund/Account combination. By highlighting a specific Account, then clicking on “Query General Ledger Activity Info” under Options, the system will take you to FGIGLAC where you can see the list of transactions that make up the Current Balance.

Document Type, Document Number, Description, Amount, and Debit/Credit Indicator are displayed. “Query Transaction Source Info” takes you to the document listed. “Query Total for all records” takes you to the bottom of the list, and displays the total of all transactions posted in the specific Fiscal Year. Original documents are stored in the Business Office, with documentation materials attached.

FAIVNDH

If you know the Vendor ID, enter it in the correct box. If not, click on the arrow to query by name or part of name of the company or person. When you get the right one, just double click on it. You’ll be returned to FAIVNDH with that code in the correct box. Then just Control/Page Down to see a history of payments to that vendor. Fiscal Year can be changed to see payments made in a previous year.

You can see the Banner check number in the right hand column. Other information on this form includes our Document Number (Invoice) in Banner, amount paid, and date of payment. Keep in mind that this is a shared table, so payments listed could be from other MSU schools. The Vendor Invoice area can sometimes be confusing, since there’s only room for one or two invoice numbers. We often pay from a statement, so might enter the statement date or other information here.

By clicking on the option “View Invoice Information” you can go to FAAINVE and see the address where the payment was sent, along with other information. Original documents are stored alphabetically in the Business Office.

If you need further information or help on these or other Banner Finance Module forms, please contact Business Office staff.