Banner Basic Accounting Concepts AA Roundup June 27, 2007

South Texas College - Business Office2 06/27/2007 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. Financial Aid Banner Student Finance Human Resource

South Texas College - Business Office3 06/27/2007 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

South Texas College - Business Office4 06/27/2007 Accounting Equation Assets = Liabilities + Fund Balance (General Ledger) (Revenue – Expenses) (Operating Ledger)

South Texas College - Business Office5 06/27/2007 Banner Chart of Accounts “S” Chart of Accounts “S”FOAPAL Fund (6 digits) Orgn (6 digits) Acct (6 digits) Prog (4 digits) ActvLocn General Ledger Required Not used Used by Fixed Assets Operating Ledger Required Not used Used by Fixed Assets

South Texas College - Business Office6 06/27/2007 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 Office7 06/27/2007 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 Office8 06/27/2007 Accounts - What funds are used for AccountUnrestAuxRestAgencyPlant 1xxxxx – AssetsX 2xxxxx – LiabilitiesX 3xxxxx – Control Accounts 4xxxxx – Fund BalanceX 5xxxxx – RevenuesXXX 61xxxx – Salary ExpensesXXX 62xxxx – Benefit ExpensesXXX 71xxxx – Direct ExpensesXXXX 73xxxx – Travel ExpensesXXX 74xxxx – Capital ExpensesXXXX 75xxxx – ScholarshipsX 77xxxx – ConstructionX 79xxxx - DepreciationX

South Texas College - Business Office9 06/27/2007 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 Office10 06/27/2007 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 Office11 06/27/2007 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 Office12 06/27/2007 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 Office13 06/27/2007 Available Balance Calculation on FGIBAVL and FGIBDST Adjusted Budget - Year-to-Date (YTD) Activity - Commitments (Encumbrances) = Available Budget Balance

South Texas College - Business Office14 06/27/2007 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 Office15 06/27/2007 Transaction Cycle FieldDocument 1)RequisitionReservation for EncRSV“R” Encumbrances (EL) 2)Purchase OrderEncumbranceENC“P” Reservation-RSV“R” 3)InvoiceExpenseYTD“I” Encumbrance-ENC“P”

South Texas College - Business Office16 06/27/2007 Document Inquiry Forms FPIREQN – Requisition Query Form FPIPURR – Purchase Order Query Form FAIINVE – Invoice Query Form FGIDOCR – Document Retrieval Inquiry

South Texas College - Business Office17 06/27/2007 FOIDOCH - Associated Documents REQ – Requisition PO – Purchase Order INV – Invoice Enter document number

South Texas College - Business Office18 06/27/2007 Reporting – Data Extracts Reports can be created through data extracts on various forms.  FGIBDST – Report of Summary by Account  FGITRND – Report of Detail Transactions To run reports, go to form and click on Help / Data Extract / Extract Data No Key

South Texas College - Business Office19 06/27/2007 Reconciliation Tips Reconcile the account pools separately. Extract detail transactions from FGITRND for each account pool separately. 71% - Operating Transactions 73% - Travel Transactions 74% - Capital Transactions

South Texas College - Business Office20 06/27/2007 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 Office21 06/27/2007 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 Transactions 73 – Travel Transactions 74 – Capital Transactions

South Texas College - Business Office22 06/27/2007 Reconciliation Worksheet Should tie to FGIBDST Net Totals Check Figure to make sure Available Balance ties to FGIBDST

South Texas College - Business Office23 06/27/2007 Update Reconciliation Data extract from FGITRND Only update Reconciliation Worksheet with transactions posted after last reconciliation update

South Texas College - Business Office24 06/27/2007 Thank you! Questions?