1 Self Service Banner FOAP AND NAVIGATION Fall 2005 Ver 7.1 Presented by the Auburn University Business Office

2 What is FOAPAL?

3 FOAPAL The new account structure in Banner follows a hierarchical structure and is called the FOAPAL. FOAPAL is an acronym for: Fund Fund Organization Organization Account Account Program Program Activity Activity Location Location It is a way of representing Auburn through a Chart of Accounts. FOAP is required to create requisitions, pay invoices and process budget transfers.

4 The following table further describes each part of FOAPAL: PartDescriptionExamples Fund Defines WHERE the money is coming from AU Main-unrestricted AU Main-unrestricted AAES contracts/grants AAES contracts/grants Organization Based on the organizational chart of the University Based on the organizational chart of the University Defines WHO is processing transactions and how Defines WHO is processing transactions and how it relates to a particular department on campus it relates to a particular department on campus how Individuals will be authorized to access specific how Individuals will be authorized to access specific organizations based on where they are in the organizations based on where they are in the organizational structure and may only perform organizational structure and may only perform accounting functions within their assigned accounting functions within their assigned organizations organizations Ag Admin Ag Admin Fisheries-Div 1 Fisheries-Div 1 Biosystems Eng-Div 3 Biosystems Eng-Div 3 Account Defines WHAT kind of revenue you are Defines WHAT kind of revenue you are depositing or for what you are spending funds depositing or for what you are spending funds Account Code is used to specify the natural Account Code is used to specify the natural classification of revenue and expense activities classification of revenue and expense activities Tuition revenue Tuition revenue Supplies Supplies Travel Travel Program Defines WHY you are collecting or spending Defines WHY you are collecting or spending funds funds Instruction Instruction Department Admin Department Admin Organized Research Organized Research

5 Table continued: PartDescriptionExamples Program (Continued) Program Code is used for the University’s Program Code is used for the University’s financial reporting purposes and State reporting financial reporting purposes and State reporting Will typically default depending on your Will typically default depending on your organization organization Sponsored Public Sponsored Public Service Service Activity Optional Field Optional Field Used to track multiple projects when all the Used to track multiple projects when all the funding is coming from one source funding is coming from one source Location Tracks the location of fixed assets Tracks the location of fixed assets May be required for equipment transfers May be required for equipment transfers

6 Current Account Structure The current account structure that is used with FRS is as follows:

7 New Account Structure The new account structure in Banner follows a hierarchical structure called FOAPAL (faux – pull). The first four parts (FOAP) are required for processing transactions.

8 FRS Account No. Dept No. Subcode A-21 Code BANNERFundOrganizationAccountCodeProgramActivityLocation Banner Account Structure Example

9 Logging in to AU Access Please log on to the internet. Then type in the following URL ADDRESS and press enter. You will use your FRS userid and password.

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13 Menu Tabs

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15 QUESTIONS???

16 Self Service Banner Budget Transfers

17 Finance

18 Introduction The Finance Self- Service Budget Transfer Form allows a user to process Budget Adjustment Journal Vouchers on the Web. The Finance Self- Service Budget Transfer Form allows a user to process Budget Adjustment Journal Vouchers on the Web. This form enables the Web user to transfer budget from one FOAPAL to another. This form enables the Web user to transfer budget from one FOAPAL to another. The form does not allow completion of documents using Journal Types that are not self-balancing. The form does not allow completion of documents using Journal Types that are not self-balancing.

19 A Budget Transfer Requires: Fund/Org security Fund/Org security Available Budget Available Budget Must be within the same chart for a single line budget transfer Must be within the same chart for a single line budget transfer

20 Create Budget Transfers

21 Create Budget Transfers Cont.

22 Look Up Codes Finance Self-Service allows users to look up any of the FOAPAL component codes for a Chart of Accounts. Codes can be queried by ID as well as by Title, and the use of wildcards is permitted. Finance Self-Service allows users to look up any of the FOAPAL component codes for a Chart of Accounts. Codes can be queried by ID as well as by Title, and the use of wildcards is permitted. The Code Lookup function is attached to a number of options from the Finance Menu, including Budget Transfer and Multiple Line Budget Transfer. The Code Lookup function is attached to a number of options from the Finance Menu, including Budget Transfer and Multiple Line Budget Transfer.

23 Code Lookup for Type

24 Code Lookup for Maximum rows to return

25 Create Multiple Line Budget Transfers

26 Create Multiple Line Budget Transfers Cont.

27 Create Multiple Line Budget Transfers Cont. The Multiple Line Budget Transfer Form is the same as the Budget Transfer Form except that it allows Budget transfers between up to five FOAPALs that can be from the same or different charts. The Multiple Line Budget Transfer Form is the same as the Budget Transfer Form except that it allows Budget transfers between up to five FOAPALs that can be from the same or different charts. The fields on these forms are identical. The fields on these forms are identical.

28 Create Multiple Line Budget Transfers Cont. In each document created, the pluses (transfers to) must equal the minuses (transfers from). In each document created, the pluses (transfers to) must equal the minuses (transfers from). These amounts must offset one another and add up to the Document Amount. These amounts must offset one another and add up to the Document Amount. This form is not meant to allow completion of documents using a Journal Type other than AU04 (Temporary Budget Adjustment). This form is not meant to allow completion of documents using a Journal Type other than AU04 (Temporary Budget Adjustment).

29 Online Finance Approvals Choose Complete to perform a validation and forward the document for processing Choose Complete to perform a validation and forward the document for processing The document will route through the online approval process The document will route through the online approval process The online approval process is very similar to the Web based online budget change order system currently being utilized in FRS Plus The online approval process is very similar to the Web based online budget change order system currently being utilized in FRS Plus

30 Online Finance Approvals Cont.

31 Online Finance Approvals Cont.

32 Online Finance Approvals Cont.

33 Online Finance Approvals Cont.

34 QUESTIONS ???

35 Self Service Requisitions Self Service 7.1 – Finance Module Release Date: October 1, 2005

36 Training Agenda Process of completing a requisition Process of completing a requisition General information and other useful forms General information and other useful forms

37 Self Service vs. Banner Admin Features of Self Service User friendly navigation and display of data User friendly navigation and display of data Supports single- screen view of the final document Supports single- screen view of the final document Creates templates to be used when entering new requisitions Creates templates to be used when entering new requisitions Self Service does NOT: Save incomplete documents. Any incomplete document will be lost when you exit Banner or close the window Save incomplete documents. Any incomplete document will be lost when you exit Banner or close the window Support copy functionality Support copy functionality Allow editing or canceling of a requisition Allow editing or canceling of a requisition

38 The 5 Stages of Purchasing

39 Self Service - Requisitions

40 Code Lookup Search Criteria

41 Code Lookup

42 Code Lookup

43 Self Service Requisitions

44 Self Service -Requisitions

45 Requisitions – Document Text

46 Commodity Information Completed Commodity Information

47 FOAP

48 Completed Requisition

49 Finance – View Documents

50 Requisitions – View Document

51 Finance – View Document

52 Approval History

53 Approval History cont This will show the approvals that have been made to the document.

54 AU Vendor Center Online Online Establish themselves as a vendor Establish themselves as a vendor Register for fastpay Register for fastpay Request to be added to the AU bid list Request to be added to the AU bid list Update all vendor information Update all vendor information

55 AU Vendor Center cont As of October 1, 2005, only vendors that have registered will be included in the new vendor file. As of October 1, 2005, only vendors that have registered will be included in the new vendor file. Please encourage current vendors to go and register as soon as possible. Please encourage current vendors to go and register as soon as possible.

56 QUESTIONS???

57 Self Service Banner Budget Query

58 The Budget Query link allows a user to review budget information for transactions entered through Banner Finance. A user may build or retrieve three different types of queries:  Budget Query by Account (FOAP)  Budget Query by Organizational Hierarchy  Budget Quick Query

59 Budget Status by Account  Account by detail  Transaction detail  Document detail – invoice or purchase order

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69 Budget Status by Organizational Hierarchy  The Budget status by Organizational Hierarchy options allows you to review budget information for organizations.  May be more useful for extracting departmental information as opposed to individual awards.

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80 Budget Quick Query  The Budget Quick Query allows you to view budget information by account for the Fiscal Period and Year-to-Date. The parameters available for this query are Adjusted Budget, Year-to-Date, Commitments, and Available Balance. This report will not allow you to drill down for more detail.  Similar to screen 19 in FRS.

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84 Encumbrance Query  Allows users to view encumbrance information by account for specified FOAP.

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86 All, Opened or Closed Encumbrances

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90 Self Service Banner Fall 2005 Ver 7.1 Presented by the Auburn University Business Office

91 QUESTIONS???