1 Banner Finance 101 Self Service Training Penney Doughtie Banner Finance Trainer Revised 11/26/2014

2 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. 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 Log into Banner Finance Self Service Basic Knowledge of the FOAPAL- Account Structure Basic Knowledge of the FOAPAL- Account Structure

3 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 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). The chart of accounts structure is composed of six elements: Fund, Organization, Account, Program, Activity, and Location (FOAPAL).

4 FOAPAL Examples

5Fund A six-character code that identifies a self-balancing set of accounts and identifies ownership. A six-character code that identifies a self-balancing set of accounts and identifies ownership. Cash is a part of every Fund. Cash is a part of every Fund. Examples of Funds in Banner: State Funds (East Campus) Special Funds Auxiliary Funds EA3976- Foundations Fund Account Index Chart OrganizationActivityLocationAccountProgram RequiredOptional

6 Listed are the major fund types

7 Organization A six-character code that identifies a budgetary unit and/or department. A six-character code that identifies a budgetary unit and/or department. Houses information regarding revenues, expenses and budgets. Houses information regarding revenues, expenses and budgets. Examples of Organizations: AF Systems Coordination AA Financial Aid HS Nurse Administration Account Index ChartFund OrganizationActivityLocationAccountProgram RequiredOptional Organization

8 Account A five-character code that identifies objects (for example: assets, liabilities, revenues, labor, expenditures, transfers). A five-character code that identifies objects (for example: assets, liabilities, revenues, labor, expenditures, transfers). Account numbers first digit determines the type of account Account numbers first digit determines the type of account 1=Assets 2=Liabilities 3=Control Acct 4=Assets 1=Assets 2=Liabilities 3=Control Acct 4=Assets 5=Revenues 6=Salaries/Benefits 7=Expenses 8=Transfers 5=Revenues 6=Salaries/Benefits 7=Expenses 8=Transfers Examples of Account Code: Resident Tuition SPA Staff Salaries Education Supplies In-State Transportation Ground Account Index ChartFund OrganizationActivityLocationAccountProgram RequiredOptional Account

9 Program All program codes equal 0000 with the exception of a few Grants which will expire soon. All program codes equal 0000 with the exception of a few Grants which will expire soon. Account Index ChartFund OrganizationActivityLocationAccountProgram RequiredOptional Program

10 Activity An optional six-character code that is non-hierarchical and can be used to further define expenses (for example: physicians, trade skills, etc.). 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. Activity codes are often used to account for tracking of special events or physician activities. Account Index ChartFund OrganizationActivityLocationAccountProgram RequiredOptional Activity

11 Activity code for SOM

12 Location An optional six-character code that is non-hierarchical and can be used to further define a 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. Location codes are only used in the Fixed Assets Module. Account Index ChartFund OrganizationActivityLocationAccountProgram RequiredOptional Location

13 Banner Questions

14 Banner Finance 102 Self Service Training Penney Doughtie Banner Finance Trainer

15 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 QueryECU Budget Query Encumbrance QueryEncumbrance Query View DocumentView Document Budget TransferBudget Transfer Look Up Query (ECU Budget Query and Budget Transfer Forms)Look Up Query (ECU Budget Query and Budget Transfer Forms)

16 Log in to Self Service Banner Go to the ECU Home Page Click OneStop

17 Enter Pirate ID Enter Pirate ID Enter Passphrase Enter Passphrase Select Banner Self Service Select Banner Self Service from the Banner box from the Banner box

18 Click on Finance

19 Select the Desired Query

20 Banner Questions

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

22 1. Click ECU Budget Query

23 2. Click Create a Query

24 3. Check each data column, then click Continue.

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

26

27 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. 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 the “Download Selected Columns” button located at the bottom of the query.

28 Click “Download Selected Columns”

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

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

31 Code Look Up This helpful tool is located on the ECU Budget Query and can be used by clicking on the desired field name. 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 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. 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.

32 For Example – Click Organization

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

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

35 Banner Questions

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

37 1. Click ECU Encumbrance Query

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

39

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 OneStop Select “PORT” 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 or Systems Coordination at 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 OneStop Select “PORT” 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 or Systems Coordination at

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

42 Banner Questions

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

44 1. Click View Document

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

46

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

48 This query allows end users to move budget dollars from one budget pool account to another budget pool account within the same FUND. (Always use the same fund number for both “To” and “From” FOAP)This query allows end users to move budget dollars from one budget pool account to another budget pool account within the same FUND. (Always use the same fund number for both “To” and “From” FOAP) This process is for single line transfers.This process is for single line transfers. Rule Code (transaction type) ‘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 (transaction type) ‘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 (transaction type) “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 (transaction type) “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. Budget Transfers for Grant FOAPs (Grant Funds begin with a “2”) are processed by the Grants Administration Office.Budget Transfers for Grant FOAPs (Grant Funds begin with a “2”) are processed by the Grants Administration Office. The Budget Period is always current month.The Budget Period is always current month.

49 1. Click Budget Transfer

50 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”.

51 Budget Transfer Confirmation

52 Banner Questions

53 Code Look Up This helpful tool is located on the bottom of the Budget Transfer section and it can be used at anytime. 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 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. 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.

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

55

56 Banner Questions

57 Helpful Information

Helpful Rule Codes (also called Transaction Type) 58 Rule CodeDescription ADEIAdditional charges on Invoice BD01Original Budget B22Temporary budget transfer CORDPurchase Order Change D44Disbursement adjustment E090Year End Encumbrance Accrual HGRBHR Benefit Transactions HGRSHR Salary Payroll Transactions INEIInvoice with encumbrance (purchase order) INNIInvoice without encumbrance (no purchase order) J51Internal Sales (ECU departments billings within ECU J63ID Charge / Journal Entry PORDPurchase Order R30Cash Receipt SI1Medical Supplies Storeroom SI3Office Supplies Storeroom SI5Maintenance Supplies Storeroom XYZMiscellaneous Cash Receipt

59 BANNER OPERATING BUDGET ACCOUNTS Also known as Budget Pool Accounts Supplies Budget Library Books Budget Equipment Budget Contractual Services Budget Travel Budget Current Services Budget Fixed Charges Budget Other Expenses & Adj Pool Undistributed Budget Grants and Aides Education Awards Utilities Budget BANNER SALARY BUDGET ACCOUNTS Miscellaneous Salary Budget EPA Non Teaching Salary Budget EPA Faculty Salary Budget SPA Staff Salary Budget SPA LEO Salary Budget Benefits Budget

60 To Request Security Access The following website provides detailed instructions on how to request Banner Finance Security Access. If you have questions regarding this security form, please contact Penney Doughtie If you have questions regarding this security form, please contact Penney Doughtie or or

61 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 Please feel free to contact any of the Systems Coordination staff located at Systems Coordination staff located at Other Banner Training Courses located on the OneStop under “Cornerstone” Other Banner Training Courses located on the OneStop under “Cornerstone” Banner 103 – INB Banner 103 – INB e~Print Report Training e~Print Report Training ODS – Operational Data Store ODS – Operational Data Store