1. Reporting, Planning, and Analysis Tools and Tips

2. Agenda Duties of Reporting, Planning, and Analysis.
Provide overview of FOAPAL.
Review the process for setting up employees to key online Journal Vouchers.
Explain most common Banner Forms and Reports.
Overview of Website.
Address FAQs.

3. What does Reporting, Planning, and Analysis do?
The first and most important thing to know about our department is we deal with all funds except restricted funds which is any fund starting with 3 or 8. All restricted funds are handled through Sponsored Programs accounting.
Duties of Reporting, Planning, and Analysis
Maintain chart of accounts (add, delete, change funds ect.)
Process journal vouchers
Maintain general ledger (correcting posting errors)
VP Table Maintenance (this table gives important information on funds like VP, department head, and contact. This information is used when sorting the Monthly Activity reports so Banner knows how to group them)
Prepare and Feed documents for posting
Reconciliation of payroll liability accounts
Produce annual financial statements

4. FOAPAL Fund Code Organization Code Account Code Program Code
Activity Code
Location Code
FOAPAL is the set of codes that tell a JV entry where to post. This is an acronym for Fund code, org code, account code, program code, activity code, and location code.
Here is a brief description of each letter within the acronym.
The fund code is you major money source ( EXAMPLE is MSU Education and General)
The organization code is administrative department. (EXAMPLE any org starting in 01 is the College of Agriculture)
The account code is the type of entry for example utilities expense.
The program code helps identify the function of the transaction for example instruction or research.
These last two are not as common but are used in some departments.
Activity codes are use by some departments for different reasons. For example MAFES uses them to group by Federal Project Number.
The last item of Location code is only used by budget and payroll. The location code is a six digit position code.

5. Department-initiated Journal Vouchers
What is a Journal Voucher?
Who needs access?
How to set up access?
What is a Journal Voucher?
A journal voucher is just a listing of the debits and credits that go into a posting.
So it should show a FOAPAL and debits and credits that equal each other.
Who needs to have access?
Not everyone needs to have the ability to key and electronically approve their Journal Vouchers.
If your department only processes a few Journal Vouchers per month there is no reason for you to have this access. We are glad to continue to key those entries for you. This process is used by those departments that have multiple entries per month and can save everyone involved time and effort.
How to setup or change access?
Instructions are located on the ITS website under services, at the bottom of the list of services select service request forms, Banner, and at the bottom of the drop down select Instructions for Completing the MSU Approval Queue Request- Journal Vouchers.
There is form to fill out and to send to Amy Burchfield and we will get processed.
Once you are setup you will receive a rule code which is a four digit code to enter on JVs and a document prefix that all your documents should begin. The rule code will tell banner how to route the document for approvals.

6. Banner Forms and Reports
FGIDOCR
Xtender
FGIBDST
FGITRND
FGIBSUM
FGIBAVL
FGITBAL (Non-Budgeted Funds)
FGIGLAC
FGITBSR
FWREXDP (Ledger Sheets for Non-Budgeted Funds)
FWREXEG (Ledger Sheets for Budgeted Funds)
As you can see here I have a list of the banner screens that I feel can be a help to your department.

7. Banner Forms and Reports
FGIDOCR
Xtender
FGIDOCR is used to see the details of posted journal vouchers. From this screen there is a link to extender which is our scanned document storage system.
To use this screen enter the document number in the designated area at the top left and go. The detail information for the JV will auto populate. If no details appear the document number entered is not posted in banner. Also from this banner screen you can enter Xtender to see the documentation for the JV. To enter Xtender click the Xtender button at the top of the page. This will open in a separate tab. The tab that opens will show the document info click the white piece of paper to the left to open the documentation.
One important thing to note is not all JVs are in Xtender only the ones generated within the controllers office.

8. Banner Forms and Reports
FGIBDST
FGITRND
FGIBSUM
The next screen is FGIBDST which is used to view the available balance for your budget. This screen is most valuable for E&G funds as most other funds do not have budgets.
At the top enter Fiscal Year, Org code, Fund code, and program code and alt page down (in some cases you may have some of the other codes but these are the important ones). It will list your income and expense accounts. For each account you will see budget, YTD activity, commitments, and available balance remaining in each budget line.
From this page you can also access the details to each account. Click on the account that you want the details and make sure the line is highlighted. Click related at the top of the page and select transaction detail information (FGITRND) from the drop down. This will show all entries in this account for the fiscal year.
From the transaction screen you can access FGIDOCR to see JV details for an entry. Click and highlight the line item you would like to see. Click related at top and select Query document from the drop down to open FGIDOCR. In some instances there are Banner screens that work together and can be very useful as long as you know how to use them
The see the summarized budget while on FGIBDST click related then Budget Summary Information FGIBSUM. This will show you the budget summarized by revenue, labor, expenditures, and transfers.

9. Banner Forms and Reports
FGIBDST (continued)
FGITRND
FGIBSUM

10. Banner Forms and Reports
FGIBAVL
This screen is pretty similar to FGIBDST. The main difference it shows a total budget instead of breaking it down by category.

11. Banner Forms and Reports
FGITBAL
FGIGLAC
FGITBAL will show the balance sheet account balances but should only be used for non-budgeted funds. The reason being is that for E&G funds you should check the remaining budget balance and for designated for example check to see if you have the cash available. The main account that would be helpful is the cash account that shows how much cash you have available.

12. Banner Forms and Reports
FGITBSR
This screen is pretty much identical to FGITBAL. The one difference being that you can get your current fund balance from this screen at the bottom right.

13. Banner Forms and Reports
FWREXDP
The next screen we will look at is FWREXDP which is a Ledger Sheet for non E&G funds. This screen is a little different from the previous screen in that it will produce a report to be printed.
The process should be filled so alt page down to get to the printer area. Now for printer you have three options you can print a paper copy, print to database, or you can . To receive a paper copy simply enter the printer name in the printer field. To print to database and receive an on-screen copy of the report enter “database.” We will discuss later how to retrieve the database reports. Last if you would like to the report enter “ ” in the printer field and enter the address in the special print field.
Alt page down to get to the parameter values area. Enter all your information here. It is important to note for beginning and ending org code enter and to include all orgs and programs. If this beginning and ending is not entered you will not receive a balance sheet.
Alt page down and click save to print. It will either print to the printer named or print to the data base which you will need to retrieve.

14. Banner Forms and Reports
FWREXEG
This screen is pretty much identical to the previous screen except this is used for all E&G funds (funds starting in 1 and 9). The main difference is this report you would in most cases enter a specific org number to pull.

15. Ledger Sheet How to Read? Reconciliation Policy
As you can see here I have a screen shot of the ledger sheet. You can see going across it shows you budgeted amount, the realized (which is year to date), the current month, and available balance.
Per policy “Account Reconciliation” ledgers are to be reconciled monthly and signed by both the preparer and the department head. Please review this policy if you have any questions.

16. Banner Forms and Reports
GJIREVO
As mentioned before if you send a report to database you will need to retrieve the report. The screen for this is GJIREVO. When you enter the screen everything will be blank. Click the three dots beside process to pull a list of recently printed reports.
To open the report double click. Important to note make sure to select the .lis report.

17. This is our web site the easiest way to find go to the MSU home page and search records and it should come up.
We have many useful items located here. If you look across the top you can see these items.
The first item here is financial statements
The next item is a link to the a list of published financial statements back to 2003.
Next we have forms.
Then one last item here is at the bottom the training resources. Which has a few Camtasia videos and PDFs show certain processes like entering a JV.

18. This is a screen shot of what you would see if you opened one of the financial statements. Once you click on the year it will open a multi page PDF. As you can see here this is the Statement of Net Position. It will also include Statement of Revenues, Expenses, & Change in Net Assets; Statement of Cash Flows; Notes to the Financial Statements; and a Management’s Discussion & Analysis section.

19. Also under the financial statements link on our website there is a link to all year end summaries that we prepare at the end of the year with the financial statements. These schedules show the details in different formats for different purposes. As you can see here on the screen is one of those schedules which just shows you Assets and Liabilities broken up between Current funds, debt funds, restricted funds and unrestricted funds.

20. This is a picture of the Journal Voucher template.

21. FAQs
When is the last day to enter documents to be posted in the previous month?
Where did this charge originate and what is the charge?
Which transfer account code should I use?
You have until 8:00 a.m. on the fourth working day to enter transactions for the previous month. The exception to this rule is the month of June, which is extended due to the closing of the fiscal year.
If the document originated in our department the easiest way to find the information on a certain charge would be to get the document number and go to FGIDOCR which I showed you earlier to navigate to Xtender to see back up documentation.
If the document did not originate in our department there is a document prefix list under the training resources which will also have a contact person.
Transfer Codes
When posting a transfers there is two options for codes to use. Each option has a pair of codes that must be used as a set and cannot be used alone. The two options are and and and These codes must always be paired with there matching account. The deciding factor in determining which set to use depends on if the transfer is between same fund types or different fund types. The accounts ending in 202 are used for transfers between different fund types (for example and E&G to a Designated Fund). The accounts ending in 301 are used when transferring between the same fund types (so designated to designated would be an example of this). There is a document on our website under training resources that will give more of the details.

22. Closing Comments Observation of Chain of Command
Year-End Accounts Payable Issues
Follow up on Annual Designated and Plant Fund Analysis
Payments to MSU Foundation

23. Questions????

24. Contact Information
Michael Ketchum
Phone:
Office: 420 McArthur Hall
Mailstop: 9602 Controller & Treasurer’s Office