1. 1 BANNER FINANCE

2. Banner Finance for Department and Support Staff Many department and support staff use Banner Finance and know it from the perspective of their function. This session will explain Banner Finance as the accounting record keeping system of the college. See how your function fits in the overall picture and learn some important tips that can make your life easier and improve processing for everyone. You will have a chance to ask questions about Banner at the end. 2

3. Banner Finance! Tupper Drane Finance System Leader TESS 539-5312 hdrane@stlcc.edu 3

4. 4 I.Banner Finance in Context of the Banner System II. Modules Within Banner Finance III. The Procurement Cycle IV. Controls in Banner V.Your Banner Password VI.Finance Approvals in Banner VII.When the Computer Runs Slow VIII.Questions

5. 5 II. Banner Finance in Context of the Banner System

6. III. Modules Within Banner Finance 6

7. III. the Procurement Cycle 7 A. FOIDOCH and the Procurement Cycle B. Procurement Effects on Gen Ledger C. FOAPAL Review D. FOAPAL Values E. Document vs Commodity Accounting

8. A. FOIDOCH and the Procurement Cycle 8

9. B. Procurement Effects on the Gen Ledger Req puts budget $$ in Reserve PO creates an encumbrance Inv creates a payable Chk creates an expense Consequently, let Banner back it out: Req FPARDEL PO FPAPDEL Inv FAAINVD Chk FAACHKS 9

10. C. FOAPAL Review F = Fund 999999 000000 0000 00 000000 000000 O = Organization 000000 999999 0000 00 000000 000000 A = Account 000000 000000 9999 00 000000 000000 P = Program 000000 000000 0000 99 000000 000000 A = Activity 000000 000000 0000 00 999999 000000 L = Location 000000 000000 0000 00 000000 999999 10

11. D. FOAPAL Values FTVFUND - All Fund Numbers FTVORGN - All Organization Codes FTVACCT - All Account Codes FTVPROG - All Program Codes FTVACTV - All Activity Codes FTVLOCN - All Location Codes 11

12. 12

13. E. Document vs Commodity Accounting Document Accounting Rules: Document vs Commodity Commodity Accounting 13

14. Document Accounting (1) 14

15. Document Accounting (2) 15

16. Document Accounting (3) 16

17. RULES Document Accounting vs Commodity Accounting Document Accounting: FOAPAL(s) apply to sum of all commodities (items) Commodity Accounting: FOAPAL(s) are entered for each commodity line Doc: 1 Commodity to 1 Foapal M Commodities to 1 Foapal 1 Commodity to M Foapals Com: M Commodities to M Foapals 17

18. Commodity Accounting 18

19. IV. Controls in Banner A. Access to Banner B. Your Password in Banner C. Approvals in Banner 19

20. A. Access to Banner 1. Banner Access Request form 2. Access to Finance Functions 3. Often Overlooked a. Requests Need Supervisors’ Approvals b. Cannot Request Access for Yourself c. What to do with Prior Access of New Party d. What to do with Current Access of Replaced Party (Transferred; Returning PT; Terminated) 20

21. Banner Access Request Form Banner 7 (Help) (Request Access) 21

22. 22

23. Access to Finance Functions Select a User Category: Cashier Department Approver Terminate a User Account Finance Query Department Input Person Receiver 23

24. Often Overlooked a. Requests Need Supervisors’ Approvals b. Cannot Request Access for Yourself c. What to do with: 1. Prior Access of New Party 2. Current Access of Replaced Party (Transferred; Returning PT; Terminated) 24

25. V. Your Banner Password 1. Banner Self-Service (Banner Web) [Line 2 on Menu] a. Selecting PIN for Banner Self Service b. Choosing a Good PIN c. Five Worst PINs d. If You Forget Your Password: Function Leader 25

26. Selecting PIN for Banner Self Service PIN = Personal Identification Number Six numbers (digits) – no more, no less, no characters (letters) Select a PIN that you can easily remember, but is not easy for someone else to guess Protect your PIN Do not tell others your PIN! Do not ask others for their PIN! Do not post your PIN (or any other passwords!) on a sticky-note on your computer monitor! 26

27. Choosing a Good PIN Good PINs: A birth date – your spouse or significant other, your child, your parent or grandparent, other relative, your pet A significant personal date – your wedding day, date you passed your driver’s test, etc. Last six digits of spouse or child’s social security number Bad PINs: Your birth date or last six digits of your SSN A sequence: 111111, 123456, 121212, etc. A famous person’s (movie star, sports celebrity) birth date An historic date – 09/11/01, 11/22/63, 07/04/76, etc. 27

28. Five Worst PINs Top Five Most Common PINs in Banner 123456 – 11,594 records!!! 111111 – 5,527 records!! 654321 – 1,244 records! 777777 – 648 records 666666 – 482 records 28

29. Your Banner Password 2. Banner 7 (On Line Banner) [Line 1 on Menu] a. New User in Banner b. If You Forget Your Password: CSC (Help Desk) 29

30. New User in Banner Banner User ID is assigned by Banner (user cannot choose own user ID.) New User is assigned “A” Number for password. Change the password on first sign on to Banner. (on Banner main menu, right side, under My Links.) Under “new standard” change password every 6 mos. 30

31. Change Banner Password (Main menu, right side, under My Links) 31

32. VI. Finance Approvals in Banner 1. Approvals: Requisitions –a. Separation of Function (Request and Approve by different person) –b. Approval Queues, control on org code, fund code or fund type –c. Invoice awaiting approval by whom? FOAAINP 2. Approvals: Purchase Orders -- Automatic up to Max Amount 3. Approvals: Invoices -- Automatic unless Direct Pay 32

33. Approval Queue for org code 33 Approvals Queues based on Org Codes Sometimes Org Code and Fund Approver can have access to M queues

34. Levels of approval –a. Levels of approval: usually initial and final, but other gradients possible –b. More than one person at same level in an approval queue –c. Notice emails about documents awaiting your approval –d. No proxies for finance approvals: 1) Use two persons in queue at same level; or 2) Toggle “Next Approver” on FOAUAPP 34

35. Banner Approvals Form FOAUAPP 35

36. FOAIINP Who will approve the req 36

37. VII. When the Computer Runs Slow What To Do New Hardware coming in Nov (eom) Still, What To Do? A.Assume still processing – Wait ! B. Call TESS at CC (Drane 5312 Kelley 5088) C. See if Bar is Moving at bottom right D. Last Resort: kill “White” Forms Screen 37

38. When the Computer Runs Slow What NOT To Do A. Do Not Kill Screen by Task Manager (Alt, Cntl, Del) B. Do Not Start up Another Session C. Especially Do Not Go To Same Form WHY? Because Oracle sessions keep running and you compete with yourself for resources. 38

39. VIII. Questions ? 39