Presentation on theme: "A Community of Learning SUNGARD SUMMIT 2007 | sungardsummit.com 1 March Madness: Tips-Tricks-Traps Presented by: Kathleen Maertzig & Tom Weir Drexel University."— Presentation transcript:
A Community of Learning SUNGARD SUMMIT 2007 | sungardsummit.com 1 March Madness: Tips-Tricks-Traps Presented by: Kathleen Maertzig & Tom Weir Drexel University March 20, 2007 Course ID 1053
2 Session Rules of Etiquette Please turn off your cell phone/pager. Please use text messaging to contact your bookie. If you must leave the session early, please smile for CPE security camera We encourage side conversation during voting only For a complete written transcript, take quickly detailed notes or Remember, this is an exhibition so please no wagering. However, it is Vegas and whatever happens in Vegas, stays in Vegas. Thank you for your cooperation!
3 Course ID 1053 Introduction State the purpose of your presentation/discussion Reduce the cost of Summit List the benefits of attending this class Have some fun and learn at the same time.
4 Course ID 1053 Rules of Engagement The top 12 Banner schools who were willing to share their knowledge with the other 300 schools who weren’t, compete to make up the Sweet 16 bracket. Schools will compete in a head to head single elimination format where they each present their best Banner Finance/AR/Reporting Tips, Tricks or Traps (TToT).
5 Course ID 1053 Rules of Engagement When the two schools have presented their TToT, the audience will be asked to cheer/yell/scream their approval for their favorite TToT. Obnoxious booing is only permitted when Summit is in Philadelphia. Our 3 judges will decide based on crowd approval who the winner is. Instant replay is not an option because we don’t have MACs.
6 Course ID 1053 Rules of Engagement No TToT will be wasted in this presentation as every one will be included in the Summit CD. Representatives from each School worked really hard on their tips so please make sure to Thank you for your cooperation!
7 Course ID 1053 Contestants
8 Course ID 1053 Contestants
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13 Course ID 1053 Banner Trick – Kent State University Define your Chart so it can easily roll-up
14 Course ID 1053 Banner Trick – Kent State University If you will be using a reporting tool, set-up a special reporting team and project plan to handle all reporting needs.
15 Course ID 1053 Banner Trick – Kent State University Define an executive dashboard to track integration, workflow, reporting and interface deliverables in a spreadsheet with dates and responsibilities so the executive committee can easily see your progress and understand what will be delivered at Go Live and post- Go Live.
16 Course ID 1053 Banner Trick – Kent State University In a separate location, move the Banner Project team away from the rest of the day to day work and keep the team together; this includes the technical resources as well as functional.
17 Course ID 1053 Banner Trick – Kent State University Remember.. Do some fun things with the project team.. Have a theme party, milestone party, and bring FOOD.
18 Course ID 1053 Banner Trick – Kent State University March Madness Freelance Move
19 Course ID 1053 Banner Tip – Lehigh University Create Indexes on FTMACCI for all funds and orgs to simplify FOAPAL data entry on all Banner forms. Indexes are also much easier for end users to remember and use when accessing financial information on Finance forms like FGIBDST or FRIGITD or when using Finance Self Service.
20 Course ID 1053 Banner Trap – Lehigh University When querying transactions in Banner views using Access or Brio, note that some subsystems like Payroll do "not" feed Indexes to Finance even though it is entered and used on all Payroll forms (NBAJOBS, NBAPOSN, etc.).
21 Course ID 1053 Banner Tip – Lehigh University Use Attributes for custom reporting when fund or org roll up reporting doesn't meet your needs. Attributes create custom hooks or links to data and the potential for unlimited custom reporting and summarization data.
22 Course ID 1053 Banner Tip – Lehigh University Attribute Assignments are Not Effective Dated If you change an attribute associated with a fund, org or account code, all subsequent reporting is based on the new attribute assigned (both prospectively and retrospectively), unlike other changes on FTMFUND, FTMORGN or FTMACCT. Without effective dating of attributes, Banner maintains no audit trail of previous attribute associations with foapal elements.
23 Course ID 1053 Banner Tip – Lehigh University Be careful when changing the default org code on FTMFUND. If you change it during the fiscal year, transaction activity for the same fund will be created and accumulated under both the old and new default org code. This is especially tricky if end users use Indexes. If they enter the Index on FGIBDST or FRIGITD for example, only activity related to the new org code will be queried. The resulting budget status returned could be under or over stated. Related tip… if you need to make default org changes during the fiscal year, prepare a journal entry to transfer all the transactions with the old org code to the new one. Transfers of payroll activity should be done via the payroll redistribution process.
24 Course ID 1053 Banner Tip – Lehigh University Fixed Assets -- raise the capitalization threshold to $999,999. It allows you to reconcile the transactions in the General Ledger and transfer out any non-capital expenditures and capitalize assets when the asset has been received vs. capitalizing partial payments, etc.
25 Course ID 1053 Banner Tip – Lehigh University Fixed Assets -- FFADEPR screen -- Enter a program code for the capitalization fund that is associated with the asset’s funding source. This will facilitate allocating depreciation expense by program code for financial statement purposes.
26 Course ID 1053 Banner Tip – Lehigh University March Madness Freelance Move
27 Course ID 1053 Banner Trick – Northeastern Junior College If you are having an issue with something odd and can identify the Cashier - Use TGIACCD for the Cashier User and upload into Excel. - Sort by date to help identify when it happened.
28 Course ID 1053 Banner Trick – Northeastern Junior College To Determine What Students Have Holds. - Run TGPHOLD in audit mode with criteria that will give you all of the holds.
29 Course ID 1053 Banner Trick – Northeastern Junior College To Identify Students that have Withdrawn from Classes, -Run a popsel with a registration status code of W -Then run the popsel through TGRAGES.
30 Course ID 1053 Banner Trick – Northeastern Junior College To get a Quasi Term Based Bill -Use the current date in the TSRCBIL -Then use Form Fusion and change the "previous balance" text to "Other Term Balance".
31 Course ID 1053 Banner Trick – Northeastern Junior College March Madness Freelance Move
32 Course ID 1053 Banner Tip – Salk Institute For Biological Studies Confused about what Banner wants you to enter in a particular field? When on a form (i.e. GXRBANK), - Choose "Help -> Dynamic Help Query" from the menu bar. -Select the "SCT Banner" radio button and click "Display". A box will open telling you how this field is used. -Follow these instructions when in the 'Destination ID' field on the ACH block of GXRBANK and it will tell you, "DESTINATION ROUTING NO: The routing number of the clearing house bank uses."
33 Course ID 1053 Banner Trick – Salk Institute For Biological Studies Check out the "Auto-hint" line in the lower left corner of each window for secret drill-down shortcuts not always available from the Options menu. For example, on FTICHKS (check number validation), the "Auto-hint" line says, "Press count query hits to transfer to FAICHKH (check payment history)." This drill-down is not available under the Options menu as would be expected. It's a secret! "Count query hits" can be selected from the "Query" menu or by keying F3 to quickly take you to the check history form for more detail....
34 Course ID 1053 Banner Trap – Salk Institute For Biological Studies In Banner, you can set up a unique bank account for ACH payments attached to each vendor address. Using a Sungard partner solution, Evisions Intellecheck, you can send notifications to vendors for each payment. However, addresses in Banner can only be assigned by vendor, *not* vendor address. This limitation prevents the notifications from being sent to a unique address for each vendor bank account/address.
35 Course ID 1053 Banner Trap – Salk Institute For Biological Studies When reviewing posted documents on FGQDOCN (document search screen for FGIDOCR), journal vouchers missing a sequence 1 transaction do not display. This may lead you to believe the document never posted. You must key the document number straight into FGIDOCR and key next-block in order see the document. The downside to this is that you can view the 'activity date' on FGQDOCN, but *not* on FGIDOCR.
36 Course ID 1053 Banner Trick – Salk Institute For Biological Studies Keep your hands off the mouse! Key F2 on any form with a tabbed interface to bring up a list of tabs for quick selection using the arrow keys.
37 Course ID 1053 Banner Trick – Salk Institute For Biological Studies March Madness Freelance Move
38 Course ID 1053 Banner Tip – Texas A&M University - Kingsville Create a Detail Code naming convention that can be built on in future years. Carefully designate "alpha" or numbers for specific types of charges or payments.
39 Course ID 1053 Banner Tip – Texas A&M University - Kingsville Use the Query feature for searches on almost any form - Can minimize search time on TSAAREV
40 Course ID 1053 Banner Tip – Texas A&M University - Kingsville Use TGIACCD to get mini-reports on the spot.
41 Course ID 1053 Banner Trick – Texas A&M University - Kingsville Generic detail codes can have an account number used one day and then changed the next day to a different account number. HOWEVER, activity on previous day must be closed, finalized and accounting feed run before changing account number.
42 Course ID 1053 Banner Trick – Texas A&M University - Kingsville March Madness Freelance Move
43 Course ID 1053 Banner Trick – University of North Carolina at Greensboro Make Index, Grants and Funds are all the same code. -When we implemented Banner Finance, instead of our campus users having to memorize 24 characters for each transaction - 6 each for fund, org, account and program, our end users only need to know 12 characters ( 6 for index/fund and 6 for account code ). -Might sound redundant but has worked well for data entry needs for both campus and functional users. -We also default our org code and program code from both the fund and index codes so that our users do not have as many fields to fill in for transactions.
44 Course ID 1053 Banner Trick – University of North Carolina at Greensboro Use the query capability and the extract data to MS Excel spreadsheet feature offered in INB Forms. For example, in the FGITRND form, you can use wildcards to isolate transactions for a specific month, then you can use "Extract data with key" under the help menu to download just a month's worth of activity for monthly reconciliations. Using other queries for transaction type and/or field codes, you can identify transactions in a variety of ways for data analysis.
45 Course ID 1053 Banner Tip – University of North Carolina at Greensboro Emphasize Difference between the FGIBDST and FGIBAVL forms During our Banner Finance campus training implementation, we emphasized the difference between the FGIBDST form and the FGIBAVL form. FGIBAVL a.k.a. the "Baffling" form -Shows both posted and pending (incomplete documents) transactions. FGIBDST -Shows only shows posted transactions.
46 Course ID 1053 Banner Tip – University of North Carolina at Greensboro Emphasize Difference between the FGIBDST and FGIBAVL forms ( Continued ) Incomplete documents are very difficult to find using INB Forms. One of the ways that a campus user could tell if a suspended document was in the system was comparing these two forms. If FGIBAVL showed less budget than the FGIBDST form then a suspended document needed to be completed by the campus user. On a regular basis and before closing our reporting period, UNCG removes all incomplete documents from the Banner so that FGIBDST and FGIBAVL forms should show the same balances.
47 Course ID 1053 Banner Tip – University of North Carolina at Greensboro Emphasize Difference between the FGIBDST and FGIBAVL forms ( Continued ) Also, "ghost" records that are stored in the FGRBAKO table can hold budget on the FGIBAVL form for documents that may not exist in the system. One way to identify these "ghost" records is to run a query on the FGRBAKO table using the fund code and document number. If the field fgrbako_serial_num is "0" then most likely you have identify a "ghost record" that is holding budget in error on a fund. The only way to get rid of the ghost record is to have your IT folks remove the record from the FGRBAKO table and run a budget rebuild process.
48 Course ID 1053 Banner Tip – University of North Carolina at Greensboro Use Gadwin Screen Grab freeware program -Is free and downloadable from the internet. -Great communication tool that can be used to grab screen shots of Banner Finance Forms to share via with other users. -If functional areas are having problems, they can send a "screen shot" of the form and issue to their campus helpdesk. The screen shot shows the instance, form, and you can use word or excel to circle in red the "problem" or point of discussion. -We also use the gadwin tool to create great training workbooks for campus. See the 2nd screen shot for an example from our training materials using the gadwin software. -UNCG also uses the Gadwin tool to create great training workbooks for campus.
49 Course ID 1053 Banner Tip – University of North Carolina at Greensboro Use Gadwin Screen Grab freeware program ( Continued )
50 Course ID 1053 Banner Tip – University of North Carolina at Greensboro Use Gadwin Screen Grab freeware program ( Cont’d ) - Example of Training Material
51 Course ID 1053 Banner Tip – University of North Carolina at Greensboro In Banner Finance self service module, the comparison of fiscal year and similar period data, is a great resource when it comes to comparing year- to-date expenditures between fiscal years. Also, the ability to create calculated fields in self service, saving queries and downloaded data to spreadsheets is a great enhancement from our legacy system.
52 Course ID 1053 Banner Trick – University of North Carolina at Greensboro March Madness Freelance Move
53 Course ID 1053 Banner Trick – University of Richmond Going to the help menu About Banner will provide all the details about the version of each Banner Module as well as the version of the Database that you are currently on.
54 Course ID 1053 Banner Trick – University of Richmond Going to Help --> Technical Support --> SQL Trace will tell you every SQL statement that is being executed while navigating on a Banner form. -This is good for debugging.
55 Course ID 1053 Banner Trick – University of Richmond If you know part of a form name or part of a form description you can put it in the "Go To" box and use the "%" wildcard to find a form.
56 Course ID 1053 Banner Trick – University of Richmond Using the letter "C" in a date field either when running a report or when querying on a form or during data entry will automatically populating today's date in the correct form for you.
57 Course ID 1053 Banner Trap – University of Richmond When running the 1098 process, know that the adjustments field will only display an adjustment amount from the previous year if the total of the adjustments (what was taken away) for the full year is more than what was added for the full year. The process does not look at the rules you set up on TSATAXR for adjustments. - For example if John Smith had charges of $1000 for the year and adjustments of -$500 for charges that were reported in a previous year, the adjustment box will not be filled in. If he had adjustments of -$2000, then a $1000 dollar amount will be displayed in the adjustment box.
58 Course ID 1053 Banner Trick – University of Richmond You can put a form in query-mode by hitting F7 and then enter in any field different queries like in a date field enter > 01-JAN-2006 and hit F8 to get only those records where the date is > 01-JAN-2006.
59 Course ID 1053 Banner Trap – University of Richmond On FTMFUND, if you tab past the Restrictor Indicator, the form will reset the value that you have selected and will not allow you to select the correct value. - To work around this, you should click down in the Org section instead of tabbing. We also have a job that we created that will assign the correct value to this field if you mistakenly tab past the Restrictor Indicator.
60 Course ID 1053 Banner Trick – University of Richmond You can copy & paste document text when creating a Change Order rather than re-type it.
61 Course ID 1053 Banner Trick – University of Richmond You can run reports to the Database by entering Database in the Printer field and then go to GJIREVO to retrieve the results.
62 Course ID 1053 Banner Trick – University of Richmond We've developed a custom process where people can take data from an Excel Spreadsheet and upload it into Banner without using the FUPLOAD process. - The data goes to GURFEED and the end-users are able to run FURFEED, FGRTRNI, FGRTRNR to pull the data into a Journal Entry.
63 Course ID 1053 Banner Trick – University of Richmond You can mass end date vendors and commodities instead of giving them a termination date individually.
64 Course ID 1053 Banner Trick – University of Richmond March Madness Freelance Move
65 Course ID 1053 Banner Trick – Western Kentucky University Multiple Buyers for the Same Requisition We use commodity level accounting at Western Kentucky University. For every commodity code we have a buyer assigned to it on FTMBUYR. If a requisition is typed up with commodity codes for more than one buyer, this is how both buyers can get to the requisition. Once you have created the PO, go into FPAPORD. Remove the line items that are not yours and complete the PO. The requisition will now go back into the other buyers queue FPAPOAS with only the remaining line items for the buyer to create another PO. You can also go into FPAPOAS and select Assign by Item rather than Assign by Document but this will create individual POs for each line item.
66 Course ID 1053 Banner Trick – Western Kentucky University 1099 TIN Matching thru IRS To verify 1099 information with the IRS, the IRS has set up a 1099 Bulk TIN Matching process. You provide a file to them of your 1099 vendors and they will send back a file with errors codes attached to the vendors. I have written a script that pulls the information into a file in the format specified by the IRS. Go to website: Create a new user account or sign-on to one you have already set up. Select your organization, choose TIN Matching, Choose Bulk TIN Session, Click Browse button find your file and click Done. You will be ed when your file has been processed. Go back into the IRS website, click mailbox, and click download. The file is in excel format. Sort the file by the error codes and audit your 1099 vendor records.
67 Course ID 1053 Banner Trick – Western Kentucky University Writing Off A/P Checks That Never Reconciled Created a report to show all checks that have not been reconciled, have not been cancelled for a certain check date range and does not have a check type of V (void) or T (test). Once the checks have been reviewed, a data file is created in the same format as the bank file for reconciliation. Western Kentucky has created a script that reads the bank file, does edits against the checks and insert the checks into the Banner table FABBKTP. Go through your normal A/P reconciliation process.
68 Course ID 1053 Banner Trick – Western Kentucky University Writing Off A/P Checks That Never Reconciled – (Cont’d) WKU Process: Correct errors on FAABREC-Bank Check Reconciliation, Run FARBREC-Bank Reconciliation Report with parm 3: Type of reconciliation=R, correcting all errors in FAABREC until all items are reconciled Run FARBREC with parm 3 = F Run FARBBAL-Bank Reconciliation Balance Report (check amounts from FARBREC against FARBBAL) Run FARAAGE-Bank Recon Activity Aging Report.
69 Course ID 1053 Banner Trick – Western Kentucky University Grouping Checks Together Create a table consisting of: code, commodity code description, return address code, and check stub message for student invoices. A script runs each night to look at unpaid student invoices. The commodity code description is matched up to the farinvc_comm_desc and the code is inserted into fabinvh_delivery_point. We do not use fabinvh_delivery_point so this field is used to sort our checks by financial aid, business office, housing, parent loans and misc. using the Evisions Intellecheck software. A/P also inserts a delivery point code for checks that need to be group together like Holds and Enclosures. For student checks the table is used to contain the check stub message for the particular delivery point. Intellecheck has take FABCHKP and added additional code for sorting by delivery point and adding check stub message using the table that we maintain.
70 Course ID 1053 Banner Trick – Western Kentucky University Closing POs with Line Items for 0 Amounts in Old Year If a buyers is trying to close a PO but get the error that certain line items are in the old year, here is my process to close them. Pull up the PO on FGIENCD. Write down the line items that have the old fiscal year Go to TOAD and pull up the PO on FPRPODT. Look at FPRPODA_CLOSED_IND for those line items. If it has a ‘Y’ then you do not need to roll it into the new year with a journal voucher. Go back to FGIENCD and write down the FOAPAL for each line item. Also write down the total balance for the PO.
71 Course ID 1053 Banner Trick – Western Kentucky University Closing POs with Line Items for 0 Amounts in Old Year – ( Continued ) Go to FGAJVCD Transaction Date: MM-DD-YYYY Document Total: 0 Journal Type: E090 COA: W Index: xxxxxx Fund: xxxxxx Orgn: xxxxxx Acct: xxxxx Prog: xxx Amount: 0 DC: + Description: Roll to YY Encumbrance #: Pxxxxxxx Item: x Seq: x Access Completion
72 Course ID 1053 Banner Trick – Western Kentucky University Closing POs with Line Items for 0 Amounts in Old Year – ( Continued ) Once the JVs have been done, run FPPPOBC with the following parms: 01 Posting Date: MM-DD-YYYY 02Purchase Order Activity Date: current date 03Purchase Order Select Option: S 04 Skip 05 Skip 06 PO Number or Wild Card Criteria: Pxxxxxxxx 07 Maximum Encumbrance Amount: total balance for PO 08 Report Mode: U In Banner, check FGIENCD to see if PO shows closed.
73 Course ID 1053 Banner Trick – Western Kentucky University March Madness Freelance Move
74 Course ID 1053 Banner Tip – Wright State University FOIAPPD form This form can be used to view what is in the FOBAPPD table, although the form doesn't appear in any of the Finance menus.
75 Course ID 1053 Banner Trap – Wright State University Finance Self-Service voucher template signs When saving a template in the self-service multi-line budget transfer, beware that the +/- signs on a template will revert back to the default of ‘-’ on line 1 & ‘+’ on remaining lines when you later retrieve the template. So -- for 2 line templates, make sure you input your - entry on line 1.
76 Course ID 1053 Banner Tip – Wright State University Schedule nightly SQL queries via Appworx to scan for data and then the users the results Appworx can be used to schedule SQL queries to scan for data issues you have pre-identified (e.g. matching banks on both the header & accounting records for invoices) & users with any possible results.
77 Course ID 1053 Banner Tip – Wright State University Added a new application in Finance Self-Service to display fund/orgn access list When people log into Finance Self-Service, they can easily find out what funds and orgns they have access to.
78 Course ID 1053 Banner Trick – Wright State University March Madness Freelance Move
79 Course ID 1053 Banner Trick – Aims Community College Re-naming forms using GTVQUIK/GUAQUIK. Example: FPAPURR becomes PO, FGABDSR becomes BUDGET.
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82 Course ID 1053 Banner Tip – Aims Community College Querying on fields that don't display on forms using expert query. Example: Querying on the FABINVH_USER_ID on FAIINVL. Includes how to find the name of the table and field.
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87 Course ID 1053 Banner Trick – Aims Community College For the techies: Reporting cross-references using STVXLBL and SOAXREF (table is SORXREF). A relatively easy way of linking Banner values to external values (beats GTVSDAX and the FTVEExx tables).
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90 Course ID 1053 Banner Trick – Aims Community College Re-open fiscal period on the baseline FTMFSYR form without using SQL Warning: Just be sure no one is entering documents at the time.
91 Course ID 1053 Banner Trick – Aims Community College March Madness Freelance Move
92 Course ID 1053 Banner Trick – New College of Florida (page 1 of 2) Correcting O-Tag Capitalization – O-Tags that have a T in the indicator field - Complete FFAMAST info using the Update O-Tag function with the Asset Type on the first screen, then complete the accounting information on the funding and capitalization screens - Go to FFAADJF to cap the O-Tag using the SCAO function - Go back to FFAMAST and perform the Convert to Permanent Tag function to assign the P-Tag number
93 Course ID 1053 Banner Trick – New College of Florida (page 2 of 2) Will not be completed This account information will not be completed
94 Course ID 1053 Banner Trick – New College of Florida Extract Data into an Excel spreadsheet This can be done from many of the Banner forms by clicking on Help from the menu bar Then choosing ‘Extract Data, No Key’ Whatever your current open window is will download into Excel!
95 Course ID 1053 Banner Trick – New College of Florida NHIDIST -Great for seeing details of HR transactions -Multiple inquiries available on the form -Person*, Feed Doc#, org, account, date range, type of transaction (expense, liability, encumbrance, budget, etc) or any combination of these * When searching by person, it is best to fill in another search item. This search is extremely slow, and can take awhile – several minutes
96 Course ID 1053 Banner Trick – New College of Florida Set up Depreciation to run correctly -Complete frequency and start date on FFADEPR (6.x, or for 7.x – ) -Complete the asset depreciation expense distribution if you are on 7.x until a patch is released.
97 Course ID 1053 Banner Trap – New College of Florida Don’t believe the amount you see on the FFRPROP report! It double counts the amount of an attachment and component Don’t rely on this Amount!
98 Course ID 1053 FOIDOCH The one stop screen for all that is Finance Banner Trick – New College of Florida
99 Course ID 1053 Banner Trick – New College of Florida March Madness Freelance Move
100 Banner Trick – Drexel University Position Control Related If you are feeding in Position Control into OPAL NO ONE should be making position control budget entries – wreaks havoc on the numbers Remember to update the FOAPAL elements in position control when any changes are made to your chart
101 Banner Trap – Drexel University Disappearing documents FURFEED completes successfully, so you run FGRTRNI…the document you saw on the FURFEED output is nowhere to be found… - Check the system ID set up on FTVSDAT – likely it is set to reject documents with errors
102 Banner Trap – Drexel University Depreciation posting to Cap Equity Account If you run FFPDEPR more than once for the same timeframe, Banner assumes you were trying to “catch up”, therefore, it posts to the cap equity account
103 Banner Trap – Drexel University Grant Conversion Issues - Grant Inception to Date functionality requires grant history - Feed grant data into previous fiscal year (previous to your first fiscal year in Banner that is) - Be sure to use a rule code that will NOT cause the indirects or cost shares to calculate
104 Course ID 1053 FGIBDST/FRIGITD – incorrect information is displayed. Review the defaults – were they changed without moving the previous transactions? If a grant is involved – double-check exactly when the grant was linked to the fund. Banner Trap – Drexel University
105 Course ID 1053 Banner Trick – Drexel University Billing Summary Data Modify TSRCBILL so that it summarizes charges by detail code Better than doing by dcat as you could have several with the same dcat that you wish to itemize
106 Course ID 1053 Banner Trick – Drexel University Editing baseline rule codes -Clone baseline rule code -Rename -Reapply your mods
107 Course ID 1053 Banner Trick – Drexel University March Madness Freelance Move