1. BANNER FINANCE OVERVIEW Reconciling to Banner

2. Access to Banner Finance Access to Banner Finance is needed to: View a department’s financial activity Budget, expenses, available balances Enter online requisitions for department purchases Approve online requisitions for department purchases Submit the Banner Finance Access Request form (BO-7200) Located on the Business Office website http://finance.southtexascollege.edu/businessoffice/forms.html

3. COA and FOAPs CodeNameDescriptionUnique or UniversalExample COAChart of Accounts Refers to the name of the College’s listing of financial accounts Universal to all College departments “S” FFundThe source of the fundsBoth, depends on the organization/department UnrestrictedUniversal110000 AuxiliaryUniversal310000 Conferences/EventsUnique3104** Student ClubsUnique810*** RestrictedUnique2***** OOrganizationThe department spending the fundsUnique221301 AAccountThe expenses of the departmentUniversal710014 PProgramClassification of the funds according to national regulations Both, depends on the organization/department 5000

4. Query and Wildcards Query-Retrieve information based on criteria Accessible through the Query Menu or through the query buttons on the toolbar Query MenuToolbarAction Query; EnterBegins the query process Query; ExecutePerforms the query based on the criteria entered Query; CancelCancels the query

5. Query and Wildcards Wildcards-Used to represent characters within a query “%” can be used to represent any character “_” can be used to represent one character Query CriteriaAction 71%Query for all operating records 73%Query for all travel records 74%Query for all capital records %JAN%Query for all January records %2014Query for all 2014 records _m%Query for all records that have “m” as the second letter

6. Extracting Data to Excel Click “OK” Click “Save As” Name file, keep the extension as “csv” Open file in Excel and save in Excel format Delete “csv” file Extracts parameter information from top of form Does not extract parameter information from top of form

7. Forms Overview FormDescription FTMFUNDUse the Fund Code Maintenance Form to view the financial manager of a fund. FTMORGNUse the Organization Code Maintenance Form to view the financial manager of an organization. FGIBDSTUse the Organization Budget Status Form to view an online query of the budget availability of an organization by account code. FGITRNDUse the Detail Transaction Activity Form to display an online view of detailed transaction activity for operating ledger accounts. FGIBAVLUse the Budget Availability Status Form to view an online query of the budget availability for a selected fund, organization, account, and program combination. FOIAPPHThe Document Approval History Form provides an online display of the approval history for a specified document.

8. Fund Code Maintenance - FTMFUND

9. Organization Code Maintenance - FTMORGN

10. FGIBDST Displays the Organization Budget Status of all accounts in an organization Required information Required Uncheck Defaults in Leave blank to query all accounts OR Enter specific account Leave blank to query all accounts OR Enter specific account type (71, 73, 74)

11. FGIBDST Able to query in the Account field Adjusted Budget – YTD Activity – Commitments = Available Balance

12. FGITRND Displays the Detail Transaction Activity for an organization Shows the detail of the amounts on FGIBDST Able to view detail transactions for all accounts in an organization Able to view detail transactions for specific account in an organization Able to query

13. FGITRND Accessible in 2 ways Through FGIBDST Move cursor to account you want to view Select the Options menu at the top of the screen Select Transaction Detail Information Through the main menu Type in FGIBDST

14. FGITRND

15. Transaction Details: Account, Organization, Program, Fund Activity Date-Actual date of transaction Type-Type of transaction (BD01, BD02, HGNL, INEI, JE15, etc.) Document-Document Number assigned to transaction Description-Description of transaction Transaction Date-Effective date of transaction Field-ABD, OBD, YTD, ENC, RSV Amount

16. FGITRND Transaction Lifecycle: Budget transactions: Original Budgets are posted as OBD and have BD01 as the Type Changes to the original budgets (budget transfers) are posted as ABD and have BD02 as the Type Expense transactions: Begin as a RSV (Reservation) when a requisition is created Becomes an ENC (Encumbrance) when requisition is approved and becomes a P.O. Becomes a YTD (Year to Date) when requisition has been paid Documents beginning with “I” are invoices Documents beginning with “J” are journal entries Documents beginning with “F” are feeds

17. FGITRND When accessed through FGIBDST Only detail for one account will be displayed When accessed through the main menu Need to enter in the COA, Fiscal Year, and the Organization The Account code is not required, but if left blank Banner will give you detail for all accounts in the organization

18. FGIBAVL Displays the Budget Availability Status of an organization Required information Required Defaults In

19. FGIBAVL Able to query in the Account field Adjusted Budget – YTD Activity – Commitments = Available Balance

20. FGIBDST vs FGIBAVL FGIBDSTFGIBAVL View Prior Fiscal Years Used by Banner for NSF checking Balance is reduced by: Complete transactions Incomplete transactions Suspended transactions Unapproved transactions Approved transactions Summary by account code Summary by account pool Transaction detail available

21. Document Approval History - FOIAPPH Name and date of people who have approved or disapproved document Document Initiator Approval Queue Level for Non-Grants Level 5 – Purchasing Level 10 – Budget Control Level 20 – Financial Manager Level 30 – Purchasing Director Grants Approval Queue Levels Level 5 – Purchasing Level 10 – Financial Manager Level 20 – Grants Office Level 30 – Purchasing Director

22. Document History View FOIDOCH (Document History) Lists all documents associated to a specific document based on the document number Requisition number, P.O. number, Invoice number, Check number Details about each document can be viewed through the Options menu

23. Encumbrances All encumbrances should clear when the payment is made View FGIOENC (Organizational Encumbrance List) List of all outstanding commitments in an organization Contact Purchasing to close the encumbrance if it is no longer needed FGIENCD-Detail Encumbrance Activity Detailed list of transactions posted to an encumbrance created by a requisition or purchase order

24. Banner vs Jagnet Finance services available via Jagnet

25. Banner vs Jagnet Information on FGIBDST, FGIBAVL and FGITRND may be viewed in Jagnet Log in to Jagnet Click on “Employee Tab” Click on “Employee Services” Click on “Finance Tab” Click on “Budget Queries” Select “Budget Status by Account” and click “Create Query”

26. Banner vs Jagnet Place a check mark in the box next to: Adopted Budget, Budget Adjustment, Adjusted Budget, Fiscal YTD Activity, Encumbrances, Commitments, and Available Balance Click “Continue” Select the Fiscal Year Select the Fiscal Period (period 14 is recommended) Select a Comparison Fiscal Year and Period (if needed)

27. Banner vs Jagnet Select “All” for the Commitment Type Enter “S” for the COAS Enter the Organization Code Optional: Enter the Account Type (71, 73, 74) Leave all other fields empty Click “Submit Query”

28. Banner vs Jagnet Banner Equivalent = FGIBDST

29. Banner vs Jagnet Banner Equivalent = FGITRND

30. Banner vs Jagnet Banner Equivalent = FGIBAVL, sort of

31. Banner vs Jagnet Click Download All Ledger Columns Click Save, Click Open Transactions are displayed in an Excel csv file

32. Reconciliation Definition Match two sets of records to ensure figures are in agreement Example: Match your records of requisitions/invoices to the requisitions/invoices posted in Banner Identify differences between the two sets of records Differences may result from: Posting errors Valid changes to the amounts posted in Banner Timing differences

33. Reconciliation Purpose Ensure proper accounting records are maintained Confirm correct accounting transactions are posted to your organization and account Verify accuracy of amounts paid Identify outstanding transactions (encumbrances) Obtain accurate account balances

34. Reconciliation Benefits Discover erroneous transactions Obtain accurate budget balances Allow for better decision making Increase an organization’s available budget by clearing outstanding transactions

35. Transaction Questions TransactionDepartmentPhone Number Encumbrances (Requisitions or Purchase Orders) Purchasing872-4681 Payments (Invoices)Accounts Payable872-4609 Journal EntriesGeneral Accounting872-4638 or 872-4650 Budget AvailabilityBudget872-4620

36. BANNER FINANCE OVERVIEW Q&A Nicole Perez mnperez@southtexascollege.edu