1. Banner Finance 101 Self Service Training
Penney Doughtie
Banner Finance Trainer
Revised 8/4/2016

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.
After completing this Training, the user will be able to:
Log into Banner Finance Self Service
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 structure is composed of six elements: Fund, Organization, Account, Program, Activity, and Location (FOAPAL).

4. FOAPAL Examples
The top right corner is what you normally see in FRS---- a 6-digit SL account and a 4-digit object code. I have three examples illustrated here, a Special Fund, State, Auxiliary and Foundation account.
Midway the page is what the equivalent will be in Banner.
There will also be a spreadsheet on the web, which I will show you in the next slide where you can find your “current” FRS number and see the map to make a transaction in Banner.
Explain briefly the examples they are given.

5. Fund Required Optional Examples of Funds in Banner:
Account Index
Chart
Organization
Activity
Location
Account
Program
Required
Optional
Fund
A six-character code that identifies a self-balancing set of accounts and identifies ownership.
Cash is a part of every Fund.
Examples of Funds in Banner:
State Funds (East Campus)
Special Funds
Auxiliary Funds
EA Foundations

6. Listed are the major fund types

7. Organization
Account Index
Chart
Fund
Organization
Activity
Location
Account
Program
Required
Optional
Organization
A six-character code that identifies a budgetary unit and/or department.
Houses information regarding revenues, expenses and budgets.
Examples of Organizations:
AF Systems Coordination
AA Financial Aid
HS Nurse Administration

8. Account
Account Index
Chart
Fund
Organization
Activity
Location
Account
Program
Required
Optional
Account
A five-character code that identifies objects (for example: assets, liabilities, revenues, labor, expenditures, transfers).
Account numbers first digit determines the type of account
1=Assets =Liabilities =Control Acct 4=Assets
5=Revenues 6=Salaries/Benefits 7=Expenses 8=Transfers
Examples of Account Code:
Resident Tuition
SHRA Staff Salaries
Education Supplies
In-State Transportation Ground

9. Program
Account Index
Chart
Fund
Organization
Activity
Location
Account
Program
Required
Optional
Program
All program codes equal 0000 with the exception of a few Grants which will expire soon.

10. Activity
Account Index
Chart
Fund
Organization
Activity
Location
Account
Program
Required
Optional
Activity
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.

11. Location Required Optional
Account Index
Chart
Fund
Organization
Activity
Location
Account
Program
Required
Optional
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.

12. Banner Questions
Next I am going to show you what Banner looks like and the types of queries that can be run in Self Service Banner. You will be able to do budget transfers here, however, all Journal vouchers, and id charges have to be entered into Interactive Banner and not everyone on campus will have access to this.

13. Banner Finance 102 Self Service Training
Penney Doughtie
Banner Finance Trainer

14. 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 Query
Encumbrance Query
View Document
Budget Transfer
Look Up Query (ECU Budget Query and Budget Transfer Forms)

15. Log in to Self Service Banner
Go to the ECU Home Page
Under Quick Links
Click “Pirate Port”
Log In at the very top of the webpage
Click “Tools”(located in the purple bar)
Click “Banner Self Service”(under Applications)

16. Click on Finance

17. Select the Desired Query

18. Banner Questions
Next I am going to show you what Banner looks like and the types of queries that can be run in Self Service Banner. You will be able to do budget transfers here, however, all Journal vouchers, and id charges have to be entered into Interactive Banner and not everyone on campus will have access to this.

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

20. 1. Click ECU Budget Query

21. 2. Click Create a Query

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

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

25. 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.
Click the “Download Selected Columns” button located at the bottom of the query.

26. Click “Download Selected Columns”

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

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

29. Code Look Up
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 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.

30. For Example – Click Organization

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

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

33. Banner Questions
Next I am going to show you what Banner looks like and the types of queries that can be run in Self Service Banner. You will be able to do budget transfers here, however, all Journal vouchers, and id charges have to be entered into Interactive Banner and not everyone on campus will have access to this.

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

35. 1. Click ECU Encumbrance Query

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

38. 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 Pirate Port Select “PORT” (listed under Purchasing) 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  

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

40. Banner Questions
Next I am going to show you what Banner looks like and the types of queries that can be run in Self Service Banner. You will be able to do budget transfers here, however, all Journal vouchers, and id charges have to be entered into Interactive Banner and not everyone on campus will have access to this.

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

42. 1. Click View Document

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

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

46. This query allows end users to move budget dollars by creating B22, B44, and B11 rule codes (also known as transactions types)
This process is for single line transfers. (for multiple line transfers, use the Multiple Line Budget Transfer form in SSB)
The Budget Period is always current month. (exp: July=01, Aug=02)
Rule Code ‘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 “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 ‘B11’ is for permanent Budget Transfers using operating accounts. The account numbers must start with “7” -only budget pool accounts lines.

47. Budget Contact Information
Questions regarding Budget Transfers for State Funds (State Funds begin with 111 or 112) can be ed to
Questions regarding Budget Transfers for Grant FOAPs (Grant Funds begin with ‘21’) are processed by the Grants and Contract Administration Office phone
Questions regarding Budget Transfers questions about Institutional Trust funds can be ed to
Questions regarding Budget Transfers questions about Foundation funds can be ed to

48. 1. Click Budget Transfer

49. 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”.

50. Budget Transfer Confirmation

51. Banner Questions
Next I am going to show you what Banner looks like and the types of queries that can be run in Self Service Banner. You will be able to do budget transfers here, however, all Journal vouchers, and id charges have to be entered into Interactive Banner and not everyone on campus will have access to this.

52. Code Look Up
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 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.

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

55. Banner Questions
Next I am going to show you what Banner looks like and the types of queries that can be run in Self Service Banner. You will be able to do budget transfers here, however, all Journal vouchers, and id charges have to be entered into Interactive Banner and not everyone on campus will have access to this.

56. Helpful Information

57. Helpful Rule Codes (also called Transaction Type)
Description
ADEI
Additional charges on Invoice
BD01
Original Budget
B22
Temporary budget transfer
CORD
Purchase Order Change
D44
Disbursement adjustment
E090
Year End Encumbrance Accrual
HGRB
HR Benefit Transactions
HGRS
HR Salary Payroll Transactions
INEI
Invoice with encumbrance (purchase order)
INNI
Invoice without encumbrance (no purchase order)
J51
Internal Sales (ECU departments billings within ECU
J63
ID Charge / Journal Entry
PORD
Purchase Order
R30
Cash Receipt
SI1
Medical Supplies Storeroom
SI3
Office Supplies Storeroom
SI5
Maintenance Supplies Storeroom
XYZ
Miscellaneous Cash Receipt

58. 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
EHRA Non Teaching Salary Budget
EHRA Faculty Salary Budget
SHRA Staff Salary Budget
SHRA LEO Salary Budget
Benefits Budget

59. 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 or

60. I hope you enjoyed Banner Finance Training!
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
Systems Coordination staff located at
Additional Banner Training Courses
Banner 103 – INB
ePrint Report Training
ODS – Operational Data Store
Monthly Departmental Review
To register for training, log in Pirate Port,
Click “Cornerstone” (listed under Human Resources)