1. Introduction to ECU Financial Services Processes
Banner Training Instructor ~ Penney Doughtie
May 4, 2018

2. Financial Services Process Review
Pg 3 Banner Finance Training
Pg 4 Finance Application Descriptions
Pg 5 Password Reset Instructions
Pg 6 Banner Finance Security
Pg 7 How to Log Into Finance Applications
Pg 8 How to Log into HR Applications
Pg 9 Other Applications
Pg 10 What is a FOAPAL
Pg 11 Budget Fund Types
Pg 12 How to View Budgets & Transactions
Pg 13 Budget Transfers
Pg 14 Automated Budget Process
Pg 15 Funding Source Contact Information
Pg 16 East Campus Cash Receipts
Pg 17 West Campus Cash Receipts
Pg 18 How to look Up Cash Balance
Pg 20 ePrint
Pg 21 What is a Journal Entry
Pg 23 Journal Entry Form Instructions
Pg 25 Journal Entry Preparer Process
Pg 26 Journal Entry Approver Process
Pg 31 Journal Entry Document Prefixes
Pg 32 Payroll Redistribution
Pg 33 TSM Total Supplier Management
Pg 34 How to Make A Purchase
Pg 35 Purchasing Methods
Pg 36 Life of a ProCard Transaction
Pg 37 Life of a Purchase Req/PO
Pg 38 PO Change Order Examples
Pg 39 How to request a PO Change Order
Pg 40 Manual Liquidation Examples
Pg 41 How to request a PO Manual Liquidation
Pg 42 Review Open Purchase Orders (encumbrances, commitments, reservations)
Pg 43 Life of an Invoice
Pg 45 Purchase Req–Confirming Order Do Not Send
Pg 46 Life of a Direct Payment
Pg 47 Purchasing/Accounts Payable document definition
Pg 48 How to I Look Up Payment Information/View Documents
Pg 49 Travel
Pg 50 Monthly Departmental Review Process
Pg 51 Fixed Assets
Pg 52 Xtender
Pg 53 Contact Information

3. Banner Finance Training Register on Cornerstone Request Security on PiratePort
Introduction to Financial Services Processes
Provides detailed information about Financial Services processes, including helpful website links and contact lists.
Banner Finance 101/102 FOAPAL and SSB Training
Defines the chart of accounts (FOAPAL) and provides hands on navigation training in Banner Self Service. Learn how to view budget information, transaction details, vendor payment status, and budget transfers.
Banner Finance 103 INB Training
Provides hands on navigation training in Internet Native Banner. Learn how to view budget queries, documents, FOPAL charts, and other relevant financial information; also includes an Xtender demonstration.
ePrint Report Training
Provides instructions on how to view financial ePrint reports and also ecuBIC queries.
ODS and Quick Query Training
Provides hands on instructions on how to run ODS quick query reports.
Financial Monthly Departmental Review Training
Demonstrates each step of the University’s Monthly Departmental Review Guidelines. This process was developed to meet the UNC GA Business Process Standards.
PORT Training
Provides hands on instructions on how to use the University purchasing system.
ProCard Program (ECU Purchasing Card)
This training is required prior to receiving a ProCard. The course will provide University purchasing policies and procedures; also includes detailed reconciliation guidelines.
Fixed Assets Training
Defines Fixed Assets and the cycle of inventory, demonstrates PETS surplus entry and provides best practices for Capital Assets following the UNC GA Business Process Standards.
Total Supplier Manager ~ TSM
Demonstrates each step of the supplier request process.
Travel Training
Provides detailed instructions for University travel policies.

4. Finance Application Descriptions (All Finance Applications use one database)
SSB Self Service Banner is the query version of Banner for general users. It is best designed for state funds annual budgets. PirateID passphrase reset instructions.
INB Internet Native Banner is a form/lookup version of Banner and is useful for all fund types. INB/ePrint password reset instructions.
ODS Quick Queries can be accessed via Excel and are used to retrieve financial data history back to 7/1/2005. ODS password reset instructions.
ePrint is a reporting tool that houses Banner reports. INB/ePrint password reset instructions.
ecuBIC queries will retrieve financial data and is a web based query tool that is used to retrieve financial data and reports.
WORKS application is used for the ProCard reconciliation.
PORT Purchase Order Requisition Tracking is the purchasing system.
Xtender is a tool that electronically stores scanned documents like supplier invoices, journal entries, budget transactions, student stores, ITF fund authorities, foundation fund agreements and more.

5. Password Resets
Every Finance Application requires Banner Finance Security, which is requested on the Banner Finance Security Form located on PiratePort. Finance users will have three separate passwords that are not connected, updating one will not update the others.
SSB Self Service Banner uses the PirateID login via ECU PiratePort. PirateID passphrase reset instructions.
INB Internet Native Banner/ ePrint INB/ePrint password reset instructions.
ODS Quick Queries ODS password reset instructions.
ecuBIC uses the PirateID login. PirateID passphrase reset instructions.

6. Banner Security Questions
All Banner Finance users must complete the Banner Finance Security Form to access Self Service Banner, Internet Native Banner, ODS Quick Queries, ePrint, and ecuBIC.
Detailed instructions are located at the following website:
Banner Finance Security Questions
Contact Stephanie Stroud or
Contact Penney Doughtie or
Banner Human Resources Security Questions
Contact Dan Blumberg or
Contact Denise Rickman or
Banner Student Security Questions
Contact Angela Anderson or
Contact Amy Barber or
Xtender Security Questions
Contact Walt Briley or
Garrett Killian or

7. How to log into finance applications?
SSB ~ Self Service Banner SSB Training Manual
Go to click the Search Icon , , click PiratePort,
enter PirateID and Passphrase, click Tools, click Banner Self Service
INB ~ Internet Native Banner INB Training Manual
Go to click the Search Icon , click Banner, click INB Login, enter PirateID and INB Password
ODS ~ Operational Data Storage (Quick Queries) ODS Training Manual
Go to enter PirateID and ODS Password
ePrint ePrint Training Manual
Go to , enter PirateID and INB Password
ecuBIC ecuBIC Instructions
Go to and click the desired folder for the ecuBIC Reports
Xtender Xtender Instructions
Go to and click the desired folder
Monthly training is provided for finance applications. Register for training on Cornerstone Employee Training Portal.

8. How to log into Human Resources applications?
PCF ~ Position Change Form located in ECU PiratePort
Go to click the Search Icon , click PiratePort, enter PirateID and Passphrase, click Tools, click Position Change Form
ecuBIC Reports for Human Resources
Go to
EPOST (formerly POSMAN)
Go to
Questions about PCF, ecuBIC, and EPOST contact Heather Taylor or
Kronos Timekeeping Systems
Go to
EPAF ~ Electronic Personnel Action Form located in SSB ~ Self Service Banner
Go to click the Search Icon , click PiratePort, enter PirateID and Passphrase, click Tools, click Banner Self Service, Click on Employee tab
Questions about Kronos and EPAFs contact Human Resources
Training is provided for human resources applications. Register for training on Cornerstone Employee Training Portal.

9. Other application Links
Go to click the Search Icon, click PiratePort, enter PirateID and Passphrase, Click Tools (located at the top)
ECU PiratePort
PORT – Purchasing Request
PETS – Surplus Processing
Banner Finance Security Request Form
Travel Request System
ECU ID Search
Delegation of Authority
Each application listed above requires security access that is requested on the Banner Finance Security Request.

10. What is a FOAPAL? Fund~Organization~Account~Program~Activity~Location
The Banner Chart of Accounts is setup with six elements:
Funds
Organization
Account
Program
Activity
Location (not used for data entry)
Banner 101/102 provides detailed training about the FOAPAL and budget/transaction lookup. Register for training on Cornerstone Employee Training Portal.
To look up an element of the FOAPAL, logon to PiratePort click Tools, click Banner Self Service,
select ECU Budget Query, and click the desired FOAP element.

11. Budget Fund Types
The University has several funding sources, including State, Grants and Contracts, Institutional Trust Funds, and Foundations. Each fund type has different rules, regulations, and spending guidelines.

12. How to view budgets and transactions?
The University has several methods to view budgets and transactions. First, determine which fund type is to be reviewed. Second, choose which finance application.
State Funds use Self Service Banner, Internet Native Banner, or ODS Quick Queries
Grants use Internet Native Banner or ecuBIC
ePrint reports provide budget information for all fund types
Foundation Funds and ITF have a Cash balance rather than a budget.
Foundation Funds use ODS Quick Queries or Internet Native Banner
Institutional Trust Funds use ODS Quick Queries , Internet Native Banner, or ecuBIC
Monthly training is provided for all finance applications, register for training on Cornerstone Employee Training Portal

13. Budget Transfers for State & Auxiliary Funds (State funds begin with 111 and 112, Auxiliary funds begin with 31)
Budget Transfers are created in Self Service Banner. This process allows Banner Finance users to move budget dollars between authorized FOAP’s.
Banner Finance security is required to initiate and complete budget transfers. The security is based on Organization access.
Request approval from supervisor or department budget officer prior to creating the Budget Transfer.
The Budget Period must equal current fiscal period (exp: July=01, Aug=02, Sept=03).
Rule Code (transaction type) ‘B22’ is for temporary Budget Transfers using operating accounts (budget pool account numbers that begin with ‘7’).
Rule Code (transaction type) ‘B44’ is for temporary Budget Transfers from accounts 60501/ (State Temporary Salaries/Wages) or accounts 60521/60522 (Student Wages) to State Operating accounts or vise versa. B44 transactions are electronically routed to the Budget Office for approval.
Rule Code (transaction type) ‘B11’ is for permanent Budget Transfers using operating accounts (budget pool account numbers that begin with ‘7’).
Questions regarding Budget Transfers for State Funds (State Funds begin with 111 or 112) can be ed to

14. Automated Budget Processes State & Auxiliary Funds
The University Budget Office will run an automated clean up process to clear negative Budget Balances on the last day of each month and every Friday afternoon at 12 p.m. during the months of September, December, March, and June.  This process will automatically move budget within a FOAP if negative balances are in pool accounts.  This clean-up process is only for STATE funds.  (Grant, Foundation, and Institutional Trust Funds are not included in this process).   Each department should closely review the STATE fund budgets, and make budget transfers as needed to correct any negative balances.  
During the month of June as fiscal year-end approaches, this process occurs more frequently.
 Budget transfers created in Self Service Banner are required to be rounded to the whole dollar. Automated reversal transactions are processed nightly to reverse entries with any cents. The entry must be re-entered using whole dollars.
Budget transfers created in Self Service Banner are required to use operating budget pool accounts. Automated reversal transactions are processed nightly to reverse entries against non- pool accounts. The entry must be re-entered using the correct pool account.
B11 and B22 transactions will allow flexibility crossing funds. Authorized State funds include 111XXX and 112XXX, non-state funds include 31XXXX. Automated reversal transactions are processed nightly to reverse entries against unauthorized funds.

15. Funding Source Contact Information
State Funds (State Funds begin with 111-east campus or 112-west campus ) State budget questions to or call
Grant FOAPs (Grant Funds begin with 21) are managed by the Grants and Contract Administration Office. Grant budget questions to or call
Institutional Trust Funds (ITF’s begin with 12, 14, 2 (except 21), 3 (except 314 and 315) ITF budget questions to or call
Foundation funds (Foundation funds begin with P,E,A,R,M,G) Foundation budget questions to or call
ECU Physicians Trust Funds (ECUP funds begin with 314, 315) questions to
School of Dental Medicine (SODM funds begin with 315) questions to

16. Cash Receipts in Banner - East Campus (Deposit Check/Cash or PCI Payment Card)
ECU Cash Management Policy
The ECU Cash Management Policy requires that all monies (cash, check, etc.) be deposited daily
Send cash receipt and deposit questions to the Cashier
Cash Receipts are keyed into INB Internet Native Banner by the department. Cash Receipt Training Documentation
Accounts Receivable security on the Banner Finance Security Form is needed to access INB and create a deposit.
PCI Payment Cards
A receipt number is assigned when the user enters a cash receipt in INB.

17. Cash Receipts in Banner - West Campus (Deposit Check/Cash or PCI Payment Card)
ECU Cash Management Policy
The ECU Cash Management Policy requires that all monies (cash, check, etc.) be deposited daily
Cash receipts collected by Health Science operating units in Greenville are forwarded daily to DHS Depositary Services
Deposits are documented and keyed into INB by DHS Depositary Services or the DHS Financial Accounting Office
Send cash receipt and deposit questions to Dawn Benthall, Health Sciences Depositary Services Manager
A receipt number is assigned when the user enters a cash receipt in INB.

18. How to look up the cash balance of a ITF or Foundation Fund?
ITF and Foundation Funds use cash (not budgets)
Cash Balance can be viewed in:
INB screen FGITBAL or FGITBSR
ecuBIC report Finance, Institutional Trust Funds, ITF Balances by Acct Pool Summary
ODS Quick Queries Cash Balance by ORGN or FUND

19. Use the year we are in or past years for “research”
Cash Balance - INB
Use the year we are in or past years for “research”
Debit means positive cash balance.
Credit means negative cash balance.
Same as last years ending balance
Beginning balance
+ Revenues to date
- Expenditures to date
±Change in A/P
Sharon
-Walk through How do I find the ecuBIC report and How do I use it. Note the “as of date”
Note: Budget adjustments should not be done thru Banner as is done for state funds; should always use the budget transfer form and send to us! State funds uses the Available Balance column and requires budget transfer for items that go negative. This is not necessary for ITF funds as we do not budget all expenses like state funds do.

20. ePrint (A reporting tool that Houses Banner Reports)
Helpful ePrint reports:
FGRFNDH Fund Hierarchy Report
FGRORGH Organization Hierarchy Report
FGRACTH Account Hierarchy Report
FYMG007 Monthly Departmental Review
FYDG138 List of Open Encumbrances
FYDA240 Invoices Not Yet Received
FGRBDSC Budget Status
FGRODTA Organization Detail Activity
FYYF139 Annual Inventory Verification List

21. What is a Journal Entry? A journal entry has many names, including:
IDT, Inter-departmental transfer
Disbursement Adjustment
Receipt Adjustment
Journal Voucher
Budget Entry
The correct term is journal entry.
Journal entry forms are used to move budget, correct transactions, record reclassifications, internal sales and services, and other adjustments that have been processed incorrectly.
Please NOTE: Salary reclassifications use the payroll redistribution form located on the Systems Coordination website (Few exceptions are allowed on the Banner Journal Voucher Entry Form and prior approval by the Associate Vice Chancellor for Administration and Finance is required.)

22. Rule Class Code/Transaction Type J51 and J63
Rule Class J51 Internal Sales and Services
J51 is used to 'rebill' a FOAPAL when a department is charging another department for a service within ECU. Examples: CopiServ, Printing and Graphics, Utilities, Phone Bills, Conference Registration between ECU Departments, Staples, Office Depot, ECU Motor Pool, etc...
****Note: Do not use J51 when billing Foundation funds
Rule Class J63 Journal Entry
(formerly called IDT ~ Interdepartmental Transfer)
Reclass expenses/receipts or transaction corrections
Billing expenses to Foundation funds

23. Journal Entry Form Instructions
The form is located on the Financial Services website, under Helpful Forms
Enter the Preparers Name, phone number, and date
Enter a detailed explanation of the transactions
Enter the Rule Class Code, see rule code descriptions on the previous page
Enter six digit FUND
Enter six digit ORGANIZATION
Enter five digit ACCOUNT (revenues begin with 5, expenses begin with 6 or 7)
Enter four digit PROGRAM Code (most always 0000)
Enter ACTIVITY if applicable

24. Journal Entry Form Instructions
Enter a detailed transaction description up to 35 characters.
Enter amount using the decimal
Enter Debit/Credit Indicator Use D or C for J63 and J Use + or - for BD02 or BD Debit = Decreases Revenue / Increases Expense Credit = Increases Revenue / Decreases Expense OR Debit = Reducing or Taking Dollars / Where the Expense Should Be Credit = Increasing or Giving Dollars / Where the Expense is Currently
Total Line Grand total provides the total of all entries, including all D/C or +/-. The grand total does not provide a balance, the preparer must check to ensure that the entries balance. (Debits must equal credits.) Non-State funds budget entries can be one-sided and ‘+’ and ‘-‘ do not necessarily equal. Please contact the appropriate accounting office for guidance.

25. Approval Process ~ Preparer
Prepare the journal entry in the provided Excel format. Type your phone number, the date, and your name on the “Prepared By” line.
Forward the journal entry as an Excel file via attachment to the next appropriate approver (see delegation of authority). Please DO NOT “Cc” any of the Accounting Offices (Budget Office, State Accounts, Institutional Trust Funds, OGC~Grants and Contracts, or any Foundations) on your e- mails. The journal entry should only come to the appropriate Accounting Office's inbox one time to prevent multiple processing.
Also attach supporting documentation with the journal entry .
If the journal entry requires approval from more than one individual in the department/college, please provide routing and approval instructions in the to the first approver.

26. Approval Process ~ Approver
Approver will closely review the Excel file and the supporting documentation attached. If the journal entry needs corrections, approver can edit the file or return the file back to the preparer to be edited. Each approver is responsible for forwarding to the next level approver (based on college or departmental requirements) Note: The entry must be reviewed and approved by the person responsible or designee for the organization being debited. All designees must be assigned/approved signature authority via the “Delegation of Authority” located on PiratePort.
If you approve the entry, type “approved” in the and forward the and all attachments to the next departmental approver listed or to the appropriate Accounting Office. The trail should always start with the preparer and remain intact throughout all approvals. Always use the “forward” option, rather than “reply," so that attachments stay attached.
The Accounting Office receiving the “credit” to departmental fund should receive the first, then forward to the accounting office receiving the “debit” to departmental funds.

27. The approved Banner Journal Voucher Entry form is sent to the appropriate funding source: State Funds, Institutional Trust Funds, Grant Funds, or the appropriate Foundation, determined by the Accounting Offices, for data entry.
Accounting Office Banner Fund Begins With: Address
State Fund Budget Entries 111 (Rule Class Code BD02 or BD04)
State Fund Expense Entries 111 (Rule Class Code J51 or J63))
Institutional Trust Funds 12, 14, 23, 24, 25, 27, 310, 311, 312
316, 317, 2E, 6C, 6R, 6Z
ECU Physicians Trust Funds 314, 315
SODM ECU Physicians 315
Grants & Contracts 21, 159
ECU Foundation E, R, G
ECU Medical Foundation M
Alumni Association A
ECU Education Foundation P
The form is then closely reviewed prior to posting. The Banner Journal Voucher Entry Forms and detailed documentation are subject to review after posting.

28. Journal Entry Helpful Information
It is the full responsibility of the department to ensure good segregation of duties between preparing, reviewing, approving, and posting. Departments may be contacted to provide copies of approved entries and documentation as considered necessary.
Adequate supporting documentation must be included with the entry such that the accounting staff or auditors reviewing the entry can clearly understand the rationale behind the entry. The documentation should verify the amount, business purpose, and reason for the entry. Examples of documentation are copies of invoices, reports, or s. Evidence of the entry being corrected (ex. screenshot, data warehouse, etc.) should be attached with the journal entry form in the . The scanned documentation can be retrieved in Xtender after the journal entry has posted in Banner.

29. Journal Entry Helpful Information
Fixed Assets entries require the fixed assets tag number on the supporting documentation and the description.
The departmental review and approval process and supporting documentation standards for FUPLOAD and GURFEED entries are the same as for Banner journal entries. FUPLOAD and GURFEED entries should only be performed for routine activities as approved by Financial Services.
Feed entries from non-integrated systems to the financial system GL or subsystems should be validated after posting by the initiating or receiving department to ensure the integrity, validity, and completeness of the items posting.
Refer to the “Accounting Activity Closing Schedule” on the General Accounting website admin/financial_serv/accountg/index.cfm to ensure entries are received and posted by the transaction processing cut-off date each month.

30. Journal Entry Helpful Information
Entries that debit a sponsored project/grant fund (21xxxx) can view the OGC website for special requirements related to grant fund cost transfers.
All grant journal entries must be processed within 90-days of the date the cost was incurred or the journal entry may be denied. Journal entries may need to be processed earlier based on the end date of the award or the effort reporting period.
All position budget transfers (BD02 or BD04) that are submitted to the State Budget Office require the transaction description as follows: Fr xxxxx To Operating or Fr Operating To xxxxx Fr xxxxx To xxxxx-Employee Last Name

31. Common Document Prefixes for Journal Entries
BD Budget Entries
CP Copiserv Charges
DI DHS MISC feed
FM Forms and Supply Charges
GO Campus Operations Gas and Oil charges
KY Campus Operations Key Charges
LB Campus Operations labor charges
ML Mail Services charges
MP Central Motor Pool
OC Campus Operations Contract
OD Office Depot Charges
RM Campus Operations Risk Mgmt and Misc billing
ST Staples Charges
TE ITCS Service Billing
UPG Printing and Graphics
UT Campus Operations Utility Charges
WB Workmen's Comp BBP
WC Workmen’s Comp
J63
BK Bank Cards, Credit Cards, ID Charges
GJ Grants Journal Entries
JL Foundation Journal Entries
MJ Medical Foundation Journal Entries to allocate endowment earnings
PJ Pirate Club Journal Entries
VJ Athletic Journal Entries
VY Athletic Adjustments
XF Health Sciences FUPLOAD ~ Journal Entries to correct Program Codes
ZZ Campus Operations Journal Entries
J60
PC ProCard

32. Payroll Redistribution
Salary reclassifications are processed by the Payroll Redistribution Form located on the Systems Coordination website (Few exceptions are allowed on the Journal Voucher Entry Form, prior approval by the Associate Vice Chancellor for Administration and Finance is required.)
Salary reclassifications for foundation funds require foundation accounting approval. Reclassifications subject to retirement and benefits are required to use a foundation specific payroll clearing fund. For assistance or questions contact the foundation account staff (see chart on slide 26 for contact info)
All salary/fringe grant entries must be made within the grants effort reporting system time frames and in coordination with the effort reporting cycles. Entries may be denied if not processed within the effort reporting guidelines. Entries may need to be made through the Banner HR redistribution process or the effort reporting system; depending on the pay period involved.
****NOTE: Salary and Benefit account numbers begin with 6.

33. TSM – Total Supplier Management
Financial Services’ supplier system is called “TSM – Total Supplier Management.”
Total Supplier Management – TSM is a module in Purchasing PORT on ECU PiratePort. 
Access TSM by selecting the icon from the navigation toolbar in Purchasing PORT.
The TSM application is a secure electronic vendor portal for activity related to requesting/updating a new Vendor/Supplier for Accounts Payable/Travel. 
Training classes are available, register for training on Cornerstone Employee Training Portal
A PORT Access Role on the Banner Finance Security Form is needed to access TSM.  Users that currently have no PORT Role security and need to request a new supplier number, should contact Stephanie Stroud at or for assistance in requesting the PORT Shopper security class. 
Vendor request paper forms are no longer accepted.   
Supplier Management is the name of the unit within Financial Services, the departmental address is
TSM website is

34. How to make a purchase?
Every purchase must follow purchasing requirements including proper documentation, fund approvals, valid business purpose, etc. Also note that foundation funds require fund manger approval and adherence to the foundation board approved expenditure policy.
The ProCard is the preferred purchasing method for all allowable purchases.
Purchases that are not allowed on the ProCard, should use the Purchasing Port process. Enter a requisition in ECU PiratePort. Materials Management will issue a Purchase Order to the supplier, prior to receiving any goods or services. 
“Confirming Order ~ do not send” is to be used before a Direct Payment Form.
Direct Payment Form (last resort) can be used to pay approved expenditures which do not require a university purchase order and when the ProCard is not accepted by the supplier.

35. Which Purchasing Methods should I use?
The “Guide to Materials Management & Purchasing” defines each purchasing method. Management-Purchasing.pdf
Purchasing Card / ECU ProCard
PORT Purchase Requisition/Purchase Order
Contractual Services Payment Request Form
Purchases from University Storerooms
Direct Payment Form
Direct Payment Form Instructions

36. Life of a ProCard purchase
The ProCard is the University's best option to make a purchase.
ProCard transactions are electronically transmitted to Banner monthly; therefore, it could take up to six weeks before the transaction is deducted from the FOAPAL budget. The statement cycle ends on the fifteenth of each month.
Every ProCard transaction is monitored on a daily basis by the ProCard Office staff to ensure that all purchases follow the University policies and to detect fraudulent charges.
The reconciliation process, in the application WORKS, allows the cardholder to verify purchases and change the FOAPAL as needed.
The ECU Purchasing Card User’s Guide explains the ProCard cycle.
Foundation fund ProCard purchases require that supporting documentation be scanned into Works to allow the foundation office to review the receipt, business purpose, and verify proper fund manager approval.

37. Life of a Purchase Requisition/Purchase Order
Department creates a Purchase Requisition in Purchasing PORT
Electronic Approvals in Purchasing PORT (supervisor approval, division approval, etc.)
Materials Management reviews, approves and creates a Purchase Order
Purchase Order is subtracted from the budget in the “Encumbrance/Commitment/Reservation” column in Banner
Purchase Order awaits the invoice and receiving
Department completes receiving in Purchasing PORT (overnight process to feed to Banner)
Accounts Payable enters the supplier/vendor invoice in Banner
Purchase Order is electronically liquidated when the Invoice is paid (by check or ACH direct deposit)
Purchase Order is removed from the “Encumbrance/Commitment/Reservation” column (in Banner) and the Invoice amount is moved to the “Year to Date” column (in Banner)
Purchase Orders that are canceled must be manually liquated (next slide)
Guide to Materials Management & Purchasing includes detailed instructions

38. Purchase Order “Change Order” Examples (changes Purchase Order)
Cancel/delete entire Purchase Order (by ECU or the supplier/vendor)
Cancel/delete one or more items on Purchase Order (by ECU or the supplier/vendor)
Add one or more items to Purchase Order
Add freight cost to Purchase Order
Change price on Purchase Order
Change quantity on Purchase Order
Change description on Purchase Order
Change FOAPAL on Purchase Order

39. How to request a “Change Order” in Purchasing PORT?
Log into ECU PiratePort
Click “Tools”
Select “PORT – Purchasing Request” (listed under Purchasing)
Scroll down to “Forms” Section
Click “Change Order Request”
Enter Supplier
Enter Original PO Number
Select Buyer from dropdown list (search document to find PO buyer)
Select appropriate action from the “Request Action” dropdown list
Type detailed explanation of needed changes and reason for the change order
Scroll to top of form
Select “Add and go to Cart”
Click “Go”
Contact Materials Management at with change order questions.

40. Purchase Order Manual Liquidation Examples (closes Purchase Order in Banner)
PO price decreases on supplier/vendor invoice
Example: PO is $100 and invoice is $95
if appropriate, the department uses Purchasing PORT comments to request a liquidation
Credit memos/credit from supplier
When AP keys a credit, the funds are re-encumbered. Use Purchasing PORT comments to inform AP if items will be rebilled or reshipped
Canceling check and/or invoice in Banner
When AP cancels a check or invoice, the funds are re-encumbered. Communicate through Purchasing PORT comments if these funds are to be liquidated.

41. How to request a purchase order liquidation in Purchasing PORT?
Log into ECU PiratePort
Click “Tools”
Select “PORT – Purchasing Request” (listed under Purchasing)
Enter the desired Purchase Order in the “Search Cell” (top right)
Click the search icon
Select “Purchase Order” in dropdown list
Click “Comments” tab
Click “Add Comment”
Check “Accounts Payable”
If Accounts Payable is not listed, then:
Click “add recipient”
Enter “Payable” in Last Name cell
Click “Search”
Click “Select” listed under Action column
Verify that only Accounts Payable is checked
Type detailed explanation as needed in the comment box. Include the reason why the purchase order needs to be manually liquidated.
Click “Add Comment” Accounts Payable at with liquidation questions.

42. How to review open Purchase Orders?
Closely review all open encumbrances monthly. Review the list to determine if purchase order needs to be canceled or manually liquidated in Purchasing PORT or if receiving needs to be completed in Purchasing Port Four Methods to review open encumbrances (purchase orders) ePrint Report ~ FYDG138 – List of Open Encumbrances FYDA240 – Invoices Not Yet Received FYMG007 – Monthly Dept. Review Parts 3A and 3B SSB ~ Encumbrance Query INB ~ Banner Screen “FGIOENC” ODS ~ Encumbrance Summary Quick Query

43. Life of an Invoice (when received by ECU Accounts Payable)
Supplier/vendor mails (or s) original invoice to ECU Accounts Payable and includes the Purchase Order number
Department completes receiving step in Purchasing PORT (payment cannot be made until receiving is complete in Purchasing PORT)
Accounts Payable enters supplier/vendor invoice in Banner and a Banner Invoice number is created (document begins with letter “I” or “Q”)
Accounts Payable creates a check or ACH direct deposit payable to the supplier/vendor (payment cannot be made until receiving is complete in Purchasing PORT)
Invoice becomes an expense, the amount moves out of Encumbrance column over to the Year to Date column

44. Life of an Invoice (when received by Department)
Supplier/vendor mails original invoice to Department (which is not correct, the supplier/vendor should always mail original invoice to ECU Accounts Payable)
Department researches invoice to determine if it was a ProCard purchase. If yes, attach original invoice with ProCard statement.
Department researches invoice to determine if a Purchase Order has been created.
If yes, write the Purchase Order on the original invoice and send the original invoice to Accounts Payable via campus mail.
If no, department creates a Purchase Requisition in Purchasing Port and marks as “Confirming Order – Do Not Send.” See instructions on next slide.

45. How to create a Purchase Requisition ~ Confirming Order ~ Do Not Send?
This process is needed when a purchase is made without a purchase order and Procard was not allowed by supplier.
Department creates a Purchase Requisition (Confirming Order – Do Not Send) in Purchasing Port
Select “Confirming Order – Do Not Send” from the Special Instructions dropdown box
NEVER select “Confirming Order – Do Not Duplicate”
Department scans the original supplier/vendor invoice and attaches the scanned document file to the Purchase Requisition in Purchasing PORT
Materials Management reviews Purchase Requisition, approves and creates a Purchase Order (Confirming Order – Do Not Send)
Department completes the receiving process in Purchasing PORT (payment cannot be made until receiving is complete in Purchasing PORT)
Accounts Payable reviews the Purchase order and prints the attached invoice, then date stamps received.
Accounts Payable prints the scanned invoice and enters the supplier/vendor invoice into the Banner Finance System and a Banner Invoice document is created with a Banner Invoice Number beginning with letter “I”
Accounts Payable creates a check or ACH direct deposit payable to the supplier/vendor (payment cannot be made until receiving is complete in Purchasing PORT)
The Department is responsible for retaining the original vendor invoice following the ECU Records Retention and Document Destruction Policy.

46. Life of a Banner Direct Payment Form (last resort)
The Banner Direct Payment Form should be the last option for payment.
The Banner Direct Payment Form can be used to pay approved expenditures which do not require a university purchase order and when the ProCard is not accepted by the supplier/vendor.
Department completes Banner Direct Payment Form, located on Accounts Payable website at admin/financial_serv/customcf/Direct_Payment_Form.xls.
Banner Direct Payment Form Instructions admin/financial_serv/customcf/Instructions_for_Direct_Payment.doc.
Department attaches original supplier/vendor invoice and backup documentation to completed manual Direct Payment Form.
Department gets required approval signatures (ask supervisor because of every department is different).
Department gets required funding source signatures (see slide 15).
Department submits completed manual Direct Payment Form and original supplier/vendor invoice to Accounts Payable.
Accounts Payable enters Direct Payment Form information or supplier/vendor invoice into the Banner Finance System and a Banner Invoice document is created with a Banner Invoice Number beginning with letter “I”.
Accounts Payable creates a check or ACH direct deposit payable to the supplier/vendor.

47. Purchasing/Accounts Payable Document Definitions
P document is a Purchase Order
PC document is a ProCard purchase
I document is an Invoice number assigned by Banner Finance
Q document is an E-Invoice, electronic invoice
ECU supplier paper checks begin with (1,3,5, or 7)
! (exclamation point) is an ECU supplier check paid by ACH direct deposit
TV document is a Travel Voucher
TM document is a Manual Travel (used for candidates/non-employees)

48. How to lookup payment information and view documents?
Log In ECU PiratePort
Click ‘Tools’ (located at top of screen)
Click ‘Banner Self Service’ (listed under Applications)
Click ‘Finance’
Click ‘View Document’
Choose Type (Purchase Order, Invoice, Journal Entry)
Enter the document number
Scroll to the bottom under ‘Related Documents’

49. Travel Office
The Travel Office is responsible for the processing of travel advances and travel reimbursements. Contact the Travel Office via at
Travel Office Website
Travel Request System
Go to click the Search Icon, , click PiratePort, enter PirateID and Passphrase, click Tools, click Travel Request System
Monthly training is provided for this process. Register for training on Cornerstone Employee Training Portal.

50. Monthly Departmental Review Process
The monthly departmental review process is to ensure adequate funding sources have been identified and all transactions (including revenues, payroll, and expenses) are accurate and properly classified to the correct Banner FOAP (FUND, ORGANIZATION, ACCOUNT, PROGRAM). The monthly review also allows a department to watch for potential problems such as: employee pay charged to the wrong department, former employees still on the payroll, expenses charged to the wrong department, and charges not showing in the department’s expenses.
Monthly Departmental Review Guideline
ePrint report FYMG007 is an eight part report that includes each step in the reconciliation process.
Monthly training is provided for this process. Register for training on Cornerstone Employee Training Portal.

51. Fixed Assets Request Security on PiratePort
The ECU Fixed Assets Office is tasked with tracking University equipment from the time it is purchased until it is disposed of in accordance with NCSSPA rules and regulations.
Equipment Capitalized and Tracked by Fixed Assets Office
EDP equipment (computers/laptops) with a purchase cost of $2,500 or more is tracked...all funds but not capped
All Grants $3000-$4999 are tagged but not capped.
Capital equipment costing greater than $5,000 is classed as fixed asset and requires a property tag provided by ECU Fixed Assets Office.
PETS ~ Property Equipment Tracking System
ePrint Report FYYF139 Inventory Verification List (annual review)
Fixed Assets Contacts
Laura Williams
Renee’ Griffin

52. Xtender (scan/view documents)
Xtender is a tool that electronically stores documents like supplier invoices, journal entries, budget transactions, student stores, ITF fund authorities, foundation fund agreements and more.
Log Into Xtender at
Request Xtender Security at
Xtender Instructions
***Friendly reminder from Accounts Payable ~ Please do not include sensitive data on documents, for example credit card numbers and social security numbers. Redact is a term used in the electronic scanning/digitizing data storage world, which means to remove from a document.  Any sensitive data on documents should be redacted before scanning or copying the document for submission to Accounts Payable. Accounts Payable documents will be scanned into Xtender which should not have sensitive data. 

53. Contact Information
Accounts Payable
Banner Finance Security
Cash Receipts
DHS Contacts list
HS Financial Accounting Office
Journal Entries
Purchase Order/Materials Mgmt
State Budget Entries
Supplier Management
Travel Office
Xtender

54. Questions & Suggestions Thank you for attending training.