Banner Finance 101 Powerpoint - Sam Houston State University

Report
Sam Houston State University
Welcome to Banner Finance
Using our New System
Wilbert Hightower, Roz Kieschnick & Paige Smith
Introductions
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Name
Department
Title/Function
Job Responsibilities
Banner experience
Expectations
2
What is Banner?
Banner consists of Internet-native
software applications for finance,
student accounts receivable, student
information, financial aid, human
resources, advancement, and more.
3
Terminology
 LEGACY
= NELL/SamMenu/SamWeb
 FOAPAL/FOAP/FOP = Account Number
 Account Code = Object Code
 Form = Program/Screen/Report
4
Banner Finance Modules
Banner Finance consists of 7 interrelated modules:
 General Ledger
 Purchasing
 Accounts Payable
 Fixed Assets
 Research Accounting (Grants and Contracts &
Inception to Date)
 Accounts Receivable
 Budget Development
5
Finance - General Ledger

The General Ledger (GL) is the core module in the
Finance System

Includes accounting, Chart of Accounts, system
table maintenance and update, and grants and
contract accounting

The GL is fully integrated with the other Finance
modules
6
Finance - General Ledger

The General Ledger stores transactions for assets,
liabilities, and fund balance

There is also an Operating Ledger (OL) that stores
transactions for revenues, expenditures, budgets,
and encumbrances

There are specific forms in Banner Finance that
allow for querying GL transactions and others for OL
transactions
7
FOAPAL

FOAPAL
is the acronym for the new account numbers
that will be used in Banner
A FOAPAL consists of six elements that are
defined as:
Fund, Organization, Account, Program,
Activity, and Location
SHSU will not use Activity and Location at this
time.
8
FOAPAL
NELL (# characters)
N/A
BANNER (#characters)
C
Chart Code (S)
F
FUND (6)
Where money comes from
Account Number (9)
(Also a non-data enterable attribute of
account number in GL setup)
O
ORGANIZATION (6)
Whose money
Object Code (4)
A
ACCOUNT (6)
What is spent/receipted
Program Code (non-data enterable
attribute in GL set up) (3)
P
PROGRAM (2)
Why spent
N/A
A
ACTIVITY (6)
Subset of the Account Number (2)
9
N/A
L
LOCATION (6)
FOAPAL
Nell/Legacy
Example #
Type
424
Fund
14
Account
9530
Object
7300
F
Fund
O
Organization
A
Account
P
Program
A
Activity
L
Location
140100
620000
730000
60
Not Used
Not Used
Name
Unrestricted
Revenue
Instruction
Research
Banner
Program
Numbers
00
10
20
BANNER
Example #
Program Codes
Legacy Behind the
scenes in
general ledger
set up of each
account
N/A
Link to Controller's Legacy to Banner FOP Converter:
1
www.shsu.edu/~controller/finance_codes
2
3
4
5
6
7
8
9
Academic Support
Public Service
Student Services
Institutional Support
Operation &
Maintenance of Plant
Scholarships &
Fellowships
Auxiliary Enterprises
30
40
50
60
70
80
90
10
FOAPAL
Required – FUND
Identifies where the money comes from
 Retain similar titles to current fund sources
 Use Fund for General Ledger and Operating
Ledger
 Data entry is 6 digits

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FOAPAL
Required – FUND (Cont’d)
Where Money
Comes From
Data Entry
Range
Education & General
110100-110500
Designated Tuition
140100
Designated Other
150000-159000
Designated Research
160001-165003
Auxiliary Fees
170100-170400
Auxiliary Departments
180000-190100
Contract & Grant
212000-299100
Scholarship
310000-321130
Financial Aid
340001-390000
Agency
810000-811223
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FOAPAL
Required – Organization (ORGN)
Identifies whose money, budgetary
responsibility
 Data came from organization charts
 Data entry is 6 digits

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FOAPAL
Required – ORGN (Cont’d)
Whose Money
Data Entry Range
President
100000-150034
VPAA – Office of the Provost
201000-289752
VPAA – Office of the Provost
400000-470010
VP Enrollment Management
500000-550007
VP Finance & Operations
600000-691000
VP Student Services
700000-760010
VP University Advancement
800000-800005
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FOAPAL
Required – Account (ACCT)
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Identifies what is spent/receipted

Data entry is 6 digits
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Account in Banner = Object in NELL
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FOAPAL
Required – ACCT (Cont’d)
What is Spent/Receipted
Data Entry
Range
Assets
100000-190000
Liabilities
210000-270100
Control Accounts
311100-315200
Fund Balance
410000-410003
Revenue
510000-590100
Salary & Benefits
700700-708600
Expenditures
710100-799108
Transfers
810000-840013
Fund Additions/Deductions
910000
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FOAPAL
Required – Program (PROG)
Identifies why the money is spent
 Defined by National Association of College &
University Business Officers standards
 Data entry is 2 digits
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FOAPAL
Required – PROG (Cont’d)
Why Money
Spent
Data Entry
Values
Revenue (non-programic)
00
Instruction
10
Research
20
Public Service
30
Academic Support
40
Student Services
50
Institutional Support
60
Operation and Maintenance of Plant
70
Scholarship and Fellowship
80
Auxiliary Services
90
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A Word about FOAPs
This is a sneak peak at a transaction such as a requisition…
Just remember: FOAP is your FRIEND!
The entire FOAP must be entered for any
TRANSACTION in Banner
In Legacy, this would have been
424-14-T040 Object Code 7378
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Self-Service Banner
Questions about FOAPALs,
FOAPs & FOPs?
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Internet Native Banner Naming Conventions
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All Banner objects adhere to naming conventions
• e.g., forms, tables, processes
The names of all Banner forms (except menu forms), reports,
processes, and tables are seven characters long and have
this structure:
Example
Position Locations
F G I B D S T
1 2 3 4 5 6 7
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Naming Conventions
(Continued)
They are written in acronym form and actually do have
meaning. For example, the highlighted screen name is
FGIBAVL or sometimes referred to as BAVL (we often drop
the first three letters when referencing forms). FGIBAVL
stands for:
 Finance
 General
 Inquiry
 Balance AVaiLability
(‘BAVL’ is a budget office screen so we cover it briefly later in
this training class.)

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Naming Conventions
(Continued)
Position Location 1

Identifies the primary system owning the form, report, process, or table.
F - Finance
S - Student
P - Human Resources/Payroll
Position Location 2

Identifies the module owning the form, process, or table. If position 1 is F,
the character in Position 2 is:
G - General
B - Budget Develop.
A - Accounts Payable
Position Location 3

Identifies the type of form, report, process, or table.
A - Application
I - Inquiry Form
R - Report or Process
Position Location 4, 5, 6, 7

Identifies a unique four-character name for the form, report, process, or table.
FGI
BDST
F
G
I
BDST
Finance
General
Inquiry
BuDget STatus
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Banner Finance INB
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FGIBDST
Budget Status
Nell/SamMenu Program: POST53R/RG
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Requires Org only
Can use Fund/Org
Or Fund/Org/Acct
From here you
can access the
following forms:
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FGIBSUM
FGITRND
 FGIDOCR
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FGIBDST
Budget Status
Chart
Nell/SamMenu
Program: POST53R/RG
Code is
Type in
always S.
Accept the
6 digit
default
ORGN
fiscal year
of 11.
Code
Most ORGNs for most
queries will want to
uncheck this box.
We’ll discuss this
later.
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FGIBDST
Budget Status
Nell/SamMenu Program: POST53R/RG
With ORG only, you are
getting ALL funds that
your ORG has budget in –
Not necessarily the
clearest picture…
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FGIBDST
If your ORG is tied
to more than one
Budget Status
add a
Nell/SamMenu Program: FUND,
POST53R/RG
FUND, to narrow
your results.
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FGIBDST
This is clearer…
Budget Status
But… Most of us,
view our
Nell/SamMenu Program: don’t
POST53R/RG
budgets with O&M
and Salaries all
mixed together…
right?
Let’s “roll back” and narrow this down to an even
more useful query – based on our budget “pools”.
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FGIBDST
Budget Status
Nell/SamMenu
By querying on “account
type” 71, I can see my Direct
Expenditure Budget Pools –
These are separate from my
Program:Salaries
POST53R/RG
& Fringe budgets.
These are the only pools that
I’m allowed to make
Departmental Budget
transfers between using Self
Service (Future Training**)
We could also query on a specific account code, or
budget pool… I’ll do one more…
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FGIBDST
Budget Status
Nell/SamMenu Program: POST53R/RG
This time, I queried on a
specific “budget pool” and
this form will bring back
information from that account
and everything after.
Banner offers so many ways to query and “drill down”
to detail. Once you get familiar with it, and come to
some additional training, we are convinced you will
enjoy the many benefits!
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FGIBDST
Budget Status
Nell/SamMenu Program:
WhilePOST53R/RG
in this form, I can
select a specific Account
Code and use the Options
Menu to select Transaction
Detail Information to see all
the transactions that make up
that activity.
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FGIBDST
Budget Status
Nell/SamMenu Program: POST53R/RG
Now I can see that six
individual transactions made
up the activity on code
720300!
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FGIBDST
In cases where a department has revenue, auxiliaries for
Budget Status
example, you can use BDST to see the whole picture,
Nell/SamMenu
Program: N/A
including your revenues. ONLY departments with collected
revenues will ever leave the “Include Revenue Accounts”
check box checked. (Banner defaults with this box checked.
You will always have to uncheck it.) Look what happens to
a department without revenues, (mine), when the box is left
checked in BDST…
I
What Banner does is subtract expenses from total collected
revenues…Even if there are none. Since my FUND/ORG
combination has none, the result is a big ‘ole negative…
Unless you are an Auxiliary, or it is a Scholarship,
Endowment, Grant, Enrichment/Gift type account, you will
probably always uncheck “Include Revenue Account”.
Also, when you are “narrowing your query” to look at
expenditures by pools, etc., even if you are an ORG with
revenues, you will want to uncheck this box.
Let’s look it one where leaving this box checked works!
34
FGIBDST
Budget Status
Nell/SamMenu Program: POST53R/RG
Rec Sports has
Designated Student Fee
Income
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FGIBDST
Budget Status
Nell/SamMenu Program:
N/A
As you can see, their Rec
Sports Fees budget line
appears on BDST
This line represents a net total
of revenue and expense budget
–
In an actual budget, this would
typically equal $0 for the
original adopted budget,
unless the auxiliary has a
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profit budgeted.
FGIBAVL
Budget Availability
Nell/SamMenu: POST81
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Shows budget availability for
the budget pools occurring
after “71”.
BAVL is the best place to check
for available funds before
requisitioning something.
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Banner TIPS:
As you are probably aware, the University’s fiscal year is September 1 through
August 31. The accounting periods for Banner do not coincide with calendar
months. They are as follows:
 01 – September
 02 – October
 03 – November
 04 – December
 05 – January
 06 – February
 07 – March
 08 – April
 09 – May
 10 – June
 11 – July
 12 – August
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Banner INB Queries
Questions and answers
regarding INB Queries??
39
Self-Service Banner
Self-Service budget status
queries will be reviewed in
Banner Finance 102
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Approvals in Banner
Banner Electronic Approvals
 What are they?


Electronic Approvals provide a paperless process for
documents to move through the approval process in
Banner.
Which documents?

All Banner journal entries, budget transfers, requisitions,
and travel requisitions (applications) must be approved in
Banner before they will be posted.
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Advanced training for
Approvers will be provided
later this Fall – Approvers
will be specifically notified
and invited to the training.
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Approvals
Questions and answers
regarding Approvals &
Approval Queues
43
Questions and
Answers??
Thank
you for participating.
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