Reconciling to Banner
September 26, 2013
Reconciliation Purpose
 Ensure proper accounting records are maintained
 Confirm correct accounting transactions were
posted to your account
 Verify accuracy of amounts paid
 Identify outstanding transactions (encumbrances
pending to liquidation)
 Obtain accurate account status
What is a Reconciliation?
 Match two sets of records to ensure figures are in agreement
 Example: Match your records of requisitions prepared to
the expense and encumbrance transactions posted to the
Banner system
 Identify differences between the two sets of records.
Reasons for difference might be:
 Posting errors
 Valid changes to the original amount requested
 Timing differences which will clear with time
Reconciliation Benefits
 Discover erroneous transactions
 Provide reliable status of your budget
 Allow better decision making
 May increase an organization’s available budget by
clearing outstanding transactions
Banner Transactions Types
 On Banner, the Field column on FGITRND can help you
determine the type of transaction
 OBD – Budget transaction
 RSV – Encumbrance transaction from a Requisition
 ENC – Encumbrance transaction from a Purchase Order
 YTD – Expense transaction from an Invoice, Journal Entry or
Feeds from other Banner systems (Student, Human Resources)
 “I” documents are Invoices
 “J” documents are Journal Entries
 “F” documents are Feed transactions
Tracking Encumbrances
 All encumbrances should eventually clear when
payment (invoice) is made.
 On Banner, form FGIOENC provides you a list of all
open encumbrances for an organization.
 If you identify an encumbrance that should not be open,
you need to contact the Purchasing department to request
the drop of the Encumbrance
How to Get Started?
1. Obtain access to your department’s organizations
a. Download Banner Finance Access Request
Form from Business Office website
(http://www.southtexascollege.edu/businessof
fice/index.html)
How to Get Started?
2. Become familiar with useful forms in Banner
a.
b.
c.
d.
e.
FGIBDST – Summary of total adjusted budget,
expenses, commitments and available balances by
account code
FGITRND – Detail transactions
FGIOENC – List of open encumbrances
FGIENCD – Detail of transactions posted against an
encumbrance (original encumbrance, adjustments,
payments)
FOIDOCH – Document history and detail of all
documents associated to a specified document
Who to contact with Questions?
 On Encumbrances (Requisitions or Purchase
Orders)- Purchasing department (872-4681)
 On Payments (Invoices) – Accounts Payable
department (872-4609)
 On Journal Entries – General Accounting
department (872-4638 or 872-4650)
Exercise – Step #1
 Update "Department Expense Log" with Purchase
Order and Invoice document number if available.
 Banner form FOIDOCH allows you to find all
document history related to a document requested.
 For example, if you enter a requisition number and
click on next block, the form will display all the POs
and Invoices issued for the Requisition entered.
South Texas College
Department Expense Log
Step #1
Organization: 123456 STC Orgn Name
Operating
Vendor
Purchase
Order
Supplies
A00004444
P0000003
09/15/07
Computers
A00001234
P0000005 I0000009
R0000010
09/18/07
Printers
A00058946
4
R0000012
09/30/07
Journal Subscription
A00002255
P0000011
125.00
5
R0000014
10/04/07
Equipment rental
A00008958
P0000022
55.00
6
R0000022
10/13/07
Temporary staff
A00055889
P0000025 I0000053
7
R0000025
10/22/07
Advertising at The Monitor
A00001146
P0000035
8
R0000028
11/02/07
Sprint PCS charges
A00002540
P0000018
I0000012
84.00
9
R0000033
11/15/07
Books
A00001308
P0000044 I0000025
323.00
Requisition #
Date
1
R0000001
09/05/07
2
R0000005
3
Description
Invoice
Original
Amount
500.00
1,525.00
633.00
899.00
62.00
Adjustment
Revised
Amount
Exercise – Step #2
 Identify changes to amount on original
requisition and update "Department Expense
Log" with necessary changes.
Note: Items identified as corrections needed on the
"Department Expense Log" will be updated on this
worksheet. Items identified as corrections needed to be
made on the Banner system (such as Requisitions or POs
that need to be dropped) will be identified on the
Reconciling Items section of the "Reconciliation
Worksheet".
South Texas College
Step #2
Department Expense Log
Organization: 123456 STC Orgn Name
Operating
Description
Vendor
Purchase
Order
Invoice
Original
Amount
Date
1
R0000001
09/05/07
Supplies
A00004444 P0000003
2
R0000005
09/15/07
Computers
A00001234
3
R0000010
09/18/07
Printers
A00058946
633.00
633.00
4
R0000012
09/30/07
Journal Subscription
A00002255 P0000011
125.00
125.00
5
R0000014
10/04/07
Equipment rental
A00008958 P0000022
55.00
6
R0000022
10/13/07
Temporary staff
A00055889
7
R0000025
10/22/07
Advertising at The Monitor
8
R0000028
11/02/07
9
R0000033
11/15/07
P0000005 I0000009
P0000025 I0000053
Adjustment
Revised
Amount
Requisition #
500.00
(50.00)
450.00
1,525.00
25.00
1,550.00
10.00
65.00
899.00
899.00
A00001146 P0000035
62.00
62.00
Sprint PCS charges
A00002540 P0000018 I0000012
84.00
84.00
Books
A00001308 P0000044 I0000025
323.00
323.00
Exercise – Step #3
 Make sure totals on "Department Expense Log" are
updated.
South Texas College
Department Expense Log
Organization: 123456 STC Orgn Name
Operating
Vendor
Purchase
Order
Supplies
A00004444
P0000003
09/15/07
Computers
A00001234
P0000005 I0000009
R0000010
09/18/07
Printers
A00058946
4
R0000012
09/30/07
Journal Subscription
A00002255
5
R0000014
10/04/07
Equipment rental
6
R0000022
10/13/07
7
R0000025
8
9
Requisition #
Date
1
R0000001
09/05/07
2
R0000005
3
Description
Invoice
Original
Amount
Adjustment
Revised
Amount
500.00
(50.00)
450.00
1,525.00
25.00
1,550.00
633.00
633.00
P0000011
125.00
125.00
A00008958
P0000022
55.00
Temporary staff
A00055889
P0000025 I0000053
10/22/07
Advertising at The Monitor
A00001146
P0000035
R0000028
11/02/07
Sprint PCS charges
A00002540
P0000018
R0000033
11/15/07
Books
A00001308
10.00
65.00
899.00
899.00
62.00
62.00
I0000012
84.00
84.00
P0000044 I0000025
323.00
323.00
10
-
Total for all Requisitions
4,206.00
Step #3
(15.00)
4,191.00
Exercise – Step #4
 On "Reconciliation Worksheet", update Banner
Totals with transactions downloaded from FGITRND
 Adjusted Budget – total for transactions where field is
OBD
 YTD Activity – total for transactions where field is
YTD
 Commitments – total for transactions where field is
ENC and RSV
 Available Balance – will be calculated as follows
 Adjusted Budget - YTD Activity - Commitments
South Texas College
Step #4
Reconciliation Worksheet
Organization: 123456 STC Orgn Name
Operating
Banner FGITRND Data Extract
Banner Totals
Adjusted
Budget
(Field = OBD)
YTD
Activity
(Field = YTD)
10,000.00
2,833.00
Commitments
(Field = RSV & ENC)
Department Expense Log
Revised Amount Total for all Requisitions
Available Balance as per Department Expense Log
Difference
1,567.00
Available
Balance
5,600.00
Exercise – Step #5
 On "Reconciliation Worksheet", update Revised
Amount Total for all Requisitions from "Department
Expense Log" worksheet. The amount for Available
Balance as per Department Expense Log is calculated
as follows:
Available Balance as per
Department Expense Log
= Adjusted Budget
total from Banner
- Revised Amount Total
for all Requisitions
South Texas College
Reconciliation Worksheet
Step #5
Organization: 123456 STC Orgn Name
Operating
Banner FGITRND Data Extract
Adjusted
Budget
Banner Totals
10,000.00
YTD
Activity
Commitments
2,833.00
1,567.00
Available
Balance
5,600.00
Department Expense Log
Difference
Revised Amount Total for all Requisitions
4,191.00
Available Balance as per Department Expense Log
5,809.00
Exercise – Step #6
 The Difference amount should be automatically
updated once all the previous figures are updated. It
is calculated as follows:
Difference
=
Banner Total
Available Balance
-
Available Balance as per
Department Expense Log
South Texas College
Reconciliation Worksheet
Organization: 123456 STC Orgn Name
Operating
Banner FGITRND Data Extract
Adjusted
Budget
Banner Totals
10,000.00
YTD
Activity
Commitments
2,833.00
1,567.00
Available
Balance
5,600.00
Department Expense Log
Revised Amount Total for all Requisitions
4,191.00
Available Balance as per Department Expense Log
5,809.00
Difference
(209.00)
Step #6
Exercise – Step #7
 List all the items identified as corrections needed to
be made on the Banner system on the Reconciling
Items section of the "Reconciliation Worksheet".
 You can use the data extracted from FGITRND to
compare documents to the Department Expense Log
to identify discrepancies
South Texas College
Reconciliation Worksheet
Organization: 123456 STC Orgn Name
Operating
Banner FGITRND Data Extract
Adjusted
Budget
(Field = OBD)
Banner Totals
10,000.00
YTD
Activity
(Field = YTD)
Commitments
(Field = RSV & ENC)
2,833.00
1,567.00
Available
Balance
5,600.00
Department Expense Log
Revised Amount Total for all Requisitions
4,191.00
Available Balance as per Department Expense Log
5,809.00
Difference
(209.00)
Step #7
Reconciling Items (Corrections needed to be made on the Banner system)
Document #
Action Needed
Original Amt
Revised Amt
R0000012
Drop Requisition
(125.00)
125.00
P0000018
Drop PO
(84.00)
84.00
Total Reconciling Items
209.00
Exercise – Step #8
 Once all the Reconciling Items are identified the
Reconciled Difference should be zero.
 You can use the data extracted from FGITRND to
compare documents to the Department Expense Log to
identify discrepancies
South Texas College
Reconciliation Worksheet
Organization: 123456 STC Orgn Name
Operating
Banner FGITRND Data Extract
Banner Totals
Adjusted
Budget
(Field = OBD)
YTD
Activity
(Field = YTD)
10,000.00
2,833.00
Commitments
(Field = RSV & ENC)
1,567.00
Available
Balance
5,600.00
Department Expense Log
Revised Amount Total for all Requisitions
4,191.00
Available Balance as per Department Expense Log
5,809.00
Difference
(209.00)
Reconciling Items (Corrections needed to be made on the Banner system)
Document #
Action Needed
R0000012
Drop Requisition
(125.00)
125.00
P0000018
Drop PO
(84.00)
84.00
-
Step #8
Original Amt
Revised Amt
Total Reconciling
Items
Reconciled Difference
209.00
-
Questions?