BANNER FINANCE 1

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BANNER
FINANCE
1
Banner Finance for
Department and Support Staff
Many department and support staff use
Banner Finance and know it from the
perspective of their function. This session will
explain Banner Finance as the accounting
record keeping system of the college. See
how your function fits in the overall picture
and learn some important tips that can make
your life easier and improve processing for
everyone. You will have a chance to ask
questions about Banner at the end.
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Banner Finance!
Tupper Drane
Finance System Leader
TESS
539-5312
[email protected]
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I. Banner Finance in Context of the Banner System
II. Modules Within Banner Finance
III. The Procurement Cycle
IV. Controls in Banner
V. Your Banner Password
VI. Finance Approvals in Banner
VII.When the Computer Runs Slow
VIII.Questions
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II. Banner Finance in Context of the Banner System
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III. Modules Within Banner Finance
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III. the Procurement Cycle
•
•
•
•
•
A.
B.
C.
D.
E.
FOIDOCH and the Procurement Cycle
Procurement Effects on Gen Ledger
FOAPAL Review
FOAPAL Values
Document vs Commodity Accounting
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A. FOIDOCH and the Procurement Cycle
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B. Procurement Effects on the Gen Ledger
•
•
•
•
•
•
•
•
•
Req puts budget $$ in Reserve
PO creates an encumbrance
Inv creates a payable
Chk creates an expense
Consequently, let Banner back it out:
Req FPARDEL
PO FPAPDEL
Inv FAAINVD
Chk FAACHKS
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C.
•
•
•
•
•
•
F
O
A
P
A
L
=
=
=
=
=
=
FOAPAL Review
Fund
Organization
Account
Program
Activity
Location
999999 000000 0000 00 000000 000000
000000 999999 0000 00 000000 000000
000000 000000 9999 00 000000 000000
000000 000000 0000 99 000000 000000
000000 000000 0000 00 999999 000000
000000 000000 0000 00 000000 999999
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D. FOAPAL Values
•
•
•
•
•
•
FTVFUND - All Fund Numbers
FTVORGN - All Organization Codes
FTVACCT - All Account Codes
FTVPROG - All Program Codes
FTVACTV - All Activity Codes
FTVLOCN - All Location Codes
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E. Document vs Commodity Accounting
• Document Accounting
• Rules: Document vs Commodity
• Commodity Accounting
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Document Accounting (1)
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Document Accounting (2)
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Document Accounting (3)
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RULES
Document Accounting vs Commodity Accounting
• Document Accounting: FOAPAL(s) apply
to sum of all commodities (items)
• Commodity Accounting: FOAPAL(s) are
entered for each commodity line
• Doc: 1 Commodity to 1 Foapal
M Commodities to 1 Foapal
1 Commodity to M Foapals
• Com: M Commodities to M Foapals
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Commodity Accounting
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IV. Controls in Banner
A. Access to Banner
• B. Your Password in Banner
• C. Approvals in Banner
•
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A. Access to Banner
1. Banner Access Request form
2. Access to Finance Functions
3. Often Overlooked
a. Requests Need Supervisors’ Approvals
b. Cannot Request Access for Yourself
c. What to do with Prior Access of New Party
d. What to do with Current Access of Replaced Party
(Transferred; Returning PT; Terminated)
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Banner Access Request Form
Banner 7 (Help) (Request Access)
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Access to Finance Functions
Select a User Category:
• Cashier
• Department Approver
• Terminate a User Account
• Finance Query
• Department Input Person
• Receiver
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Often Overlooked
a.
b.
c.
Requests Need Supervisors’ Approvals
Cannot Request Access for Yourself
What to do with:
1. Prior Access of New Party
2. Current Access of Replaced Party
(Transferred; Returning PT; Terminated)
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V. Your Banner Password
1. Banner Self-Service (Banner Web)
[Line 2
on Menu]
a. Selecting PIN for Banner Self Service
b . Choosing a Good PIN
c.
Five Worst PINs
d. If You Forget Your Password: Function Leader
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Selecting PIN for Banner Self Service
• PIN = Personal Identification Number
• Six numbers (digits) – no more, no less, no
characters (letters)
• Select a PIN that you can easily remember, but
is not easy for someone else to guess
• Protect your PIN
 Do not tell others your PIN!
 Do not ask others for their PIN!
 Do not post your PIN (or any other passwords!) on a
sticky-note on your computer monitor!
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Choosing a Good PIN
• Good PINs:
 A birth date – your spouse or significant other, your child, your
parent or grandparent, other relative, your pet
 A significant personal date – your wedding day, date you passed
your driver’s test, etc.
 Last six digits of spouse or child’s social security number
• Bad PINs:




Your birth date or last six digits of your SSN
A sequence: 111111, 123456, 121212, etc.
A famous person’s (movie star, sports celebrity) birth date
An historic date – 09/11/01, 11/22/63, 07/04/76, etc.
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Five Worst PINs
• Top Five Most Common PINs in Banner





123456
111111
654321
777777
666666
– 11,594 records!!!
– 5,527 records!!
– 1,244 records!
–
648 records
–
482 records
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Your Banner Password
2.
Banner 7 (On Line Banner) [Line 1 on Menu]
a.
b.
New User in Banner
If You Forget Your Password: CSC (Help Desk)
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New User in Banner
• Banner User ID is assigned by Banner
(user cannot choose own user ID.)
• New User is assigned “A” Number for password.
• Change the password on first sign on to Banner.
(on Banner main menu, right side, under My Links.)
• Under “new standard” change password every 6 mos.
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Change Banner Password
(Main menu, right side, under My Links)
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VI. Finance Approvals in Banner
• 1. Approvals: Requisitions
– a. Separation of Function (Request and Approve by different
person)
– b. Approval Queues, control on org code, fund code or fund
type
– c. Invoice awaiting approval by whom? FOAAINP
• 2. Approvals: Purchase Orders -- Automatic up to Max Amount
• 3. Approvals: Invoices -- Automatic unless Direct Pay
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Approval Queue for org code
• Approvals Queues based on Org Codes
• Sometimes Org Code and Fund
• Approver can have access to M queues
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Levels of approval
– a. Levels of approval: usually initial and final, but
other gradients possible
– b. More than one person at same level in an
approval queue
– c. Notice emails about documents awaiting your
approval
– d. No proxies for finance approvals:
1) Use two persons in queue at same level;
or
2) Toggle “Next Approver” on FOAUAPP
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Banner Approvals Form FOAUAPP
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FOAIINP Who will approve the req
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VII. When the Computer Runs Slow
What To Do
• New Hardware coming in Nov (eom)
• Still, What To Do?
A. Assume still processing – Wait !
B. Call TESS at CC (Drane 5312
Kelley 5088)
C. See if Bar is Moving at bottom right
D. Last Resort: kill “White” Forms Screen
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When the Computer Runs Slow
What NOT To Do
A. Do Not Kill Screen by Task Manager
(Alt, Cntl, Del)
B. Do Not Start up Another Session
C. Especially Do Not Go To Same Form
WHY? Because Oracle sessions keep
running and you compete with yourself for
resources.
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VIII. Questions ?
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