BANNER FINANCE 8.X
BUDGET BEGINNER / REFRESHER
TRAINING
TABLE OF CONTENTS
Glossary of Terms ........................................................................................................................... 1
Banner URL...................................................................................................................................... 2
Log On/Off........................................................................................................................................ 2
Password Change .................................................................................................................................. 4
Toolbar .................................................................................................................................................... 4
Main Menu/Navigation ............................................................................................................................ 5
Budget Status .................................................................................................................................. 6
Checking Organization Budget Status – FGIBDST ................................................................................ 6
Banner Extract Data No Key .................................................................................................................. 8
Organizational Encumbrance List and Detail Encumbrance Activity – FGIOENC and FGIENCD ........ 9
Budget Availability Status Form – FGIBAVL ........................................................................................ 10
Document History Form – FOIDOCH ................................................................................................... 11
FGIBDST vs. FGIBAVL…………………………………………………………………………………………12
Banner Finance Forms/Reports Cheat Sheet ............................................................................. 13
Banner Navigation Shortcuts ....................................................................................................... 14
Rule Code Description Table........................................................................................................ 15
Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
Glossary of Terms
Chart of Accounts (COAS)
This field is required on any forms where it is present. The value for the college is R, and 1 for the
Foundation.
FOAP
This is an acronym for the accounting code block (budget number). The budget number consists of
four components, Fund, Organization, Account, Program.
Fund
A fund code is required on all transactions and identifies the funding source and is five digit numeric
code.
Organization (Org)
The Organization code, short for organization code, identifies the budgetary unit (department)
responsible for managing the funds. Organization codes closely follow the organizational structure
of the College and are five-digit numeric codes. The org code is needed to post revenue, expenses,
transfers and to set up budgets.
Account
The account code defines the expense or revenue type. Revenue account codes identify the type of
revenue received, such as tuition or auxiliary sales revenue. Expenditure account codes identify the
type of expenditure, such as salaries or supplies.
Program
The program code defines the program category under which a particular unit budget falls. (e.g.
instruction, academic support, student services, institutional support, physical plant, auxiliary, etc…)
Form
Banner screens are referred to as forms and are where you interactively enter and look up
information. Every form has been assigned a unique name. For example, the organization budget
status form is named FGIBDST.
Reservation
A reservation is a budget tool used by managers to keep track of potential charges against their
budgets. A completed and approved requisition creates a reservation for the amount of the request
in the operating ledger within SCT Finance. When a purchase order is placed for the requisition, the
reservation is liquidated and replaced by an encumbrance.
Budget Pool
Budget has been divided into specific areas called “pools” ex. Non Salary Pool, and these pools are
expenses that can be grouped together and pulled from the same budget.
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Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
Banner URL
If there is no Banner Icon on your desktop, you can find the icon under P:\Shared\Pub in Windows
Explorer.
The Banner URL is the following:
http://forms-01.banner.ramapo.edu:9090/
Log On/Off
Log On:
1.
Open Microsoft Internet Explorer to access Banner.
2.
Click the Banner icon on your desktop. The following screen will appear:
Note: The first time you log on, you may be asked to download the Initiator. After the Initiator is
installed, close and reopen Internet Explorer. If you would like to change the default setting on your
Internet Explorer so that the Banner page automatically opens, select Tools/Internet
options/General. Go to the Home page section, and click Use Current.
3.
Select the database you want to open, PROD.
4. Enter your Username and Password. Click on Connect. It is not necessary to enter the
database, it will default based on your previous selection.
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Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
After successfully logging on, the General Menu (GUAGMNU) will appear. This is the starting point
for navigating through Banner. See below.
Log Off:
Logging off of Banner is very important. Logging off will release your username, releasing you from
liability if something were to happen using your ID. Logging off properly will also ensure that your
next login is successful.
1.
From your Banner 8 window, you can log off by either:
a.
Clicking on the Exit button
on the toolbar, or
in the session window.
b. Clicking on the Close button
In both cases, you will be asked if you want to terminate the session.
2.
Click Yes.
You have successfully logged off Banner and your browser window closes.
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Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
Password Change
1.
Click Change Banner Password in the right frame, under the My Links section.
2. Enter your current Oracle Password (The first time you change your password, the password
will be the same as your UserID)
3.
Tab to New Oracle Password
4.
Enter New Password
5.
Confirm New Password
6.
Hit OK
Note: For the new password to take effect, you must logoff and log back on to Banner.
Toolbar
o
The Toolbar is visible from the Main Menu.
o
New buttons have been added including “Workflow” and “Multi-Institution”. However, these
buttons are not presently used by Ramapo College.
Version 8 Toolbar
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Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
Main Menu/Navigation
4
1
6
2
7
3
5
8
1) When the cursor is in the Go To box, you can either type a form name in or use the Up and
Down Arrow keys to scroll through the forms already accessed in the current session.
2)
The My Banner menu is a menu that you set up to include the forms that you use most often.
3) The Banner menu is a list of all the product menus (i.e Student, Finance, etc) and forms in the
Banner system.
4)
The X on the toolbar is used to exit Banner.
5) The Products drop-down list is used to access the various Banner products (i.e Student,
Finance, etc). To open a product menu, click and hold the drop-down arrow, highlight a product
then release the mouse button.
6) The Help Center link is used to access online Banner help. Help is now available for all
Banner forms and includes field and task help.
7) The My Links section provides quick access to changing your Banner password and
accessing Banner messages. The Personal Links can be customized with links to forms or web.
There are two default links in the My Links section, change Banner password and check banner
messages. There are 6 personal links available on the Banner main menu. You can set these
links to whatever you prefer. The sites you visit most often may be accessed directly from the
main screen on Banner. (For more information on My Links setup, see the Appendix section.
8)
The My Institution section provides quick access to the Ramapo web site.
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Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
Budget Status
1.
2.
3.
4.
5.
6.
7.
FGIBDST – Organization Budget Status
Banner Extract Data no Key
FGIOENC – Organization Encumbrance List Form
FGIENCD – Detail Encumbrance Activity Form
FGIBAVL – Budget Availability Status Form
FOIDOCH – Document History Form
FGIBDST vs. FGIBAVL
Checking Organization Budget Status – FGIBDST
The Banner form entitled Organizational Budget Status Form or FGIBDST is the on-line form most
useful in providing current information on adjusted budgets, year-to-date expenditures, open
commitments, and available balance. FGIBDST provides a summary of all activity for a FOP (Fund
Org Program) Information is displayed by account code.
Note: FGIBDST does not reflect incomplete, unapproved or unposted transactions.
1.
In the Go To field of the Banner General Menu form, type FGIBDST.
2.
Hit enter.
3.
Chart and Fiscal Year fields will default.
4.
Tab through both fields.
5. Tab to Include Revenue Accounts. The Banner default is to display revenue, which can be
confusing when trying to determine Available Balance. Banner subtracts total expenses from
revenues and displays a negative if there are no revenues to subtract from. Unless your unit has
income from revenue type accounts you wish to be included, click on the box to uncheck.
6. Tab to ORGANIZATION. Enter your organization code and hit Tab. In most cases a FUND
and PROGRAM code will default in. If so, proceed to Step 9.
7.
Tab to FUND. Enter your fund code.
8.
Tab to PROGRAM. Enter your program code.
9. Tab to ACCOUNT. Enter the Pool account (7001) if you would like to view all non-salary
expenditures for a specific Organization. If you wish to see all salary and non-salary expenditures
leave the ACCOUNT field blank.
10. Select “Next Block” or CTRL Page Down.
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Affected by
Budget Transfers
Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
Affected by Journal Entries
Adjusted Budget-YTD Activity
11. The form displays the budget status for the FOAP combination you have entered. To view
additional budget lines, scroll up and down using the vertical scroll bar, [pageup] and [pagedown]
keys, or ↑ and ↓ arrow keys.
12. To view more information about an account, click on the account and press F3. This will show
journal entries or budget transfers that have altered the account.
13. To start a new query, click “Rollback” or Shift-F7.
14. To exit form click on the “X” in the toolbar, or hit CTRL Q.
FGIBDST will provide you with the following information by Account code (e.g. expenditure type):
•
Title – The description of the Account. This field has been expanded in Banner 7.x, and you
can now see the entire name.
•
Type – L = Labor, E = Direct Expenditures (Non Labor).
•
Adjusted Budget – Original budget plus any additions or deductions for items such as budget
transfers, increases or decreases to budgeted amount.
•
YTD Activity – Actual year-to-date revenues or expenditures for specific account codes. The
dollars displayed in this field do not include the value of open commitments.
•
Commitments – The value of open purchase orders, requisitions, and general encumbrances.
The values of these commitments have been deducted from the organization's budget in the
Available Balance column. The value will not reflect incomplete or unapproved transactions.
•
Available Balance - Shows the actual funds available for additional expenditures. Calculated
as adjusted budget less year-to-date activity less commitments.
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Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
Drilling Down to Detail
The drill-down concept is the ability of taking summary information and finding specific transactions
related to what you are looking for. This concept has been used in the development of the account
structure to facilitate a high degree of detail in recording and reporting financial transactions. This
concept is also prevalent in the flow from one form to the next. You can use the first form to view
summary information, then select a summary item and view detail transactions that make up the
summary. From the detail transaction you can view individual items that make up the transactions.
This concept enables you to start with the highest level of summary and end up with the lowest level
of break down.
Several related forms are accessible from FGIBDST by using the links under the Options section of
the form. This will enable you to drill down to greater detail about the budget, expense, or
commitment information for an Organization and Fund. Further drill-down capability is activated
upon entering the various sub-forms.
Extract Data No Key is available on many Banner forms.
To use this function from within a form:
1.
From the menu bar, go to Help, Extract Data No Key, and select.
2. The file download dialog box will appear. Click open to automatically download to excel, or
save to a local directory.
3.
If the option is “grayed out”, the extract function is not available on this form.
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Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
Organizational Encumbrance List and Detail Encumbrance Activity – FGIOENC
and FGIENCD
While using FGIBDST you can view a list of all encumbrances for a Fund/Orgn combination via
FGIOENC. To view encumbrance activity in even greater detail, you can jump from FGIOENC to
FGIENCD. Both forms can be also be accessed directly form the Go To… box on the Main Menu.
Note: This form can also be accessed directly.
1.
From anywhere in the lower block of FGIBDST, Select Options, Organization Encumbrances.
2. You may scroll through the transactions using the vertical scrollbar, [pageup] and [pagedown]
keys, or ↑ and ↓ arrow keys.
3. If you wish to view detail encumbrance activity for a specific line, Select Options, Query Detail
Encumbrance Info, or Hit F3.
To return to FGIBDST, click on the “X” in the toolbar, or hit CTRL Q to return to the previous form
(one time for each form viewed).
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Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
Budget Availability Status Form – FGIBAVL
The FGIBAVL form gives you an overview of your department’s budget. This form summarizes your
expenditure budget into major categories, and will show you what is available in your Budget Pool.
Refer to FGIBDST to see what was spent by account number.
1.
In the Go To field of the Banner Menu form, type FGIBAVL.
2.
Hit enter.
Note: To go directly to FGIBAVL from FGIBDST, Select File, F5. Enter FGIBAVL and Hit Enter.
3.
Chart and Fiscal Year fields will default.
4.
Enter Fund.
5.
Enter ORGN.
6. Enter Account. This form requires an Account number to be entered before executing the
query. To view Non-Salary expenditures only, enter the pool account 7001 if not enter 6001 to view
all expenditures.
7.
Select “Next Block” or CTRL Page Down
8. To exit the form, click on the “X” in the toolbar, or hit CTRL Q. If direct access is used, you will
return to FGIBDST.
Note: This form includes expenses and transfer activity for all documents (invoices,
requisitions, PO’s, journal vouchers, etc..) at the time the query is made, including those in
process of completion and/or approval. The form does not reflect revenue activity.
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Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
Document History Form – FOIDOCH
The FOIDOCH form allows the user to see the history of how a document was processed. The
system displays each purchasing and accounts payable transaction that relates to the document
queried. Besides the purchase order, check, and invoice number, an indicator will be displayed for
each number to denote the status. Complete information is also available for each transaction.
1.
In the Go To field of the Banner Menu form, type FOIDOCH.
2.
Hit enter.
3. At the Document Type field, enter one of the following codes: REQ for Requisition, PO for
purchase order, INV for Invoice, and CHK for check.
4. Tab to Document Code field and enter the document number. If you do not know the
document number, click on the flashlight and enter any fields that you know. Hit F8. When you find
the document you are looking for, double click on the document to return to the FOIDOCH form.
5. Select “Next Block” or CTRL Page Down. This function should be used to move between
blocks on this form.
6.
To view details of the specific block, Hit F3.
FOIDOCH Status Indicators
A requisition/PO document is approved
C requisition/PO/receiving document is completed but not yet approved
F for checks: bank reconciliation has been done
P invoice has been paid
R invoice is on hold awaiting receiving
S document is in suspense (usually this indicates that there is a problem)
O document is open
X document has been cancelled
V document has been voided
H on hold
T Tagged Permanently
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Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
FGIBDST vs FGIBAVL
Banner provides two types of budget tracking and reporting query forms that present:
Posted and Unposted transactions FGIBAVL – unposted (pending) documents are incompletes (not
finished by initiator) and those documents awaiting approvals. The values that appear on FGIBAVL
are what controls whether or not a particular transactions becomes NSF (non-sufficient funds).
Posted transactions only FGIBDST – completed documents that cleared all approval queues and
had sufficient Available Balance.
It is important to remember that Budget Checking comes into play even while a user is inputting a
transaction. As soon as the amount and FOAP fields are entered in a requisition, direct pay or
budget adjustment document Banner makes a claim against Available Balance (the remaining
budget availability). If the user never completes the document the claim against budget will always
remain.
The layout for FGIBAVL is almost identical to FGIBDST except that the rows list the net “pool
budgeting” balances rather than individual ACCT code balances. If there are no unposted items the
sum of Available Balance for all FGIBDST ACCTs in a pool will equal Available Balance for that
pool on FGIBAVL. If there are unposted items pooled Available Balance will not agree between
FGIBDST and FGIBAVL and the difference is an unposted transaction. The unposted items are
called “Pending Documents”. There is an indicator in the FGIBAVL header block and checkboxes at
the end of each row. If a checkbox is checked it means there are pending items for that pool.
To see the Pending Documents for a pool click in a row that has its checkbox checked. Then click
Options, Pending Documents.
The Status column indicates the reason why a document is pending. Typical Status codes for
documents are:
Incomplete – initiator has not completed the input process
In Approvals – document has been completed but the final approval has not been given
Receipt Pending – for PO based invoices – a receipt of goods is needed
Disapproved – document was disapproved and rolled back to incomplete status
To Be Posted – will post the next time posting process runs – usually runs every 3 minutes
FGIBAVL includes in the available balance calculation:
Documents in approvals, and
Documents which are incomplete
Posted documents
FGIBAVL should be used to:
View how much budget is available for a FOAP
Determine the budget pool a FOAP is associated with
Drill down to FGITINP to identify transactions in process for a FOAP.
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Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
Banner Finance Forms/Reports Cheat Sheet
Form
Form Name
Function
Vendor Information:
FAIVHIS
Vendor History Query
Review Invoices processed by Vendor
FAIVNDH
Vendor Detail History
Review Invoice Payments
FTIIDEN
Entity Name/ID Search
Find Vendor ID Numbers
Invoice Information:
FAIINVE
FOIDOCH
Invoice/Credit Memo Query
Review Invoice/Credit Memo detail
Document History
To find PO# if know REQ#
Purchasing Information:
FGIENCD
Detail Encumbrance Activity
Query by PO#, vendor name (wildcard). Detailed
spending/balance info -detail activity against PO
FGIOENC
Organizational Encumbrance List
Organizational Encumbrance Listing
FPAREQN
Requisition
Enter Requisition
FPARDEL
Requisition Cancel
Delete Requisition
FPIOPOF
Open Purchase Orders
Open purchases by fund, or, or both
FPIOPOV
Purchase Orders by Vendor
PO by Vendor inquiry
FPIREQN
Requisition Query
Requisition inquiry
FPIREQS
Requisition Suspense List
Requisition suspension list
General Ledger Information:
FGITBSR
Trial Balance Summary
General Ledger balance-information on specific fund
Budget Queries:
FGIBAVL
Budget Availability Status
FGIBDST
Organization Budget Status
Budget by pool (must enter 4 digit acct like 6000 in
acct box)
Budget, Year-to-date, commitment and available
balance for unit budget
Banner Finance Reports:
FGRBDSC
FGRODTA
Budget Status (Current Period)
Report
Organizational Detail Activity Report
FGROPNE
FXRBAVL
Open Encumbrances Report
Budget Availability Overrun Rpt
Budget availability by org, fund, range or
combination
Details on all transactions- can retrieve by fund, org,
range or combination.
View Open Encumbrances
View negative available balance or project funds
Grant Inception to Date
General User Preferences
Maintenance
Budget available project YTD
Enable header row for data extract; My links; Color
pref.
Additional:
FRIGITD
GUAUPRF
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Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
Banner Navigation Shortcuts
Function
Keystroke
FORM
Clear Form/Rollback
Shift + F7
BLOCK
Next Block
Crtl + Page Down
Previous Block
Crtl + Page Up
FIELD/ITEM
Duplicate Item/Field
F3
Next Item/Field
Tab
Previous Item/Field
Shift + Tab
RECORD
Clear Record
Shift + F4
Delete/Remove Record
Shift + F6
Duplicate Record
F4
Insert Record
F6
Next Record
Down Arrow
Previous Record
Up Arrow
Next Set of Records
Shift + Crtl + Page Down
Previous Set of Records
Shift + Crtl + Page Up
Update Record
Crtl + U
QUERY
Cancel Query
Crtl + Q
Enter Query
F7
Execute Query
F8
OTHER
Save
F10
Exit
Crtl + Q
Print
Shift + F8
List of Values
F9
List Tab Pages
F2
View/Send Message
Go To…
F5
Options
Right-Click
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Icon
Ramapo College of New Jersey
Banner Finance 8.x
Budget & Navigation Training
Rule Code Description Table
Rule
Code
ABD
BD01
BD02
BD04
BR02
BR04
CD5
CHS1
CNEC
CNEI
CNNC
CNNI
CORD
CR05
CSS2
DCSR
DNEC
DNEI
DNNC
DNNI
E010
E020
E031
E032
E090
ENC
HEEL
HERL
HENA
HENC
HGNL
HGRB
HGRS
HNET
ICEC
ICEI
ICEP
ICNI
INEC
INEI
INNC
Rule Code Description
Adjusted Budget
Permanent Adopted Budget
Permanent Budget Adjustments
Temporary Budget Adjustment
Permanent Budget Revision
Temporary Budget Revision
Cash Disbursement J/V
Banner Student Charges
Cancel Check - C/M w encumbrance
Cancel Check - Invoice w encumbrance
Cancel check - C/M w/o encumbrance
Cancel Check - Invoice w/o encumbrance
Establish Change Order
Cash Receipt Entry
Banner Student Payment
Direct Cash receipt
Check - C/M w encumbrance
Check - Invoice w encumbrance
Check - C/M w/o encumbrance
Check - Invoice w/o encumbrance
Post Original Encumbrance
Encumbrance Adjustment
Partial Liquidation
Encumbrance Liquidation
Year End Encumbrance Roll
Encumbrance
Payroll - Employee Liability
Payroll - Employer Liability
Payroll – Encumbrance Adjustment
Payroll – Salary Encumbrance
Payroll - Gross Exp. No Liquidation
Payroll - Gross Benefit Expense
Payroll – Gross Salary Expense
Payroll - Net Pay
Cancel Credit Memo w/ Encumbrance
Cancel Invoice with Encumbrance
Cancel Invoice with Encumbrance
Cancel Invoice without Encumbrance
Credit Memo with Encumbrance
Invoice with Encumbrance
Credit Memo without Encumbrance
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Rule
Code
INNI
JE15
JE16
JE25
LIQ
OBD
OEN
PCLQ
PCRD
POBC
POCL
POLQ
POPN
PORD
RCQP
REQP
RES1
RSV
TMP
YTD
Rule Code Description
Invoice without Encumbrance
General Journal Entry (Intra-Fund)
General Journal Entry (Inter-Fund)
General Journal Entry (Inter-Chart)
Liquidation
Original Budget
Original Encumbrance
Cancel PO - Reinstate Request
Cancel Purchase Order
Purchase Order Batch Close
Purchase Order Close (FPAEOCD)
Purchase Order-Request Liquidation
Purchase Order Open (FPAEOCD)
Establish Purchase Order
Cancel Requisition
Requisition - Reservation
Banner Student Refunds
Reservation
Temporary Budget
Year To Date Activity