Banner Finance
Chart of Accounts
Supplement Training Workbook
Release 8.0 - April 2008
Updated 7/23/2008
HIGHER EDUCATION
What can we help you achieve?
_________________________________________________________________________________________________________________
SunGard Higher Education
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Malvern, Pennsylvania 19355
United States of America
(800) 522 - 4827
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http://connect.sungardhe.com
Distribution Services e-mail address
distserv@sungardhe.com
Other services
In preparing and providing this publication, SunGard Higher Education is not rendering legal, accounting, or other similar
professional services. SunGard Higher Education makes no claims that an institution's use of this publication or the
software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each
organization should seek legal, accounting and other similar professional services from competent providers of the
organization's own choosing.
Trademark
Without limitation, SunGard, the SunGard logo, Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, and Plus are
trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries.
Third-party names and marks referenced herein are trademarks or registered trademarks of their respective owners.
Revision History Log
Publication Date
Summary
Original Date
7/23/2008
New version that supports 8.0 software.
Updated FTMORGN table.
Notice of rights
Copyright © SunGard Higher Education 2005-8. This document is proprietary and confidential information of SunGard
Higher Education Inc. and is not to be copied, reproduced, lent, displayed or distributed, nor used for any purpose other
than that for which it is specifically provided without the express written permission of SunGard Higher Education Inc.
Table of Contents
Introduction ............................................................................................................... 4
Naming Conventions...................................................................................................... 5
Navigation Short Cuts .................................................................................................... 8
Searching Short Cuts ..................................................................................................... 9
Entering a Buyer -> FTMBUYR ......................................................................................10
Entering a Person -> FOAIDEN .....................................................................................11
Entering a Journal Voucher -> FGAJVCD........................................................................12
Entering a Requisition -> FPAREQN ...............................................................................13
Entering a Vendor -> FTMVEND ....................................................................................15
Set Up ....................................................................................................................... 16
Chart of Accounts Code Structure ..................................................................................17
Day-to-Day Operations ............................................................................................ 27
General Accounting Query Forms ..................................................................................28
Budget Availability Status Form (FGIBAVL).....................................................................29
Organizational Budget Status (FGIBDST) .......................................................................30
Executive Summary Form (FGIBDSR) ............................................................................31
Organization Budget Summary Form (FGIBSUM) ...........................................................32
General Ledger Trial Balance (FGITBAL) ........................................................................33
Trial Balance Summary Form (FGITBSR) ........................................................................34
General Ledger Transaction Form (FGIGLAC) .................................................................35
Operating Accounts Transaction Detail Form (FGITRND).................................................37
Document Retrieval Form (FGIDOCR) ............................................................................39
Document History Form (FOIDOCH) ..............................................................................41
Journal Voucher Summary Form (FGIJSUM) ...................................................................42
Suspended Journal Voucher List Form (FGIJVCD) ...........................................................43
Journal Ledger Posting Process .....................................................................................45
Multiple Fund Balance (FTMFBAL) Example ....................................................................46
Introduction
Course goal
This supplemental training material is to be used with the Chart of Accounts Training
Workbook.
This supplemental workbook is divided into three sections:
•
Introduction
•
Set-up
•
Day-to-day operations
Course objectives
In this course you will be introduced to
•
chart set-up
•
navigation in Banner
•
running basic accounting reports.
Intended audience
New Banner users who use the chart of accounts.
Prerequisites
To complete this course, you should have
•
completed the Education Practices computer-based training (CBT) tutorial Banner 8
Fundamentals, or have equivalent experience navigating in the Banner system.
© SunGard 2004-2008
Page 4
Chart of Accounts Supplement
Naming Conventions
Naming Conventions
All Banner objects adhere to naming conventions, e.g., forms, tables, processes.
Note: Refer to chapter one of the technical reference manuals.
Forms, process, and table naming
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 O A I D E N
- - - - - - 1 2 3 4 5 6 7
Position Location 1
Identifies the primary system owning the form, report, process, or table.
A - Alumni/Development
S - Student
R - Financial Aid
T - Accounts Receivable
F – Finance
V - Voice Response
G – General
H - New Products (Web)
N - Position Control
P - Human Resources/ Payroll/Personnel
W Y Z - Reserved for client-developed new applications built to co-exist with Banner
applications
© SunGard 2004-2008
Page 5
Chart of Accounts Supplement
Position Location 2
Identifies the module owning the form, process, or table.
If Position 1 is F, the character in Position 2 is:
A - Accounts Payable
R - Research Accounting
B - Budget Develop.
S - Stores Inventory
E - Event Management
T - Validation Form/Table
F - Fixed Assets
U – Utility
G- General
W Y Z - Reserved for client
J - Job Submission
developed forms or modules
L - Letter Generation
used within a Banner application
O – Overall
(character in position 1 not = W,Y, Z)
P – Purchasing
General Position Location 3
Identifies the type of form, report, process, or table.
A – Application
M- Maintenance
B - Base Table (Batch COBOL Process)
I - Inquiry Form
O - Online COBOL Process
V - Validation Table or View
R - Rule Table, Repeating Table, Report or Process
T - General Maintenance Test Pattern
© SunGard 2004-2008
Page 6
Chart of Accounts Supplement
Postitions 4, 5, 6, 7
Identifies a unique four-character name for the form, report, process, or table.
Examples:
F O A IDEN
F
Finance
O
Overall
A
Application
IDEN Identification
F T M COAS
F
Finance
T
Table
M
Maintenance
COAS Chart of Accounts
© SunGard 2004-2008
Page 7
Chart of Accounts Supplement
Navigation Short Cuts
Keyboard navigation
BANNER: Field => Record => Block => Form
FUNCTION
FUNCTION
Next Field
Previous Field
Clear Field
Tab
Shft-tab
Cntl-U
Next Block
Previous Block
Clear Block
Cntl-PgDown
Cntl-PgUp
Shft-F5
Next Record
Previous Record
Down Arrow
Up Arrow
Scroll Up
Scroll Down
Up Arrow
Down Arrow
Enter Query
Execute Query
F7
F8
Copy
Replace
F6
F4
Show Keys
Commit/Save
Get List
Cntl-F1
F-10
F-9
© SunGard 2004-2008
Page 8
Chart of Accounts Supplement
Searching Short Cuts
Flashlight method
Action
Click on Flashlight
Enter F7 then F8
Scroll Thu Data
Result
Table of Values
Values in Table
Find Value
Return Value to Form
-ORClick on Flashlight
Enter F7
Enter Search String
XXX% or XXX%
Enter F8 to
Return Values
Return Value to Form
Shft-F3
Table of Values
Set for Search
Return Values
Shft-F3
*remember Auto hint line
© SunGard 2004-2008
Page 9
Chart of Accounts Supplement
Entering a Buyer -> FTMBUYR
Note: These Navigation Samples can be edited for use as “tent cards”.
The screen shots can be rotated 180 degrees and shown as the back
of the card, with the directions occupying the front of the card.
Action
Keystroke
Notes
Access FTMBUYR Form
Enter Buyer Code
Enter Buyer Description
In Start Date Field
4 Digit
Free Form Entry
DD-MON-YYYY
User Defined Buyer Code
LPVO* Indicator
LPVO Dollar Amount
Enter Phone Number
Save Entry
Select Commodities from Drop
Down Options Menu
Select from List
Select Organization from Drop
Down Options Menu
Select from List
Save Entry
*Low Value Purchase Order
Limit
© SunGard 2004-2008
Y/N
Number Amount
Free Form
F10
Perform Search
Shft-F3
Perm Search
Shft-F3
F10
Page 10
If Today’s Date = Enter D <Return>
If Yes – Maximum PO Process Is
Initiated
Optional Assignment of
Specific Commodity to Buyer
Optional Assignment of
Specific Organization to Buyer
Chart of Accounts Supplement
Entering a Person -> FOAIDEN
ACTION
Keystroke
1. Access FOAIDEN Form
2. Perform Search
3. Type NEXT
4. Select “Name Type”
4. Enter “Name”
5. Save Record
6. Access Next Block
7. Access Address Entry
8. Enter “Address Type”
9. Enter “Address”
10.Enter “Source”
11.Enter “State”
12.Enter “County”
13.Enter “Nation”
14.Enter “Phone”
15.Enter “Phone Type”
16. Save Record
Cntl-Page Down
Search Values
Free Form
F10
Cntl-Page Down
Cntl-Page Down
Search Values
Free Form
Search Values
Search Values
Search Values
Search Values
Free Form
Search Values
F10
© SunGard 2004-2008
Notes
Page 11
See Search Instructions
Assigns # and Allows Data Entry
Entry Optional from List of Values
Use Data Standards Established
Can also click on Save Icon
Enter Optional Alternate ID Info
Entry Required from List of Values
Entry Optional from List of Values
Entry Required from List of Values
Entry Optional from List of Values
Entry Optional from List of Values
No Dashes or Spaces
Entry Required from List of Values
Chart of Accounts Supplement
Entering a Journal Voucher -> FGAJVCD
Action
Access FGAJVCD Form
Enter NEXT
Date Field
Enter “Document Total”
“Distribution Total”
Check NSF or Deferred
Access “Transaction Detail”
Tab to “Journal Type”
Enter FOAPAL Information
IF INDEX Entered
Enter Amount
Enter Description
Enter “Bank Code”
Enter Optional Information
Down Arrow for Next Line
Access “Completion”
Complete JV
© SunGard 2004-2008
Keystroke
Cntl-Page Down
Default Today’s
Hash Total
Other Option
Always NSF
Search List Values
Search List Values
Free Form Number
Free Form
Search List Values
As Needed
Click “Complete”
Page 12
Notes
Tab To Move Between Fields
Banner Will Supply JV Number
You May Override
Required Field
If Distributing on Percentage Basis
Only Deferred if Running in Batch
Use Pull Down Options Menu
Required Field Ordering Org/Dept
Required Field(s)
Elements Will Default
Check Debit or Credit *
Note Data Standards if Apply
Enter Next Line As Above
Use Pull Down Options Menu
Note Number from Hint Line
Chart of Accounts Supplement
Entering a Requisition -> FPAREQN
Action
Access FPAREQN Form
Enter NEXT
Enter “Dates”
Enter “Delivery Date”
Enter “Comments”
Enter “Requestor”
Enter “COA”
Enter “Organization”
Enter Contact Information
Enter “Ship To Field”
Enter “Attention To”
Access “Vendor Information”
Enter “Vendor”
Access “Commodity Info”
Keystroke
Cntl-Page Down
Default Today’s
Anticipated
Free Form
Search List Values
Defaults Chart
Search List Values
Free Form
Search List Values
Free Form Entry
Search List Values
Notes
Tab To Move Between Fields
Banner Will Supply REQ Number
Order, Trans, Required Field
Required Field
Optional Field
Required Field
Required Field
Required Field Ordering Org/Dept
E-Mail; Phone; Fax; Optional Data
Required Field
Required Field
Use Pull Down Options Menu
Select Vendor Info Defaults
Use Pull Down Options Menu
See Next Page
© SunGard 2004-2008
Page 13
Chart of Accounts Supplement
Action
Keystroke
From “Commodity Block”
Enter “Commodity Code”
Enter “Description”
Search List Values
Default Commodity
Enter “Unit of Measure”
Enter “Quantity”
Enter “Unit Price”
Enter “Additional Amount”
Enter “Tax”
Access Accounting Block
Enter “COA”
Enter “FOAPAL”
If INDEX Entered
Tab Through Optional Fields
Access “Balancing/Completion”
Click on “Complete”
Note Number
© SunGard 2004-2008
Search List Values
Free Form #Items
Free Form
Free Form
Free Form
Cntl-Page Down
Search List Values
Search List Values
Free Form
Notes
Tab To Move Between Fields
Optional Entry – Can Override Desc
If No Commodity Entered, Type In
Required Field
Required Field
Required Field
Required Field – Banner Computes
Optional Field
Optional Field – Banner Computes
Moves to Accounting Entry
Required Field
Required Field(s)
Elements Will Default
Optional Fields For Specific Needs
Use Pull Down Options Menu
This Completes the Requisition
From Hint Line
Page 14
Chart of Accounts Supplement
Entering a Vendor -> FTMVEND
Action
Access FTMVEND Form
Enter NEXT
Type “Name”
Enter Next Block
Today’s Date Will Default
Click on “Contact”
Address Types
Click on “Owner ID” to Enter
Click on “Disc Code” to Enter
Access “Address”
Enter “Address Type”
Click on “Sequence Number”
See “Entering a Person”
Access “Additional Info” from
Pull Down Options Menu
Access “Text” from the
Pull Down Options Menu
Save Document
© SunGard 2004-2008
Keystroke
Free Form
Cntl-Page Down
Notes
Banner Will Supply Vendor Number
Corporation Name or Person Name
Search List Values
Enter 1 & Tab
May Change Effective Date
Enter Contact Information
Can Use Other Addresses Optional
Use When DBA Vendor Optional
Use When Disc Code Optional
Use Pull Down Options Menu
Required Field
Tells Banner 1st Address
Optional Info
Allows Entry of Tax ID, Income Type,
Invoice Per Check Info
Free Form
Search List Values
Search List Values
Search List Values
For Address Entry
Optional Info
F-10
Page 15
Allows Entry for Free Form Text
Chart of Accounts Supplement
Set Up
Section goal
The purpose of this section is to help new Banner users understand chart set-up
Objectives
In this section you will learn how to identify chart set-up.
© SunGard 2004-2008
Page 16
Chart of Accounts Supplement
Chart of Accounts Code Structure
FTMSDAT
Where Internal Codes are setup. These codes are for reporting purposes. There are 3
processes to complete in this form:
Entity/Usage code = FTVFTYP: Internal Fund Types for
reporting and queries
Internal
Fund Types
10
20
30
40
50
60
70
80
96
BK
Description
Current Unrestricted
Current Restricted
Auxiliary Enterprise
Loan Fund
Quasi Endowment
Endowment Fund
Annuity & Life Income
Agency Fund
Plant Fund
Bank Fund
Data= CAFR Fund
Group Codes
01
01
02
01
03
03
03
01
04
Entity/Usage code = FTVATYP: Internal Account Types for
reporting and queries
Internal Account Types
10
20
30
40
50
60
70
80
90
95
© SunGard 2004-2008
Description
Assets
Liabilities
Control Accounts
Fund Balance
Revenue
Labor
Expenditures
Transfer
Fund Addition
Fund Deduction
Page 17
Chart of Accounts Supplement
Entity/Usage code = FTVACTL: Sequence numbers for
Government Reporting 01-07
Internal
Fund Types
01
02
03
04
05
06
07
Description
Adopted Budget
Budget Adjustments
YTD Actual
Encumbrances
Budget Reservations
Accounted Budget
Temporary Budget
Data
OFFSET
OFFSET
OFFSET
OFFSET
OFFSET
OFFSET
Set up notes
All internal fund and account types are driven by the external type codes. These type codes
are connected to the funds and accounts. They drive the chart structure known as FOAPAL.
The fund types are setup in FTMFTYP.
© SunGard 2004-2008
Page 18
Chart of Accounts Supplement
FTMATYP: External Account Types
External
Account
Types
10
11
12
13
14
20
21
30
31
40
41
50
51
52
53
54
55
60
61
62
70
71
80
81
82
90
91
95
96
Description
Assets
Cash & Cash Equivalent
Accounts Receivable
Inventory
Notes Receivable
Liabilities
Accounts Payable
Control Accounts
Control Accounts
Fund Balance
Fund Balance
Revenue
General Income
Tuition & Fees
Gifts
Grants & Contracts
Other Revenue
Salaries & Wages
Salaries
Benefits
Expenditures
Direct Expenditures
Transfers
Transfers In
Transfer Out
Fund Addition
Fund Addition
Fund Deduction
Fund Deduction
© SunGard 2004-2008
Internal
Account
Types
10
10
10
10
10
20
20
30
30
40
40
50
50
50
50
50
50
60
60
60
70
70
80
80
80
90
90
95
95
Page 19
Predecessor
Code
10
10
10
10
20
30
40
50
50
50
50
50
60
60
70
80
80
90
95
Normal
Balance
D
D
D
D
D
C
C
C
C
C
C
C
C
C
C
C
C
D
D
D
D
D
D
D
D
C
C
D
D
Chart of Accounts Supplement
FTMACCT
External
Account
Types
1000
1100
1101
1102
1103
1190
1200
1210
1300
1310
1400
1410
2000
2100
2110
3000
3011
3012
3013
3014
3021
3022
3023
3024
3031
3032
3033
Description
Assets
Cash & Cash Equivalent
National Bank
Capital Bank
Petty Cash
Claim on Cash
Accounts Receivable
Accounts Receivable
Inventory
Stores Inventory
Notes Receivable
Bonds
Liabilities
Accounts Payable
Accounts Payable
Control Accounts
Revenue Control
Prior Year Revenue Control
Budgeted Revenue Control
Prior Year Budgeted Revenue
Control
Expenditure Control
Prior Year Expenditure Control
Budgeted Expenditure Control
Prior Year Budgeted Expense
Control
Transfer Control
Prior Year Transfer Control
Budgeted Transfer Control
© SunGard 2004-2008
Internal
Account
Types
11
11
11
11
11
11
12
12
13
13
14
14
21
21
21
31
31
31
31
31
Predecessor
Code
3000
3000
3000
3000
D
D
D
D
D
D
D
D
D
D
D
D
C
C
C
C
C
D
C
D
31
31
31
31
3000
3000
3000
3000
D
C
C
D
31
31
31
3000
3000
3000
D
C
C
Page 20
1000
1100
1100
1100
1100
1200
1300
1400
2000
2100
Normal
Balance
Chart of Accounts Supplement
FTMACCT, continued
External
Description
Account
Types
3034
Prior Year Budgeted Transfer
Control
3041
Encumbrance Control
3042
Prior Year Encumbrance Control
3043
Reserve for Encumbrance
3044
Prior Year Reserve for
Encumbrance
3048
Reservation Control
3049
Reservation Control Reserve
3051
Budgeted Change to Fund
Balance
3052
Prior Year Budgeted Change to
F/B
4000
Fund Balance
4110
Fund Balance
5000
Revenue
5100
General Income
5110
General Revenue
5200
Tuition & Fees
5210
Fall Term
5215
Winter Term
5220
Spring Term
5225
Summer Term
5300
Gifts
5310
Scholarships
5400
Grants & Contracts
5410
NSF Grant
5415
Department of HHS
5420
Federal Grants
5500
Other Revenue
5510
Special Income
6000
Salaries & Wages
© SunGard 2004-2008
Internal
Account
Types
31
Predecessor
Code
Normal
Balance
3000
D
31
31
31
31
3000
3000
3000
3000
D
C
C
D
31
31
31
3000
3000
3000
D
C
D
31
3000
C
41
41
51
51
51
52
52
52
52
52
53
53
54
54
54
54
55
55
61
Page 21
4000
5000
5100
5200
5200
5200
5200
5300
5400
5400
5400
5500
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
C
D
Chart of Accounts Supplement
FTMACCT,
External
Account
Types
6100
6110
6111
6112
6200
6210
6220
6230
6240
6250
7000
7100
7110
7120
7130
7140
7150
7160
7170
7180
7190
7210
7220
8100
8110
8200
8210
9000
9100
9110
9500
9610
continued
Description
Salaries
Administrative
Faculty
Clerical
Benefits
Medical
Dental
Retirement Insurance
FICA
Other Benefits
Expenditures
Direct Expenditures
Office Supplies
Equipment
Computers
Travel
Gas
Electric
Services
Copy Center
Contractual
Inventory
Other Expenses
Transfers In
Transfer In
Transfer Out
Transfer Out
Fund Addition
Fund Addition
Fund Addition
Fund Deduction
Fund Deduction
© SunGard 2004-2008
Internal
Account
Types
61
61
61
61
62
62
62
62
62
62
71
71
71
71
71
71
71
71
71
71
71
71
71
81
81
82
82
91
91
91
96
96
Page 22
Predecessor
Code
Normal
Balance
6000
6100
6100
6100
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
C
C
C
D
D
6200
6200
6200
6200
6200
7000
7100
7100
7100
7100
7100
7100
7100
7100
7100
7100
7100
8100
8200
9000
9100
9600
Chart of Accounts Supplement
FTMFTYP: External Fund Types
External
Fund Types
10
11
20
21
22
30
31
40
41
50
51
60
61
70
71
80
81
90
91
92
93
94
95
96
97
BK
99
Description
Unrestricted Funds
Current Unrestricted
Restricted Funds
Current Restricted
Grants & Scholarships
Auxiliary Enterprise
Auxiliary Enterprise
Student Loans
Student Loans
Quasi Endowments
Quasi Endowments
Endowments
Endowments
Annuity & Life Income
Annuity & Life Income
Agency Fund
Agency Fund
Unexpended Plant
Unexpended Plant Fund
Renewal & Replacement
Renewal & Replacement
Retirement of
Indebtedness
Retirement of
Indebtedness
Investment in Plant
Investment in Plant
Bank Fund
Bank Fund
© SunGard 2004-2008
Internal
Fund Types
10
10
20
20
20
30
30
40
40
50
50
60
60
70
70
80
80
90
90
92
92
94
Predecesso
r Code
94
94
96
96
BK
BK
Page 23
10
20
20
30
40
50
60
70
80
90
92
96
BK
Chart of Accounts Supplement
FTMFUND
Funds
1000
1010
2000
2110
2120
2200
2210
2220
2230
3000
3100
3110
3120
4000
4110
4120
5000
5110
6000
6110
6120
7000
7110
7120
8000
8110
8120
9100
9200
9300
9600
9900
9910
Description
Fund
Type
11
11
21
21
21
22
22
22
22
31
31
31
31
41
41
41
51
51
61
61
61
71
71
71
81
81
81
91
93
95
97
99
99
Unrestricted Funds
General Funds
Restricted Funds
General Restricted Fund
Other Restricted
Grants & Scholarships
NSF Grant
Department of HHS
Pell Grant
Auxiliary Enterprise
Auxiliary Enterprise
Central Stores
Book Store
Student Loans
Federal Perkins Loan
Stafford Loan
Quasi Endowments
Enrollment Management
Endowments
Special Scholarship
Other Endowments
Annuity & Life Income
Annuity Fund
Life Income Fund
Agency Funds
Expendable Trust
Non-Expendable Trust
Unexpended Plant
Renewal & Replacement
Retirement of Indebtedness
Investment In Plant
Bank Fund
Bank Fund
© SunGard 2004-2008
Page 24
Predecessor
Code
1000
2000
2000
2200
2200
2200
3000
3000
3000
4000
4000
5000
6000
6000
7000
7000
8000
8000
9900
Data Entry
N
Y
N
Y
Y
N
Y
Y
Y
N
Y
Y
Y
N
Y
Y
N
Y
N
Y
Y
N
Y
Y
N
Y
Y
Y
Y
Y
Y
N
Y
Chart of Accounts Supplement
FTMORGN
Organization
Title
1
10
100
University
President
Office of the
President
VP of Finance
and
Administration
Finance Office
Admissions
Financial Aid
Dean of Arts
and Sciences
Art
Biology
Chemistry
Dean of
Humanities
Sociology
Psychology
History
Speech
Support Staff
110
1100
1101
1102
200
2100
2110
2115
300
3101
3102
3103
3104
400
4010
500
5010
Custodial
Auxiliary
Enterprises
Book Store
© SunGard 2004-2008
Data
Entry
Not checked
Not checked
Checked
Predecessor
Organization
Default
Fund
Default
Program
1
10
1010
60
Not Checked
10
Checked
Checked
Checked
Not
checked
Checked
Checked
Checked
Not
checked
Checked
Checked
Checked
Checked
Not
checked
Checked
Not
checked
Checked
110
110
110
10
1010
1010
1010
60
60
60
200
200
200
10
1010
1010
1010
10
10
10
300
300
300
300
10
1010
1010
1010
1010
10
10
10
10
400
10
1010
60
500
3120
93
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Chart of Accounts Supplement
FTMPROG
Program
Code
10
20
30
40
50
60
70
80
90
Data Entry
Organization
Instruction
Research
Public Service
Academic Support
Student Services
Instructional Support
Physical Plant
Residential Services
Auxiliary Services
© SunGard 2004-2008
Predecessor
Y
Y
Y
Y
Y
Y
Y
Y
Y
Page 26
Chart of Accounts Supplement
Day-to-Day Operations
Section goal
The purpose of this section is to provide you with the knowledge and practice to run basic
accounting reports.
Objectives
In this section you will learn how to
•
navigate in Banner
•
run basic accounting reports.
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Chart of Accounts Supplement
General Accounting Query Forms
Budget Status
•
FGIBAVL – Budget Availability Status Form
•
FGIBDST – Organizational Budget Status Form
•
FGIBDSR – Executive Summary Form
•
FGIBSUM – Organization Budget Summary Form
General Ledger
•
FGITBAL – General Ledger Trial Balance Form (By Fund)
•
FGITBSR – Trial Balance Summary Form (More Options)
•
FGIGLAC – General Ledger Activity Form
Operating Ledger and Document Level
•
FGITRND – Detail Transaction Activity Form
•
FGIDOCR – Document Retrieval Inquiry Form
•
FOIDOCH – Document History Form
•
FGIJSUM – Journal Voucher Summary Form (Not Posted)
•
FGIJVCD – List of Suspended Journal Vouchers Form
© SunGard 2004-2008
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Chart of Accounts Supplement
Budget Availability Status Form (FGIBAVL)
Introduction
This form allows the user to query on-line the status of the organization’s accounts for
transaction processing. The form provides current information (all completed transactions
not necessarily posted) for Adjusted Budget, Year-to-Date Activity, Budget Commitments
and Available Balance for selected Index, funds, organization, account and program
combinations. Does not display Activity or Location information. Requires Chart, FY, Fund,
Organization and Program and a ‘begins with’ valid operating ledger account (data entry
level).
Example
If you want to see all accounts beginning with the account 5001 – Supplies you might see
the following type of display.
Banner form
© SunGard 2004-2008
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Chart of Accounts Supplement
Organizational Budget Status (FGIBDST)
Introduction
This form allows the user to query on-line the status of the organization’s accounts for the
selected Index, fund organization, account, program, activity and location combinations.
Complimentary report available in hard copy through job submission is FGRBDSC. Other online reports that can be accessed directly via buttons on this form are: FGIBSUM; FGITRND;
FGIOENC.
Banner form
Notes
Required fields are: Chart & FY. Any valid data entry level combination (and/or) of Fund,
Org, Account, & Program can be requested. If Account Type is requested is must be a
Level 2. Complimentary report available through job submission: FGRBDSC.
© SunGard 2004-2008
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Chart of Accounts Supplement
Executive Summary Form (FGIBDSR)
Introduction
The Executive Summary Form provides an online query of operating ledger budget and
activity data organized by account. An important distinction between this form and the
other general accounting query forms is that it allows you the ability to query for higher
level organizations, Funds, Program and Location elements. The information is displayed by
data entry account code level and therefore does not provide roll-up capabilities for high
level account codes.
Banner form
Notes
Any level of any portion of the FOAPAL string may be used for query. Either Level 1 or
Level 2 Account types can be requested.
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Chart of Accounts Supplement
Organization Budget Summary Form
(FGIBSUM)
Introduction
FGIBSUM provides an online view of the organization's budget, year-to-date activity,
reserve, and available balance summarized by major category type (Revenue, Labor, Direct
Expenditures and Transfers, or other user-defined type).
Banner form
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Chart of Accounts Supplement
General Ledger Trial Balance (FGITBAL)
Introduction
Use this form to obtain a trial balance for each fund for all accounts, account types, or
account codes. Every account balance always displays a debit or credit indicator. Asterisks
display if the account balance differs from the normal balance.
Banner form
Notes
Chart, FY & Fund required. Complimentary reports through job submission: FGRTBAL &
FGRBLSH.
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Chart of Accounts Supplement
Trial Balance Summary Form (FGITBSR)
Introduction
The values entered in the Key Information fields determine the level of detail that the
system displays below in the balance information fields. You may query one item at a time.
Gives more options. Requires Fund or Fund Type. Fund Type and Account Type options
are both at Level 1 and Level 2.
Banner Form
© SunGard 2004-2008
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Chart of Accounts Supplement
General Ledger Transaction Form (FGIGLAC)
Introduction
Use the General Ledger Activity Form to view detailed transaction activity for General
Ledger accounts by account number in an online summary. Enter the Chart of Accounts
code. The Period Number, Fiscal Year, and Account are required. Click the desired button
or select List to see a list of available values for all Key Information fields except the Period
Number. Select Next Block. The General Ledger activity defaults. The General Ledger
activity information fields are query only. List is available from the Account and Type fields.
When a query is executed, the Total field displays the total of the positive and negative
amounts of the first ten records retrieved by the query. Select Next Set of Records to
display the next ten records retrieved by the query and to update the Total to include the
first 20 rows.
Banner form
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Chart of Accounts Supplement
Notes
Due to the number of records in the Transaction History Detail Table (FGBTRND), the total
for all records is not displayed automatically when the query is executed as it is in the
FGIBDST and FGIBDSR forms. Click the Total button or select Duplicate Record to display
the last record retrieved by the query and to display the total for all records retrieved by the
query.
Complimentary report available through job submission: FGRGLTA
© SunGard 2004-2008
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Chart of Accounts Supplement
Operating Accounts Transaction Detail Form
(FGITRND)
Introduction
Use the Detail Transaction Activity Form to display an online view of detailed transaction
activity for operating ledger accounts. The transaction information displays the FOAPAL,
sorted by account for posted activity. Use the horizontal scroll bar to view the Document
Description, Cmt (Commitment Indicator), Fund, Actv (Activity), and Locn (Location) fields.
When a query is executed, the Total field displays the total of the positive and negative
amounts of the first ten records retrieved by the query. Select Next Set of Records to
display the next ten records retrieved by the query and to update the Total to include the
first 20 rows. Due to the number of records in the Transaction History Detail Table
(FGBTRND), the total for all records is not displayed automatically when the query is
executed as it is in the FGIBDST and FGIBDSR forms. Click the Total button or select
Duplicate Record to display the last record retrieved by the query and to display the total for
all records retrieved by the query. Caution: The query should be carefully formulated to
ensure that the Total field will display a relevant amount.
Banner form
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Chart of Accounts Supplement
Notes
Complimentary report available through job submission : FGRODTA
© SunGard 2004-2008
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Chart of Accounts Supplement
Document Retrieval Form (FGIDOCR)
Introduction
The Document Retrieval Inquiry Form provides online query capability for all transactions
processed by the system. Information displayed includes the Trans (Transaction) Date,
Description, Amount, and the accounting. You may look at a submission number for a
particular automatic journal voucher by entering the Document number, the Sub Num
(Submission Number), and the Document Type. If you enter a null submission number, all
posted submissions of an automatic journal voucher are queried, put in the specific
submission number to only see that particular submission postings. This is a query-only
form. You may query most of the fields in the Detail Information block.
Banner form
Notes
See the next page for a sample of line 1 that you see above.
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Chart of Accounts Supplement
Access document posting
By selecting Access Document Postings from the Options menu, you can see, for each
summary line the posting to the ledgers. These posting can act much like T-Accounting.
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Chart of Accounts Supplement
Document History Form (FOIDOCH)
Introduction
The Document History Form provides an online display of the processing history for a
document by a selected document type and code. Enter the Doc (Document) Type and
select Next Item. Enter the document code. You may click the Doc Code button or select
List to select an existing code from the validation form that corresponds to the specified
document type. Select Next Block. The Document History windows display. You may scroll
through multiple values for each window. Click Status to access the Status Indicators
Window. Document Inquiry opens the query form for the specified type of document. For
example, if the Doc Type is INV (invoice), clicking Document Inquiry accesses the
Invoice/Credit Memo Query Form (FAIINVE). This form is designed to be used for
Purchasing and Payables related queries.
Banner form
© SunGard 2004-2008
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Chart of Accounts Supplement
Journal Voucher Summary Form (FGIJSUM)
Introduction
The Journal Voucher Summary Form provides an online summary of journal voucher
transactions that are not yet posted. Use this form to view journal voucher transactions by
individual accounting distribution.
Banner form
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Chart of Accounts Supplement
Suspended Journal Voucher List Form
(FGIJVCD)
Introduction
Use the List of Suspended Journal Vouchers Form to view an online query of pending
journal vouchers in the system.
Reasons for suspended journals
The following are the three reasons why a journal entry may appear on this form:
•
the posting process has not yet run
•
the entry has been completed (has passed all edits, but has not yet been approved)
•
the entry is in a suspended state and must be investigated in order to complete it.
© SunGard 2004-2008
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Chart of Accounts Supplement
Banner form
© SunGard 2004-2008
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Chart of Accounts Supplement
Journal Ledger Posting Process
Introduction
When Posting Budget entries using BD01, BD02, BD03, BD04 you will sometimes see double
postings in the transaction details. This is due to the setup of step 3 in the Chart of
Accounts process. In FTMSDAT one item you will be doing is creating FTVACTL which are
the sequence numbers used for budget reporting and querying.
The sequence numbers in FTVACTL are
1. = Original Budget
2. = Budget Adjustments
3. = YTD Actual
4. = Encumbrances
5. = Budget Reservations
6. = Accounted Budget
7. = Temporary Budget
If the rule codes BD01, BD02, BD03, BD04 have one of the following process codes in it,
then the following sequence numbers are affected and the posting will show the following
posting codes in the detailed transactions:
process code O010 posts to fields 01 and 06 (OBD and ACT)
process code O020 posts to fields 02 and 06 (ABD and ACT)
process code O011 posts to fields 01, 06, and 07 (OBD, ACT, and TMP)
process code O021 posts to fields 02, 06, and 07 (ABD, ACT, and TMP)
© SunGard 2004-2008
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Chart of Accounts Supplement
Multiple Fund Balance (FTMFBAL) Example
Example
Assume three FB Accounts: Unrestricted, Temporarily Restricted, and Permanently
Restricted
Most funds will use FTYP (Fund Type); i.e. the fund will look to its fund type to figure out
which fund balance account to use.
A few funds will use FUND; i.e. the fund will close to a single fund balance account that is
different from others within its fund type. For example, within plant funds you may have
some that close to FB-Unrestricted and some that close to FB-Temporarily Restricted.
A few funds (endowment for example) may use ACCT; i.e. the fund's revenues (and
expenses) will be analyzed as to which FB Account to close into. For endowment, gifts to
the permanent endowment will close to FB-Permanently Restricted, while reinvested
earnings will close to FB-Unrestricted (or Temp).
For FTYP and FUND, the FTMFBAL form is pretty straight-forward.
For ACCT, you enter the form in "exception" mode. For example, if fund 61000 is an
endowment and account 4500 is gifts, then you would list out fund 61000 with no account
and the unrestricted fund balance account; then list out fund 61000 account 4500 and the
permanently restricted fund balance. The blank account would cover all accounts not
otherwise listed out. Note that form/table does not read hierarchy.
Warning: Please Note: the Fund Additions (ATYP 90) and Fund Deductions ATYP 95)
accounts ALWAYS close to the FB account listed on FTMACCT. Pay particular attention if
you make heavy use of these accounts.
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Chart of Accounts Supplement