BANNER 8
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Click on Internet Explorer and go to banner.wku.edu
Login and this screen should display.
Product Menu
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Click the Products Menu Folder. A submenu will display below the folder.
Choose Financial Folder for all of Finance Sub Folders.
On the Right Panel of this form, Menu, Site Map, and Help Center is displayed.
My Links are listed with Change Banner Password, Check Banner Message,
Topnet, ASA Reports and Banner Finance Reports.( Just one click away)
a. Change Banner Password – This will take you directly to GUAPSWD.
b. Check Banner Message – There will be a check mark beside this if you
have a message waiting to view. This will go to GUAMESG – where
you will receive a disapprove message.
c. Topnet – Takes you straight to the Topnet.
d. ASA Reports – will take you to these reports, by security permission only.
Only Crystal XI users.
e. Banner Finance Reports – Online Banner Reports with Fund and Orgn
security. Only Finance Users.
5. You can type the 7 letter Acronyms title for the Form. Such as FGIBAVL in the
Go Field and then Press Enter.
6. This will display FGIBAVL form as seen on next page.
Note: Please click on all folders under Finance to get familiar with all forms.
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LOOKING UP BUDGET AVAILABILITY
FGIBAVL – Enter Index and tab to Account field and enter 61111. All other fields will
populate.
Next Block or Control Page Down
Check Account 71050 – General & Administrative for Budget Dollars. If you have a
positive balance, you can type a requisition up to the Budget Dollars that is showing
under Available Balance.
Exit and return to Menu.
Helpful Hint Note: When you’re on one form and need to go to another form, just
F5 and the GO Box will appear on that form. Type your new form name in GO
field and press enter. When exiting from the new form, it will take you back to the
original form you were working.
While on a form, if you will right click in a blank area, not in a field, you will also
get the Options Menu.
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Typing a Requisition
On the Main Menu Form – Type in GO Field FPAREQN and then press enter.
This form will display.
On this form all you need to do is Next Block or Control Page Down,
We let the system generate the number.
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FPAREQN
Order Date and Transaction Date will default.
On Delivery Date, click on calendar and if your Vendor is in town, choose 1 week
delivery date, if out of town, 2 weeks delivery date and out of state, one month delivery
date. Click on the date, click okay and the date will forward into form.
Comments field is left Blank, this field does not print, so therefore we do not use it.
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Requestor/Delivery Information
Requestor information will default in from your security screen access. This should
never change unless you transfer to another department.
Attention To: field can be override if you have a delivery for someone else in your
department.
Next Block to Vendor Information or Click on Vendor Information Tab
Helpful Hint: By clicking on Tabs will navigate thru the forms.
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Click on the Down Arrow beside Vendor and Option List appears. Choose Entity
Name/ID Search (FTIIDEN) and search for your Vendor.
F7 to clear form.
Type under Last Name field with %(wildcard in Banner) before and after name.
F8 to query choose correct vendor and click on twice to bring into Requisition form.
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If address is not the correct one, click on Address Type
All addresses will appear, choose the correct one, click twice and once back into the
Requisition form tab once and the correct one will display.
If you do not find your Vendor in the list on FTIIDEN, it is consider a New Vendor.
Type the Name in the second field of the Vendor Information Page and click on
Document Text under Options in Menu Bar and type address under text, exit and save.
Next Block or Click on Commodity/Accounting Tab
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Commodity/Accounting
Query for the commodity by clicking the drop down arrow under Description
FPIACOM form will display. Under Search Value enter commodity and then next block
or control page down. Choose your commodity by clicking twice to bring it into Form
FPAREQN.
This is a brief commodity description. Please fill out complete description under ITEM
TEXT. See next page.
*If you are typing on a grant index, enter the grant end date in document text.*
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Once the description is fill out - exit and save. Continue with form (see next page).
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Fill in Quantity, Unit Price and tab until the amount default to Commodity Line Total.
Next block or control page down to FOAPAL.
Tab once to the Index field and enter your index number (Note: this is the only field you
enter data in the FOAPAL section. Once you have entered an Index, tab until the amount
defaults into FOAPAL line total. If you split an account, stop under USD and enter
manually the amount for that index and tab to the COA – W – under FOAPAL on first
line and arrow down once and your cursor should be on the second line. Tab once, enter
index and tab to USD and manually enter the amount for that index. Repeat these steps
for more than one line item (Control Page Up or Previous Block and Arrow Down One to
second line item.)
Commodity and FOAPAL line total should equal.
Next Block for Completion
Helpful Hints: In Banner Finance only enter in the index field to populate the
FOAPAL.
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If Status is all balanced. Click on the Complete Icon. You should get a message at the
bottom of screen indicated your requisition is complete and routing to approval process.
KEEPING STATUS ON YOUR REQUISITIONS AFTER COMPLETING.
FOAAINP IS THE FORM YOU SHOULD GO TO, TO VIEW WHO NEEDS TO SIGN
YOUR REQUISITION. GO TO OPTIONS AND CLICK ON USER APPROVAL
HISTORY TO SEE WHO HAS SIGNED. KEEP TRACK OF YOUR OWN
REQUISITIONS WITH THESE FORMS.
FOIDOCH IS THE FORM YOU SHOULD VIEW TO CHECK STATUS OF YOUR
REQUISITION.
BY VIEWING THESE TWO FORMS, YOU SHOULD NOT HAVE TO
CONTACT ANYONE TO FIND YOUR REQUISITION.
FPIRQST IS THE FORM YOU SHOULD QUERY TO FIND YOUR COMPLETED
AND INCOMPLETE REQUISITIONS.
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PRINTING A REQUISITION
To print a requisition – click on the Banner Finance Reports under My Links
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Login with your Banner user ID and Password
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Item No. 1 - Requisition Print Report
Enter Requisition Number and click on Run Report
When the requisition displays, click on the printer icon at the top of page.
This is the same application that you print your Budget Reports. #2 for departmental
organizations and #10 for grant budgets.
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DELETING A REQUISITION
FPARDEL
Enter the Requisition number in the Request Code and then next block or control page
down. All the information about that requisition will display.
Then Go to Options in the Menu Bar and click on Access Cancel Date or the Tab Cancel
Date. Follow thru with instructions, the system will prompt you and then click OK.
NOTE: A requisition has to be Completed and Approved before this form can be
used.
1. If you need to remove a requisition from the system that has not been
completed, go to the requestor delivery page of requisition and click on
Record in the Menu Bar and then Remove in the drop down menu. You will
have to do this procedure twice in order to remove the requisition.
2. If you have completed and want to remove it after the fact, have the
approver to disapprove it and it will be in the incomplete status and then
complete item 1 again.
3. If you have completed and need to remove a requisition before anyone has
approve it. You can go to FOADOCU and deny it yourself and then the
approver will not have to disapprove it.
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BUDGET LOOKUP
Type FGIBDST in the Go Field on Main Menu, Press Enter
On FGIBDST enter Index and Tab thru until Org, Fund and Program defaults into the
form. If this is not a revenue account uncheck “Include Revenue Accounts”
Next Block or Control Page Down and data should display.
For Grant Accounts – Go to FRIGITD to look up Budget – Enter the index and then
control page down or next block for line item budget.
In either of the above forms you can drill down on each line item by placing cursor on
Account number and clicking on Options in the Menu Bar and seeing the different forms
to drill down. Detail, Budget Summary, etc.
To print your Budget Report form Banner Finance Reports. Go to the Link on Menu
Page and Click on Banner Finance Reports – Login with your Banner ID and Password
When list comes up, Item #1 for Printing Requisitions and Item #2 and 3 are to print
Budget Report.
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RECEIVING A PURCHASE ORDER
Type FPARCVD – Press Enter
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Type in the Receiver Document Code the word NEXT then control page down or next
block into the Receiving Header
Receiving Header
Date Received and Received By defaults into the form.
Click on Receiving Method, List appears. Choose the one that matches how you received
your merchandise. Click Ok and then next block into the Packing Slip area.
Note: Carrier is left blank and not filled in on this area.
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Packing Slip Area
Packing Slip number should be entered from Packing Slip number on the merchandise
that you have received. If this is not provided, put in the packing slip field, your initials,
date and time as shown in the example (the time will make it different if you have
already done one for the same day)
NEXT BLOCK or CONTROL PAGE DOWN into the Purchase Order Field
Enter Purchase Order Number into the Purchase Order Field and then press tab
Buyer and Vendor should default into the form. Verify that this is the correct Purchase
Order. Then click on Options in the Menu Bar for Select Purchase Order Items. Keep
Receive Items radio button on beside the Purchase Order field.
NOTE: You can also adjust items, if you have received a PO in error. When adjusting
you will minus the amount on Commodity Page under Current. This will take it back to
zero, so that you can create a new receiving document with the correction.
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Select Purchase Order Items under Options Menu
Once on FPCRCVP click to add each line item you are receiving per this receiving
document. Make sure the check mark is in the field. (You might have to click on it twice
to get the check mark to stay in field). With Banner 8 you can only add the ones you are
receiving. Save and Exit
Once you exit this form you should be back at the first form
Control Page Down or Next Block and now you should be on form for Commodity
Detail Information as shown on next page.
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Instructions for this form is, if your are receiving all per each line, click on Final
Received and then under the word Current, enter the amount you received. Do this for
each line item. Use the Scroll Bar to get each line item. If you are not receiving all per
each line item DO NOT click on Final Received and just put in the total you have
received under Current. Next Block and click on Complete.
Note: If you did not received all of the items on PO. When the rest of items come in,
create a new receiving document for remaining items. You can have several receiving
documents per one PO.
Note: “Current” on Receiving can also be dollar amount. If PO item is consist of dollars
instead of item quantity. Such as Maintenance Fees.
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DOCUMENT IMAGING
YOU WILL NEED TO BE GIVEN ACCESS TO THIS APPLICATION XTENDER
WEB BY SEROBA HARDCASTLE
GO TO FOIDOCH
Place your cursor on check as indicated above.
Go to OPTIONS under MENU and click on Check Information
FAICHKH will appear as shown in next page
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On this page just click on 1ST XTENDER ICON in the MENU – Banner Document
Management Suite Icon.(New name in Banner 8)
Application Xtender Web access will open and check number will appear under Query
Results. Click on the icon before the Document and it will display copy of check and
invoices as shown on next page.
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To see all pages scroll thru the green arrows at the top of form.
To print, Go to Page in the Menu Bar and use The Printer Friendly View. To Exit use the
red X.
To exit from Application Xtender Web use the Lockout Key under File or the First Icon
at the top of the Application Xtender form to logout.
NOTE: Your forms will not be black out as shown above, we are securing identity on
form.
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APPROVALS – No changes on approvals forms, same as Banner 7
Type FOAUAPP in the Go Box and Press Enter
FOIAINP will appear if you have any requisitions that need to be approved.
Number, Type and Message as shown below:
Click on Options in the Menu Bar and Go to User Approval FOAUAPP
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Your User ID should be in the Header, Control Page Down or Next Block and your
requisitions should be listed. Your Options are to Approve, Disapprove, Detail and
Queue.
Approve – click on check box
Disapprove – click on check box
Detail – Takes to the requisition for viewing
Queue – Takes to the form to see who is in the approval queue.
Helpful Hints: If your requisition is not displayed, you have two options – remove
the Next Approver check box in the Header, next block again. It might appear.
This means you were not the next one in line to approve. Next option, look at
FPIREQN and make sure the requisition has been completed.
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Finance Forms Definition
FPAREQN -- Requisition Form enables you to initiate the procurement
process and to define the requestor, vendor, commodity and
accounting information.
FPIREQN -- Requisition Query Form displays purchase requisitions which
are completed, approved, closed canceled or in process.
FPIREQS -- Requisition Suspense List Form displays all requisitions that
are in suspense at either the header level or the commodity level.
FPARDEL -- Requisition Cancel Form enables you to cancel a requisitions
document.
FPIORQF -- Open Requisitions by FOAPAL Form provides an online list of
open requisitions by accounting distributions. This includes any
combination of fund, organization, account, program, activity and
location (FOAPAL).
FPIRQST -- Requisition Validation Form provides a list of all requisitions.
FPICOMS -- Requisitions Commodity Summary Form displays commodity
detail and accounting information for all open requisitions for a
specific buyer.
FGIBAVL -- Budget Availability Status Form enables you to view an online
query of the budget availability for a selected fund, organization,
account, and program combination.
FGIBDSR -- Executive Summary Form provides an online query of
operating ledger budget and activity data organized by account.
FGIBDST -- Organization Budget Status Form enables you to view an
online query of the budget availability by organization code.
FGIENCD -- Detail Encumbrance Activity Form provides an online query of
detailed transaction activity for an original encumbrance entry as well
as all transaction activity against the encumbrance.
FGITRND -- Detail Transaction Activity Form enables you to display an
online view of detailed transaction activity for operating ledger
accounts.
FGIDOCR -- Document Retrieval Inquiry Form provides online query
capability for all transactions processed by the system.
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FGQDOCP -- Document Postings Form is a query form that you get to from
FGIDOCR form by using left navigation panel clicking the Access
Document Postings link. This will display accounting transactions.
FOADOCU – Form you can deny your own requisition, once doing so it will
be as an incomplete status, so you can make changes.
FOIDOCH -- Document History Form provides an online display of the
processing history for a document by a selected document type and
code.
FOICOMP -- Non-Person Search Form enables you to query companies,
entities and Ids other than those for individuals.
FOIIDEN -- Person Search Form enables you to make an online
alphanumeric phonetic query of the name or ID for an individual
person in your system
FOAIDEN -- Identification Form enables you to establish and maintain an
ID number for a person or entity.
FTIIDEN -- Entity Name/ID Search Form enables you to search the
Finance database for specific persons, entities and ID numbers.
FOMPROF -- User Profile Maintenance Form enables you to establish a
user’s global security access and overage allowances.
FOADOCU – This form will let you deny your own requisition before any
one else approved and then you can go back and make changes.
FOAUAPP -- User Approval Form provides an online list of unapproved
documents by document type.
FOAAINP -- Document Approval Form provides a display of all the
queues/level responsible for the approval of a specified document.
FOIAINP -- Approvals Notification Form provides a list of documents that
you need to approve if the system shows your used ID to be the next
approver.
FOIAPPH -- Document Approval History Form provides an online display
of the approval history for a specified document.
FOIAPHT -- Approval History Form provides an online display of
documents sorted by document code.
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FTVACCT -- Account Code Validation Form is use to view account codes
defined to the system. Five-character, four-level hierarchical element that
identifies assets, liabilities, fund balances, revenues, expenditures and
transfers (the balance sheet & income statement). Object code in FRS.
FTVACTV -- Activity Code Validation Form is use to view activity codes
defined to the system.
FTVCOAS -- Chart of Accounts Validation Form is use to view the chart of
accounts defined to the system.
FTVFUND -- Fund Code Validation Form is use to view the fund types
defined to the system. Identifies a self-balancing set of accounts (a
specific source of funds).
FTVLOCN -- Location Code Validation Form is use to view the location
codes defined to the system. Identifies the accounting distribution to physical
locations and fixed asset tracking.
FTVORGN -- Organization Code Validation Form is use to view the
organization codes defined to the system. Your Account Number.
FTVSHIP -- Ship to Validation Form is use to view contacts, phone
numbers and ship to locations defined in the system.
FTVDISC -- Discount Terms Validation Form is use to view available codes
to enter for discounts as defined in the system.
FTMUOMS --Unit of Measure Maintenance Form is use to view available
codes when ordering items as defined in the system.
FTVPROG -- Program Code Validation Form is use to view Program
Classification Structure as defined in the system. Identifies the source
of funds or category of expenditure, such as research or instruction.
FTVCOMM --Commodity Code Validation Form is use to view the
commodity codes as defined in the system. Goods or services, which
you are ordering and receiving from Vendor.
FTVACCI -- Account Index Code Validation Form is use as a short keying
sequence of user-defined, Fund, Organization, Account, Program,
Activity and Location (FOAPAL) combinations.
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Useful Information:
If a responsible person change is made on an index (fund or organization)
The form under Controller-Accounting website – Change of responsible person
needs to be fill out with proper signatures and sent to Accounting for approval.
If someone needs Banner Finance Access, they need to have the Department Head
or Dean from their area to email Seroba Hardcastle requesting the Fund and Orgn
security to the area and what this individual should have access to, such as; Online
Requisitions, Budget Query, Receiving, Approvals, and Document Imaging. Once
this information is received and the individual have been input into the system by
Human Resources as a full-time staff. The person that needs training should
contact Seroba Hardcastle to schedule training.
To find a requisition without a number, go to FPIRQST and F7 to clear form and
then query with %(wildcards) before and after your Last Name in the Requestor
Name Field. Example: %Hardcastle%, then F8 to query, this will display all of
your requisitions. If you want to find the ones that you have not complete, then
repeat the above and place an N under Completed Box and this will display all of
your requisitions that have not been completed in the system. If you type a lot of
requisitions, this should be done on a weekly basis.
To check who should approve your requisition, go to FOAAINP and enter
Document Code, which is the requisition number and control page down or next
block. This will display approval queues waiting to be approve, under Options to
User Approval, will show approvers that have already approved.
FOIDOCH shows all levels of a Requisition, Purchase Order, Receiving, Invoice and
Check Payment.
To delete a requisition that has not been completed. Go to FPAREQN and type in
the number on first screen. R plus zeros and the number. Example: R0022222
Once it displays, and verify the data that this is the one you want to delete. On the
Requestor/Delivery Page, Go to Record in Menu and in the drop down click on
Remove, repeat this twice and it will remove your requisition from the system.
FOADOCU is a form you can deny your own completed requisitions before anyone
electronically approves them. By denying them on this form will change your
requisition from completed to incomplete and then you can go back into FPAREQN
and enter the number on first screen with R and Zeros before number and next
block for editing requisition. This form keeps you from contacting the approvers to
disapprove for changes. NOTE: this form is only used before anyone approves.
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