ALFRED UNIVERSITY BANNER FINANCE ACCESS
Budgets:
FGIBSUM:
Budget summary by total salaries and total other expenses
FGIBDST:
Budget by account; supplies, postage, etc.
FGITRND:
Detail transaction screen
Rollover Funds:
FGITBSR:
Available balance in rollover funds
FGIGLAC:
General Ledger Activity
Grants:
FRIGITD:
Grant inception-to-date summary by account
FRIGTRD:
Grant Transaction Detail Form
FGIOENC:
Organizational Encumbrance List
All:
Reports:
FGRBDSC:
Budget summary report
FGZODTA:
Budget detail report
FGZFMGR:
AU Financial Manager Balance
MY FOAP LIST
Fund
Org
Account
Program
HELP 2771
Jason Warner
Banner Finance Specialist
warner@alfred.edu
1/17
General Definitions
FOAP
F
O
A
P
Element
Fund
Organization
Account
Program
Definition
Money Source
Department - Who is spending it
What they are spending it on
Where it goes in the financials
Fund Types
Fund
11XXXX
12XXXX
21XXXX
23XXXX-26XXXX
5XXXX3
6XXXX3
8XXXXX
9XXXXX
Type
Budgeted Funds - only funds that don't roll over
Discretionary Funds
Restricted Gifts - Spendable
Grant Funds
Quasi Endowment Spendable
True Endowment Spendable
Agency Funds - Not our money - Student Organizations
Building and Repair Projects
Account Types
Type
Assets
Liabilities
Net Assets
Revenue
Wages
Benefits
Expenses
Transfers
Acct
1XXX
2XXX
3XXX - 4XXX
5XXX
61XX-64XX
65XX
7XXX
8XXX
Examples
Cash, Inventory, Receivables, prepaid exp
Payroll withholdings, accrued exp, loans
Rollover balance from prior year
Tuition, Fees, Other revenue
Salaries and wages
Employment benefits
Supplies, Postage, 7208 International Travel
Transfers in and out
Organization & Program Must Always Match
Org
1XXXX
20XXX - 28999
29XXX
3XXXX
4XXXX
5XXXX
6XXXX
7XXXX
8XXXX
90XXX-94999
95XXX
99XXX
Prg
10
20
29
30
40
50
60
70
80
90
95
99
Description and Examples
Revenue
Instruction - A&D, English, Engineering
Public Service
Research
Academic Support - Deans, Libraries, Galleries
Student Services - Admissions, Athletics, SSC
Scholarships
Institutional Support - Bus Ofc, HR, VPs, ITS
Physical Plant
Auxiliaries - Residence Halls, Dining, Clay Store
Debt Service
Transfers
2/17
Frequently Used Accounts
Account
7131
7132
7140
7162
7165
7200
7201
7208
7211
7242
7313
7314
7330
7500
7502
7602
7608
7701
7703
7811
7820
7822
7837
7903
7913
7914
Account Description
Postage
Overnight Shipping
Dues and Memberships
Subscriptions and Publications
Photocopying
Travel
Travel - Students
Travel - International
Professional Development
Meals and Entertainment
Professional Services
Consulting Services
Speakers
Supplies
Supplies - Computer and Printer
Equipment Repairs & Maintenance
Software Licenses & Maintenance
Furn. and Equip. Under $5,000
Furn. and Equip. $5,000 & over
Honorariums
Miscellaneous Expense
Programming
Grant Sub-awards
Undergraduate Waivers
Graduate Waivers
Graduate Assistantship
Rule Code Definitions (Type in Banner)
Code
Type
Description
BD01
BD02
BD04
CNEI
CNNI
CORD
CR05
E090
FT01
HGNL
HGRB
ICEI
ICNC
ICNI
INEI
INNC
INNI
JE15
JE16
JZGN
JZMP
JZOF
JZPC
JZPP
JZTL
NHS1
NSS1
PCRD
POCL
POPN
PORD
SHS1
Budget
Budget
Budget
Accts Payable
Accts Payable
Purchasing
Journal Entry
Purchasing
Travel
Payroll
Payroll
Accts Payable
Accts Payable
Accts Payable
Accts Payable
Accts Payable
Accts Payable
Journal Entry
Journal Entry
Feed
Feed
Feed
Feed
Feed
Feed
Cashiering
Cashiering
Purchasing
Purchasing
Purchasing
Purchasing
Cashiering
Permanent Adopted Budget
Permanent Budget Adjustment
Temporary Budget Adjustment
Cancel Check
Cancel Check
Establish Change Order
Cash Receipt Entry
Year End Encumbrance Roll
Clear Travel Advance
Gross Payroll Expense
Gross Benefit Expense
Cancel Invoice
Cancel Credit Memo
Cancel Invoice
Invoice with Encumbrance
Credit Memo
Invoice
Journal Entry - Same Fund
Journal Entry - Between Fds
General Feed
Motor Pool Feed
Office Services Feed
One Card Feed
Physical Plant Feed
Telephone Feed
Payout
Deposit
Cancel Purchase Order
Close Purchase Order
Open Purchase Order
Establish Purchase Order
Student Charges
3/17
Changing settings to use the function keys
Go to:
Apple - System Preferences – keyboard & mouse
You will come to the screen seen below
Check the box; use the F1-F12 keys as standard function keys
Next click the back arrow to get back to the main system preferences menu.
Click on expose & spaces
Under the spaces tab
Change the “To activate Spaces” line from F8 to a dash like seen below
4/17
Next click on the expose tab
Change the “all windows” setting from F9 to shift F9 as seen on the screen shot below
Change the “application windows” from F10 to shift F10
To do this hold down the shift key while clicking the drop down menu
I have found Firefox is better than Safari when it comes to extracting data and printing reports.
You are more than welcome to use either one as banner works with both, but Firefox is more
user friendly.
Below are step by step instructions to change print settings when running reports.
Safari:
After clicking show document you will need to save the document.
Open the saved document
Go to file – page setup
Change orientation to landscape
Then go to print – then click preview at the bottom
If the entire document does not fit go back to page setup
Lower the scale % until the document fits
Firefox
You don’t need to save the document.
Go to file – page setup
Change orientation to landscape
Then go to print – then click preview at the bottom
If the entire document does not fit go back to page setup
Lower the scale % until the document fits
5/17
Helpful Hints
Chart of Accounts is always capital A
Fiscal year runs July 1st – June 30th
Fiscal year = calendar year of spring semester
% is a wildcard – use when doing queries in FGITRND
Black X will take you back a screen
Roll back will take you back to the top of the current screen
Month end reports should not be run until 7 business days after the end of the month to allow for
month end processing and reconciling.
One Card charges post in the month following expenses. For example, April charges will post in
the month of May (exception: June will post in June)
The total on FGITRND will not reflect the correct total until you have scrolled through all transactions
You have two choices to enter in the printer field when running reports DATABASE or EMAIL.
DATABASE allows you to view the report in a browser window; from there you can
print or save. When entering DATABASE you can enter it in lowercase the system will
capitalize it for you.
EMAIL will send the file directly to your email as a CSV file that will open in excel. If
you run reports to EMAIL and save them remember to change the format from CSV to excel
workbook. When entering EMAIL you need to enter this in caps, the system will not do this for
you.
When running FGRBDSC or FGZODTA pay attention to the format i.e. the org code is listed
first on FGZODTA where the fund is listed first on FGRBDSC.
Keyboard Shortcuts
Key
F4
F6
F7
F8
F10
Shift F7
Shift F2
Description
Record Duplicate
Record Insert
Query Enter
Query Execute
Save
Roll back
Count Query Hits
Key
CRTL PAGE DOWN
CTRL PAGE UP
TAB
SHIFT TAB
Down Arrow
Up Arrow
CTRL Q
Description
Next Block
Previous Block
Next Field
Previous Field
Next Record
Previous Record
Query Cancel
The keyboard shortcuts can be used instead of clicking on the navigation icons on the next page.
6/17
Navigation Buttons
FGIBSUM - Organization Budget Summary
Adjusted Budget +/- YTD Activity +/- Commitments = Available Balance
To see a break down by account (supplies, travel, etc.)
Click on the word Labor, Expenditures, or Transfers
Go up to Options
Select Budget Status Information (FGIBDST
7/17
FGIBDST – Organization Budget Status (By Account)
Adjusted Budget +/- YTD Activity +/- Commitments = Available Balance
Types: L = Labor, E = Expenditure, T = Transfer
To look at detail:
Click on the account you want to look at
Go up to Options
Select Transaction Detail (FGITRND)
If an account has a commitment (encumbrance) and you want to see what the encumbrance is:
Go to Options
Select Organization Encumbrances (FGIOENC)
8/17
FGITRND - Detail Transaction Activity
QUERY – Doing a query allows you to narrow down to a specified data set. For instance, you can look at
only One Card charges or all invoices paid to a specific vendor. FGITRND is used most frequently for
querying. To do a query go into FGITRND enter the FOAP you want to look at and hit next block. If the
form is blank you are already in query mode: tab to one of the following fields: Activity Date, Type,
Document, Description, Transaction Date, Field, or Amount and enter your search criteria. If you hit next
block and the form isn’t blank either hit F7 or click the query enter icon. Once you have entered your
search criteria hit F8 or the query execute icon.
Extracting Data – allows you to pull data from banner into excel. You can extract data in most banner
screens.
Go up to Help
Select Extract data no key
If you have a pop-up blocker on you will need to add banner to the list of allowed sites
In internet explorer
Go to Tools
Pop-up Blocker
Pop-up Blocker Settings
Type baninb.alfred.edu in the address box
Click add (if it isn’t already listed)
9/17
FGITBSR - Available Balance in Rollover Funds
You want the Current Fund Balance to be a ‘C’ or credit balance. This means that you have
more revenue than expense so you have funds available to spend.
To see detail
Click on the description you want to look at (Revenue Control, Expenditure Control, etc.)
Go up to options
Select Query General Ledger Activity (FGIGLAC)
FGIGLAC shows things from a cash point of view.
To see things from an expense point of view go to FGITRND and enter the fund number.
10/17
FGIGLAC – General Ledger Activity
11/17
FRIGITD - Grant Inception to Date
If you want to see Revenue included in the above view – make sure you check the box for
Include Revenue Accounts.
To see transaction detail
Click on the account code
Go up to Options
Select Grant Detail Information (FRIGTRD).
12/17
FRIGTRD – Grant Transaction Detail
13/17
FGIOENC - Organizational Encumbrance List
To view the detail of a specific encumbrance
Select the encumbrance of interest
Go up to options
Query Detail Encumbrance Info (FGIENCD)
14/17
Budget Summary Report
Shows summary info w/ budget & expenses; similar to FGIBDST
Type FGRBDSC in the “Go” box hit Enter.
The Process Submissions Controls screen will appear click Next Block.
In the Printer box type DATABASE and click Next Block.
Click in the Values column on line 01, the Fiscal Year line, and enter 09, or whatever
the current fiscal year is and Arrow Down to the next line.
5. Enter A for the chart of accounts on line 02 and Arrow Down to the next line.
6. The next parameter on lines 03 and 04 is for the fund code(s). These can be left blank. If
you leave it blank you will get a report of all funds using the org entered. Arrow Down.
7. The next parameter on lines 05 and 06 is the Organization. Enter the same one on line 05
and 06 if you only want one. Arrow Down.
8. The next parameter on lines 07 and 08 is Account. This is optional. Leave it blank if you
want all. Arrow Down.
9. On line 09 enter the date that you want the report for in this format, e.g. 04-SEP-2008
and hit Next Block. This date has to be within the fiscal year you chose in step #4.
10. This takes you to the submission block. Click Save to run the report. You should get a
note at the bottom noting the file number.
11. Click on Options, Review Output.
12. The Saved Output Review screen will come up. Double click in the File Name box. The
same number that was listed when you ran the process should pop up in the Available
Files list.
13. Double click on the Output File Name with the correct number and “lis” as the extension.
14. Click on Options, Show Document. Click Yes on the pop up window – if you have a
pop-up blocker on your computer, hold down the Ctrl key during this step. You will get
a version that you can print by formatting it in landscape (File, Page Setup, Landscape)
and changing the text size to smallest (View, Text Size, Smallest) or you can save it as
is.
15. Can save this as an html file to email in a nice format.
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4.
15/17
Budget Detail Report
Shows transaction detail; similar to FGITRND with totals
Type FGZODTA in the “Go” box hit Enter.
The Process Submissions Controls screen will appear click Next Block.
In the Printer box type DATABASE and click Next Block.
Click in the Values column on line 01, the Fiscal Year line, and enter 09, or whatever
the current fiscal year is and Arrow Down to the next line.
5. Enter A for the chart of accounts on line 02 and Arrow Down to the next line.
6. The next parameter on lines 03 and 04 is the Organization. Enter the same one on line 03
and 04 if you only want one. Arrow Down.
7. The next parameter on lines 05 and 06 is for the fund code(s). These can be left blank. If
you leave it blank you will get a report of all funds using the org entered. Arrow Down.
8. The next parameter on lines 07 and 08 is Account. This is optional. Leave it blank if you
want all. Arrow Down.
9. On line 09 and 10 enter the date range that you want the report for in this format, e.g. 04SEP-2008 and hit Arrow Down. This date has to be within the fiscal year that you chose
in step #4.
10. On line 11 should be a Y. Arrow Down
11. On line 12 should be a Y. Arrow Down
12. On line 13 should be a B. Next Block
13. This takes you to the submission block. Click Save to run the report. You should get a
note at the bottom noting the file number.
14. Click on Options, Review Output.
15. The Saved Output Review screen will come up. Double click in the File Name box. The
same number that was listed when you ran the process should pop up in the Available
Files list.
16. Double click on the Output File Name with the correct number and “lis” as the extension.
17. Click on Options, Show Document. Click Yes on the pop up window – if you have a
pop-up blocker on your computer, hold down the Ctrl key during this step. You will get
a version that you can print by formatting it in landscape (File, Page Setup, Landscape)
and changing the text size to smallest (View, Text Size, Smallest) or you can save it as
is.
18. Can save this as an html file to email in a nice format.
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2.
3.
4.
16/17
Financial Manager Report
Shows cash balance of restricted funds by financial manager
Type FGZFMGR in the “Go” box hit Enter.
The Process Submissions Controls screen will appear click Next Block.
In the Printer box type DATABASE and click Next Block.
Click in the Values column on line 01, the Chart of Accounts line, and enter A, and
Arrow Down to the next line.
3. Enter 09 for the fiscal year on line 02 or whatever fiscal year you want to run and Arrow
Down to the next line.
4. The next parameter on line 03 is for the as of date. This is the date that you want the
balances to be reported. You can use any date within the fiscal year you chose in line 02
above. Arrow Down.
5. The next parameter on line 04 is the financial manager ID. This is your Banner ID
number that starts with A. You would enter your Banner ID number to have all the
restricted/research funds show that you are the assigned financial manager. If you are
dean/VP levels, leave line 04 blank. Arrow Down.
6. The next parameter on line 05 is the organization code. This is optional and would only
be used by dean or VP levels to get roll-up information. If you completed line 04, leave
line 05 blank. Next Block.
7. This takes you to the submission block. Click Save to run the report. You should get a
note at the bottom noting the file number.
8. Click on Options, Review Output.
9. The Saved Output Review screen will come up. Double click in the File Name box. The
same number that was listed when you ran the process should pop up in the Available
Files list.
10. Double click on the Output File Name with the correct number and “lis” as the extension.
11. Click on Options, Show Document. Click Yes on the pop up window – if you have a
pop-up blocker on your computer, hold down the Ctrl key during this step. You will get
a version that you can print by formatting it in landscape (File, Page Setup, Landscape)
and changing the text size to smallest (View, Text Size, Smallest) or you can save it as
is.
12. Can save this as an html file to email in a nice format.
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17/17