Utah Banner
Users Conference
Banner Finance Approvals
Wendy Rosenlof
Utah Valley University
Download PowerPoint from
http://uvu.edu/finance/ubug
Session Rules of Etiquette
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Please turn off your cell phone/beeper
If you must leave the session early, please
do so as discretely as possible
Please avoid side conversation during the
presentation
Thank you for your cooperation!
Topics of Discussion
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System Settings
Setting up an approval queue
Setting up the routing criteria
Setting up the NSF queue
NSF queue processing
End user forms
System Settings
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FOASYSC - Set the approvals processing for
each document type
– Bypass approvals
– Explicit approvals
– Implicit approvals
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FOMPROF – NSF override capability by user
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FORAPPL – sleep/wake
Setting up an approval queue
• FTMAPPQ
• Queue ID
• Naming conventions
• Queue limit
• Set limit of authority for approvers
• Next Queue
• Queue limit considerations
Setting up an approval queue
• Adding users on FTMAPPQ
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Effective date
Term date
Queue levels
User approval limits
• To delete a user, change date to a future
date, then record remove
Setting up an approval queue
• Next approver vs. backup approver
• Next approver is the lowest queue level
• Backup approvers are at higher levels
• Backup approvers have to uncheck the
box to see only documents you are the
next approver for
Approval Queue Example
Approval Queue Example
Routing Criteria - FOMAQRC
• Routing defined by document type and rule
group
• Can include several document type and rule
group combinations in a single queue
• Specifying additional criteria
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Chart
Fund
Fund type
Organization
Account
Account type
Program
NSF Queue Process
• NSF checking set on fund type or fund
• Budget control on FTMFTYP
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Fund
Organization
Account
Program
Control period
• A – check on total annual budget
• Q – check on year to end of quarter budget
• Y – Check on total year to date budget
• Severity control = E or W
NSF Queue Process
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FOASYSC – identify which document types
you want reviewed for NSF
FTMCOAS – Set NSF condition to Warning or
Error
FOMPROF – Give a user authority to
override an NSF condition
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NSF Queue Process
• NSF queue
• System defined
• Set up on FTMAPPQ
• No routing criteria required
• FOAUAPP
• NSF indicator
• Budget override control
End user forms
• FOIAINP – approvals notification form
• Notifies user of pending approvals at first
login to finance
• FOAUAPP – user approval form
• View detail
• FOAAINP – document approval form
• Document approval status
End user forms
• FOIAPPH – Document approval
history
• Displays the approvals history for a
specific document
• FOIAPHT – Approval history
• Display history for document types
Tips and Troubleshooting
• Every document defined on FOASYSC to go through
approvals must have a queue
• Avoid defining identical routing criteria in multiple
queues
• Use different combinations of chart values to
differentiate
• Log files identify errors in approvals processing in
FORAPPL
• No queue
• duplicate routing criteria
Tips and Troubleshooting
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A document will only go to the NEXT QUEUE if the
document exceeds the queue limit. If you want it
to go to the NEXT QUEUE in all cases, use a $0
limit on the queue.
The limits for users on FTMAPPQ can exceed the
queue limit.
If you backdate the effective date when adding an
approver on FTMAPPQ they will be able to approve
documents created in the past.
Customizing Rule Groups
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FOMRGRC – Rule Groups
– Create a new rule group and add the desired
rule codes to it. Remove those rule codes from
the group they were a part of.
– This will enable different approval queue routes
for different document types.
– An example is separating out direct pay invoices
from regular invoices.
Customizing Rule Groups
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FOMRGRC – Rule Groups
– If you create a new rule code on FTMRUCL, you
need to add it to a group in FOMRGRC, or create a
new group for it.
– Assign new rule code to FGAJVCD form on
FOMPRRG.
– FOMPROF – add new rule group to users using
FOMUSRG.
– An example is creating a separate group for journal
entries made by a departmental user that needs to
have a different approval process than for a journal
entry made by an accountant.
UVU Customization to Banner
Self-Serve – Mass Approvals
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Allows users to view information about
requisitions awaiting approval and
approve them all from one screen at the
same time.
If a requisition is being paid for from
more than one INDEX code, the
INDEX AMT and REQ TOTAL AMT will
be different.
If you are not an approver for the
other INDEX code(s) paying for the
order, you will not see the detail for
that INDEX code in your approval
section.
A next approver is indicated with a Y.
If you are not the next approver it will
be indicated with an N.
You may click on the Another Query
button to change your
selection.
Questions and Answers
Anyone who has never made a
mistake has never tried anything
new.
The only thing that interferes with
my learning is my education.
- Albert Einstein
Presenter Information
Wendy Rosenlof
Utah Valley University, MS109
800 W University Parkway
Orem, UT 84058
801.863.8108
WendyR@uvu.edu