BANNER FINANCE
OVERVIEW
Reconciling to Banner
Access to Banner Finance
• Access to Banner Finance is needed to:
• View a department’s financial activity
• Budget, expenses, available balances
• Enter online requisitions for department purchases
• Approve online requisitions for department purchases
• Submit the Banner Finance Access Request form (BO-
7200)
• Located on the Business Office website
http://finance.southtexascollege.edu/businessoffice/forms.html
COA and FOAPs
Code
Name
Description
Unique or Universal
Example
COA
Chart of
Accounts
Refers to the name of the College’s
listing of financial accounts
Universal to all College
departments
“S”
Fund
The source of the funds
Both, depends on the
organization/department
Unrestricted
Universal
110000
Auxiliary
Universal
310000
Conferences/Events
Unique
3104**
Student Clubs
Unique
810***
Restricted
Unique
2*****
F
O
Organization
The department spending the funds
Unique
221301
A
Account
The expenses of the department
Universal
710014
P
Program
Classification of the funds according to
national regulations
Both, depends on the
organization/department
5000
Query and Wildcards
• Query-Retrieve information based on criteria
• Accessible through the Query Menu or through the query buttons
on the toolbar
Query Menu
Toolbar
Action
Query; Enter
Begins the query process
Query; Execute
Performs the query based on the criteria
entered
Query; Cancel
Cancels the query
Query and Wildcards
• Wildcards-Used to represent characters within a query
• “%” can be used to represent any character
• “_” can be used to represent one character
Query Criteria
Action
71%
Query for all operating records
73%
Query for all travel records
74%
Query for all capital records
%JAN%
Query for all January records
%2014
Query for all 2014 records
_m%
Query for all records that have “m” as the
second letter
FGIBDST
• Displays the Organization Budget Status of all accounts in
an organization
• Required information
Required
Required
Uncheck
Defaults in
Leave blank
to query all
accounts
OR
Enter specific
account
Leave blank
to query all
accounts
OR
Enter specific
account type
(71, 73, 74)
FGIBDST
Able to query in the Account field
Adjusted Budget – YTD Activity – Commitments = Available Balance
FGITRND
• Displays the Detail Transaction Activity for an organization
• Shows the detail of the amounts on FGIBDST
• Able to view detail transactions for all accounts in an organization
• Able to view detail transactions for specific account in an
organization
• Able to query
FGITRND
• Accessible in 2 ways
• Through FGIBDST
• Move cursor to account you want to view
• Select the Options menu at the top of the screen
• Select Transaction Detail Information
• Through the main menu
• Type in FGIBDST
FGITRND
• When accessed through FGIBDST
• Only detail for one account will be displayed
• When accessed through the main menu
• Need to enter in the COA, Fiscal Year, and the Organization
• The Account code is not required, but if left blank Banner will give you
detail for all accounts in the organization
FGITRND
• Transaction Details:
• Account, Organization, Program, Fund
• Activity Date-Actual date of transaction
• Type-Type of transaction (BD01, BD02, HGNL, INEI, JE15, etc.)
• Document-Document Number assigned to transaction
• Description-Description of transaction
• Transaction Date-Effective date of transaction
• Field-ABD, OBD, YTD, ENC, RSV
• Amount
FGITRND
• Transaction Lifecycle:
• Budget transactions:
• Original Budgets are posted as OBD and have BD01 as the Type
• Changes to the original budgets (budget transfers) are posted as ABD
and have BD02 as the Type
• Expense transactions:
• Begin as a RSV (Reservation) when a requisition is created
• Becomes an ENC (Encumbrance) when requisition is approved and
becomes a P.O.
• Becomes a YTD (Year to Date) when requisition has been paid
• Documents beginning with “I” are invoices
• Documents beginning with “J” are journal entries
• Documents beginning with “F” are feeds
FGIBAVL
• Displays the Budget Availability Status of an organization
• Required information
Required
Required
Defaults In
Required
Defaults In
FGIBAVL
Able to query in the Account field
Adjusted Budget – YTD Activity – Commitments = Available Balance
FGIBDST vs FGIBAVL
View Prior Fiscal Years
FGIBDST
FGIBAVL



Used by Banner for NSF checking
Balance is reduced by:
Complete transactions


Incomplete transactions

Suspended transactions

Unapproved transactions

Approved transactions

Summary by account code


Summary by account pool
Transaction detail available


Extracting Data to Excel
Extracts
parameter
information
from top of
form
•
•
•
•
•
Click “OK”
Click “Save As”
Name file, keep the extension as “csv”
Open file in Excel and save in Excel format
Delete “csv” file
Does not
extract
parameter
information
from top of
form
Banner vs Jagnet
• Information on FGIBDST, FGIBAVL and FGITRND may be
viewed in Jagnet
• Log in to Jagnet
• Click on “Employee Tab”
• Click on “Employee Services”
• Click on “Finance Tab”
• Click on “Budget Queries”
• Select “Budget Status by Account” and click “Create Query”
Banner vs Jagnet
• Place a check mark in the box next to: Adopted Budget, Budget
•
•
•
•
Adjustment, Adjusted Budget, Fiscal YTD Activity, Encumbrances,
Commitments, and Available Balance
Click “Continue”
Select the Fiscal Year
Select the Fiscal Period (period 14 is recommended)
Select a Comparison Fiscal Year and Period (if needed)
Banner vs Jagnet
• Select “All” for the Commitment Type
• Enter “S” for the COAS
• Enter the Organization Code
• Optional: Enter the Account Type (71, 73, 74)
• Leave all other fields empty
• Click “Submit Query”
Banner vs Jagnet
Banner Equivalent = FGIBDST
Banner vs Jagnet
Banner Equivalent = FGITRND
Banner vs Jagnet
Banner Equivalent = FGIBAVL, sort of
Banner vs Jagnet
Click Download All Ledger Columns
Click Save, Click Open
Transactions are displayed in an Excel csv file
Reconciliation Purpose
• Ensure proper accounting records are maintained
• Confirm correct accounting transactions are posted to
your organization and account
• Verify accuracy of amounts paid
• Identify outstanding transactions (encumbrances)
• Obtain accurate account balances
Reconciliation Definition
• Match two sets of records to ensure figures are in
agreement
• Example: Match your records of requisitions/invoices to the
requisitions/invoices posted in Banner
• Identify differences between the two sets of records
• Differences may result from:
• Posting errors
• Valid changes to the amounts posted in Banner
• Timing differences
Reconciliation Benefits
• Discover erroneous transactions
• Obtain accurate budget balances
• Allow for better decision making
• Increase an organization’s available budget by clearing
outstanding transactions
Banner Transaction Types
• Remember…
• OBD-Original budget
• ABD-Adjusted budget
• RSV-Reservation (Encumbrance) created from a requisition
• ENC-Encumbrance created from a P.O.
• YTD-Year to Date expense transactions from invoices, journal
entries, or Banner feeds
• “I” documents are Invoices
• “J” documents are Journal Entries
• “F” documents are Banner Feeds
Encumbrances
• All encumbrances should clear when the payment is
made
• View FGIOENC (Organizational Encumbrance List)
• List of all outstanding commitments in an organization
• Contact Purchasing to close the encumbrance if it is no longer
needed
• FGIENCD-Detail Encumbrance Activity
• Detailed list of transactions posted to an encumbrance created by a
requisition or purchase order
Document History
• View FOIDOCH (Document History)
• Lists all documents associated to a specific document based on the
document number
• Requisition number, P.O. number, Invoice number, Check number
• Details about each document can be viewed through the Options menu
Transaction Questions
Transaction
Department
Phone Number
Encumbrances
(Requisitions or
Purchase Orders)
Purchasing
872-4681
Payments (Invoices)
Accounts Payable
872-4609
Journal Entries
General Accounting
872-4638 or 872-4650
Budget Availability
Budget
872-4620
BANNER FINANCE
OVERVIEW
Q&A
Nicole Perez
mnperez@southtexascollege.edu