Using Finance Self Service Banner
Purpose
Introduction to Self Service Banner (SSB) for Finance to view budgets, revenues, expenditures and encumbrances for
your areas of fiscal responsibility.
Log On/Off
Banner Self Service can be accessed from the same URL as Banner INB (Internet Native Banner) or OneStop
Log On Self Service Banner (SSB)
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Start at the APSU Banner page : http://www.apsu.edu/banner
Select from the left menu: >> Self-Service Banner (production)
Select Enter Secure Area
Enter your User ID (A#) and PIN, click Login
If you do not know your PIN use the Forgot PIN? Button to change it.
Note: The first time you log in, your PIN number will be your date of birth (i.e. 083070). After logging in, you
will be required to update your password to a new 6 digit number. The password must be numeric.
Select the Finance tab.
Log Off
To log off Self Service Banner select EXIT.
Note: If there is no activity for over 60 minutes your session will time-out and you will have to login again.
APSU OneStop Log On
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Use OneStop http://onestop.apsu.edu
Enter your OneStop User Name and Password. Example: User: brobinson7 Pass: 999999
Click Login.
Click the Web Self-Service tab
Click the Finance tab
Budget Queries
Budget Quick Query
Used to review budget information by Adjusted Budget, Year to Date, Encumbrances, and Available Balance by specific
FOAP; Organization(s); or grant. The Budget Quick Query is a simplified, quicker version of the Budget Status by Account
query, but you are unable to drill down. (This is the same information that appears on FGIBDST and FGRBDSR)
Budget Status by Account
Allows users to review budget information by account for the Fiscal Period and Year to Date Spent by: FOAP,
Organization, All Organizations, Grant, Fund Type, Account Type, or Revenue Accounts. Four levels in a Budget Status by
Account query: Account Detail, Transactions Detail, Document Detail, and View the Document.
1. Select Budget Queries & Budget Status by Account dropdown
2. Select Create Query.
3. Select the Operating Ledger Data columns to display on the report by clicking each column
a. Original Budget -- allocation given at the beginning of the Fiscal Year
b. Adjusted Budget – This is the current budget of the unit. Original Budget +/- Adjustments
c. Year to Date – Year to date activity. This represents actual revenue and expenses posted.
d. Encumbrances – This amount is equal to all open encumbrances
e. Available Balance – Remaining balance available to spend. (Adjusted Budget – Year to Date –
Encumbrances)
4. Click on the Continue button.
Note: You can click on any item in a grey box and perform a search for that particular field.
5. Enter the appropriate parameters for your query (you must choose both a Chart of Accounts and either a valid
Organization or a valid Grant to retrieve any data)
a. Fiscal Year (required) & Fiscal Period – if year to date information is required, enter period 14.
Period 01 = July, 02 = August, etc… (required)
b. Comparison Fiscal Year and Period (optional)
c. Commitment Type – should always be All
d. Chart of Accounts – should always be A or F. (required)
e. Fund – enter fund code. (Although this field is optional, if a fund is not entered and an organization has
more than one fund associated with it, the report will summarize all funds)
f. Organization – enter organization code. (required if Grant is not entered)
g. Grant – enter grant code. (required if Orgn is not entered) retrieved data is Grant Inception to Date
h. Account – to view all Accounts leave blank
i. Include Revenue Accounts – check box (usually blank)
6. Select Submit Query to run the query.
Download All Ledger Columns/Download Selected Ledger Columns into an Excel spreadsheet.
Drilling Down - Users can click on any item in blue to view the underlying transactions.
Using Wildcards in Queries Users can enter a (%) as a wildcard which stands for any number of characters. A wildcard
can be used to search for specific data. i.e. To view all Non-Salary Expenditure accounts 7%, Salary 6%
Encumbrance Query
View status of encumbrances for your Organization.
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Fiscal Year (required) & Fiscal Period – if year to date information is required, enter period 14.
Commitment Type – should always be All
Chart of Accounts – should always be A or F. (required)
Fund – enter fund code (optional)
e. Organization – enter department code
Example to search for your organization (department) – CASE sensitive!
View Document
The View Document screen allows a user to view detail information about a requisition, purchase order, invoice, journal
voucher, encumbrance, or direct cash receipt. This form is similar to the online Document Retrieval Form, FGIDOCR.
1. Select View Document.
2. Choose Type of document (Requisition, Purchase Order, Invoice, Journal Voucher, Encumbrance or Direct Cash
Receipt) from drop-down box.
3. Enter Document Number
4. Click on View Document
Banner Finance Self-Service FAQ
How can I view my Original Budget allocation?
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Choose the Budget Queries menu item & Budget Status by Account
Click Create Query
Choose Adopted Budget (Original)
Click on the Continue button.
Select the Fiscal Year (2013) & Fiscal Period (14)
Enter Chart of Accounts (A)
Enter Fund
Enter Organization
Enter Account (optional, enter to view a specific account only)
Click Submit Query.
How can I compare my Original Budget allocations this year to last year?
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Choose the Budget Queries menu item & Budget Status by Account
Click Create Query
Choose Adopted Budget (Original)
Click on the Continue button.
Select the Fiscal Year (2013) & Fiscal Period (14)
Select the Comparison Fiscal Year (2012) & Comparison Fiscal Period (14)
Enter Chart of Accounts (A)
Enter Fund
Enter Organization
Enter Account (optional, enter to view a specific account only)
Click Submit Query
How can I get a Grant Inception to Date report?
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Choose the Budget Queries menu & Budget Status by Account
Click Create Query
Choose the Data Columns you want to display
Enter your Chart of Accounts Code (A or F) & Grant number
Click Submit Query.
How can I find a check number for a paid invoice in Banner SS?
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Choose the View Documents menu item
Click Create Query
Select Invoice & type the Invoice # I01234567
The Related Documents section will display any check information that is available for that document. The
Document Code for Check Disbursement is the check number.
September 4, 2012 Beth Robinson
C:\Users\robinsonb\Documents\Finance Training\Banner Finance Training.docx
Budget Status by Organizational Hierarchy allows users to review budget information of organizations for the Fiscal
Period and Year to Date by: Hierarchical Structure, Specific Funds, high-level Organizations, Accounts, Programs, Fund
Type, Account Type, or Revenue Accounts.
Budget Status by Organizational Hierarchy Query
The Budget Status by Organizational Hierarchy option allows users to review budget information for Organizations by
Hierarchical structure; specific Funds, high-level Organizations, Accounts, and Programs; Fund Type; or Account Type.
1. Select Budget Queries & Budget Status by Organizational
2. Select Create Query.
3. Select the Operating Ledger Data columns to display on the report by clicking each column. Below are the
suggested columns to choose for display.
a. Adopted Budget – Original Budget allocation given at the beginning of the Fiscal Year (column does not
appear on FGIBDST)
b. Accounted Budget – This is the current budget of the unit. Original Budget +/- Adjustments
c. Year to Date – Year to date activity. This represents actual revenue and expenses posted.
d. Encumbrances – This amount is equal to all open encumbrances
e. Available Balance – Remaining balance available to spend (Total Budget – Year to Date – Commitments)
4. Click on the Continue button.
5. Enter the appropriate parameters for your query
a. Fiscal Year (required)
b. Fiscal Period – if year to date information is required, enter period 14. Period 14 would include the
accrual period. (Period 01 = July, 02 = August, etc…) (required)
c. Commitment Type – should always be All
d. Chart of Accounts – should always be A or F
e. Fund – leave blank for Organizational Hierarchy reports
f. Organization – enter Organization Hierarchy code. (required if Grant is not being entered)
g. Account – to view all Accounts leave blank. To view Non-Salary Expenditure Accounts only, enter 7%. (%
is a wildcard, which will be discussed later.)
h. Program – leave blank for Organizational Hierarchy reports
i. Include Revenue Accounts – to include, click box
6. Select Submit Query to run the query.