Banner Admin Pages
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BANNER
ADMIN PAGES
Penney Doughtie, Banner Training
NOVEMBER 27, 2023
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BANNER ADMIN PAGES
Training includes:
•
•
Log into Banner Admin Pages
•
Perform Basic Banner Navigation
•
Create My Banner
•
Perform Searches in the FOAP tables
•
View Admin Pages including:
•
Balances on Organizational Budget Status
•
Detailed Transaction Activity by FOAP
•
Detailed Encumbrance Activity by FOAP
•
Document Look-upBanner Finance Security Form Instructions
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BANNER FINANCE SECURITY
•
Getting Started with Banner Security
•
Complete the “ECU Banner Finance Training for New Users,” click
here
to register.
•
Banner Finance Security Website
•
ecuBIC query to Lookup Current Banner Finance Security Access
•
Banner Finance Security Contact ~ LaToya Langford
langfordl23@ecu.edu
•
Banner Human Resources Security Contact ~ Allen Cope
copea15@ecu.edu
•
Banner Student Security Contact ~ Novine Kros
krosn@ecu.edu
•
Xtender Security Contact ~ Walt Briley
brileyw@ecu.edu
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BANNER ADMIN PAGES LOGIN AND PASSWORD
PREFERRED BROWSER IS FIRE FOX
Go to
www.ecu.edu/banner
Click ‘Banner 9 Admin Pages’
Enter PirateID
Enter Password**
**Banner Admin Pages password is the same as the ECU intra password that is used to open
University computers, log into Pirate Port and Outlook email. Banner Finance Security is
required, click
here
for security instructions.
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HELPFUL BANNER ADMIN PAGES
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BANNER ADMIN PAGES HOME PAGE OR LANDING PAGE OR
APPNAV (APPLICATION NAVIGATION)
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MAIN MENU PANEL
(LOCATED ON THE LEFT OF ALL BANNER ADMIN PAGES)
Toggle Menu
Home Page, AppNav (Application Navigation), Landing Page, or Dashboard
Applications (Banner Modules, My Banner, etc.)
Search
Recently Opened Admin Page List
Help
Favorites
Sign Out
User Name
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GUAPMNU - MY BANNER MAINTENANCE
Click the HOME icon in the main menu panel on the left of the Admin Page to
return to the Home Page.
Type ‘My Banner’ in the search field
Click On ‘My Banner Maintenance’
to open the Admin Page
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TYPE ‘MY BANNER’ IN THE SEARCH FIELD
My Banner Maintenance (GUAPMNU)
will display in the list
Click On ‘My Banner Maintenance’
to open the page
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‘MY BANNER’ IS USED TO CREATE A DIRECTORY OF
PAGE NAMES FOR QUICK ACCESS.
Click 'Insert‘ from the tool bar in the top right corner
Enter the desired page name in the Object Cell
Press 'F10' to save changes
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AFTER ‘MY BANNER’ HAS BEEN CREATED
Applications (Banner Modules, My Banner, etc.)
Click the Applications icon ,
located on the left in the Main Menu Panel.
Then click ‘My Banner’, then click the desired
Banner Admin Page from the directory list.
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GUAUPRF – GENERAL USER
PREFERENCES MAINTENANCE
Click the HOME icon in the main menu panel on the left of the Admin
Page to return to the Home Page.
Type ‘GUAUPRF’ in the search field
Press ‘Enter’
to open the Admin Page
TYPE ‘GUAUPRF’ IN SEARCH FIELD & CLICK ENTER
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CHECK BOXES AS SEEN BELOW
PRESS SAVE (AT BOTTOM RIGHT) OR PRESS F10
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NOTIFICATION WILL DISPLAY WITH A COLORED
MESSAGE (GREEN, YELLOW OR RED)
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EACH ELEMENT OF THE FOAPAL HAS AN ADMIN
PAGE THAT LISTS INFORMATION ABOUT THE FIELD
•
FTVFUND
F
und
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FTVORGN
O
rganization
•
FTVACCT
A
ccount
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FTVPROG
P
rogram
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FTVACTV
A
ctivity
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FTVLOCN
L
ocation
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FTVFUND – FUND CODE VALIDATION
Click the HOME icon in the main menu panel on the left.
Type ‘FTVFUND’ in the search field
Press ‘Enter’
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THE FUND CHART WILL POPULATE
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FUND INQUIRY LOOK-UP
CLICK ON OR PRESS F7 TO START QUERY
NOTE:
The % symbol is the wild card when searching in Banner.
The title field is case sensitive.
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SELECT QUERY FIELD AND ENTER INFORMATION.
IN THIS EXAMPLE, FUND CODE 111170, CLICK GO
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QUERY RESULTS
To query again Click or click to get the Home Page Search Field
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FGIBAVL – BUDGET AVAILABILITY STATUS
THIS BANNER ADMIN PAGE DISPLAYS THE ORGANIZATION
BUDGET BALANCE BY POOL ACCOUNTS.
Click on the Home Icon to get the Home Page Search Field
Type ‘FGIBAVL’ in the search field
Press ‘Enter’
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FGIBAVL – BUDGET AVAILABILITY STATUS
Chart is defaulted to ‘E’
Fiscal Year is defaulted to ‘19’
Enter required parameters: FUND, ORGN, and ACCOUNT
Click Go
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FGIBAVL BUDGET FORMAT
To query again Click
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FGIBDST – ORGANIZATION BUDGET STATUS
THIS BANNER ADMIN PAGE DISPLAYS THE
ORGANIZATION BUDGET BALANCE.
Click on the Home Icon to get the Home Page Search Field
Type ‘FGIBDST’ in the search field
Press ‘Enter’
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FGIBDST – ORGANIZATION BUDGET STATUS
Chart is defaulted to ‘E’
Fiscal Year is defaulted to ‘19’
Enter required parameters: FUND and ORGN
**Note: FUND and ORGN are out of order
Click Go
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FGIBDST BUDGET FORMAT
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TO VIEW TRANSACTIONS DETAILS. SELECT DESIRED ACCOUNT
AMOUNT, CLICK , THEN CLICK TRANSACTION
DETAIL INFORMATION (FGITRND) OR PRESS F3
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ALL TRANSACTIONS FOR THE SELECTED
ACCOUNT WILL POPULATE
Activity Date = System Date (posting date), Displays by exporting date into Excel
Transaction Date = Preparer Enter, Displays by using horizontal scroll bar
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TO EXPORT TRANSACTIONS TO EXCEL, CLICK ,
THEN CLICK ‘EXPORT’ OR PRESS SHIFT + F1
TRANSACTION DETAILS WILL POPULATE IN EXCEL
Note** The Activity Date (System Date) and the Transaction Date (Preparer Enters) are both displayed in the Excel spreadsheet
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FGITRND – DETAIL TRANSACTION ACTIVITY
THIS BANNER ADMIN PAGE DISPLAYS THE
TRANSACTION DETAILS.
Click on the Home Icon to get the Home Page Search Field
Type ‘FGITRND’ in the search field
Press 'Enter'
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FGITRND – DETAIL TRANSACTION ACTIVITY
Chart is defaulted to ‘E’
Fiscal Year is defaulted to ‘19’
Enter required parameters: FUND and ORGN
Click Go
Press F8 to execute
34
FGITRND – Detail Transaction Activity format
To Export Transactions to Excel, click , then click ‘Export’ or press Shift + F1.
Transaction details will populate in Excel.
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FGITRND COLUMNS
FOAPAL and Amount are listed on the left
Type (
Rule Class Code List
) defines the accounting rules for the transaction
Document code number is assigned by Banner
ACITIVITY Date is keyed by the preparer
TRANSACTION Date is the system date and is assigned by Banner
Description includes vendor/transaction description
DOCUMENT PREFIX CODE EXAMPLES
(ASSIGNED BY BANNER, BASED ON
RULE CLASS CODE LIST
)
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•
B Budget Transactions
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K Payroll Transactions and
Dept Deposit
•
J
Journal Entry
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CP Copiserv Charges
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ML Mail Services
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RK Risk Management
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UP University Printing and Graphics
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BK Bank Cards, Credit Cards, ID Charges
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ZZ Campus Operations Departmental Deposit
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WC Workmen’s Comp
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UT Campus Operations Utility Charges
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KY Campus Operations Key Charges
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LB Campus Operations Labor Charges
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GO Campus Operations Gas and Oil Charges
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P
Purchase Orders
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I Invoices
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Q
Electronic Invoices between vendor and ECU
•
!
ACH Payment to a Vendor by Direct Deposit
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TO E10
Travel Pre-Approval Original Encumbrance
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TA E020
Partial Encumbrance Liquidation
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TL E032
Full Encumbrance Liquidation
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TC INNI
Chrome River Travel Reimbursement
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TM INNI
Manual Travel Reimbursement
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PC J60
ProCard Transactions
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RULE CODES
(ALSO CALLED TRANSACTION TYPE) ARE THE ACCOUNTING
RULES THAT INSTRUCT BANNER HOW TO APPLY THE TRANSACTION TO THE LEDGERS.
Rule Class Code List
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FGIDOCR – DOCUMENT RETRIEVAL INQUIRY
THIS BANNER ADMIN PAGE DISPLAYS THE
DOCUMENT DETAILS.
Click on the Home Icon to get the Home Page Search Field
Type ‘FGIDOCR’ in the search field
Press 'Enter'
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FGIDOCR – DOCUMENT RETRIEVAL INQUIRY
Enter the required parameter: Document number
Click Go
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FGIDOCR - DOCUMENT RETRIEVAL INQUIRY FORMAT
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TO VIEW SPECIFIC ORGN, CLICK FILTER
ENTER DESIRED ORGN AND CLICK GO
ORGN QUERY RESULTS
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TO VIEW THE DOCUMENT IN XTENDER
To view an Invoice
Go to FGIDOCR
Click
Click B-F-DOCS listed under Applications
Click New Query
Enter the Invoice Document Number
Click Run
Xtender B-F-DOCS Security
is required.
To view a Journal Entry
Go to FGIDOCR
Click
Click E-FS-JE listed under Applications
Click New Query
Enter the Journal Entry Number
Click Run
Xtender E-FS-JE Security
is required.
REVIEW/RESEARCH ENCUMBRANCES
OPEN PURCHASE ORDERS AND PRE-APPROVAL TRAVEL
Encumbrances should be reviewed monthly to identify purchase orders or Pre-Approval Travel that are missing
invoices, receiving is needed in Purchasing Port, or if the encumbrance should be liquidated. Liquidation
instructions on slides 54 and 55.
Pay vendors in a timely manner to avoid late fees
Be in good standing with vendors
Be good stewards of the University's Credit Score
Encumbrances will roll forward to the next fiscal year
Current data for financial reports
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FGIOENC-ORGANIZATIONAL ENCUMBRANCE LIST
THIS ADMIN PAGE LIST
OPEN PURCHASE ORDERS.
Click on the Home Icon to get the Home Page Search Field
Type ‘FGIOENC’ in the search field
Press 'Enter’
Encumbrance list open purchase orders and pre-approved travel requests that have not been paid.
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FGIOENC – ORGANIZATIONAL ENCUMBRANCE LIST
Chart is defaulted to ‘E’
Fiscal Year is defaulted to ‘19’
Enter required parameters: FUND and ORGN
***NOTE: FUND and ORGN are out of order
Click Go
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OPEN ENCUMBRANCES/PURCHASE ORDERS FORMAT
To View Encumbrance/Purchase Order Details, Select the desired Purchase Order
Click ,
Click Query Detail Encumbrance Info (FGIENCD)
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FGIENCD – Detail Encumbrances/Purchase Orders FORMAT
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FGIENCD- DETAIL ENCUMBRANCE ACTIVITY
THIS ADMIN PAGE LIST
PURCHASE ORDERS DETAILS.
Click on the Home Icon to get the Home Page Search Field
Type ‘FGIENCD’ in the search field
Press 'Enter'
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FGIENCD- DETAIL ENCUMBRANCE ACTIVITY
Enter required parameter: Purchase Order number
Click Go
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FGIENCD- Detail Encumbrance Activity
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LIFE OF A PURCHASE ORDER
•
Department enters the requisition in Purchasing PORT
•
Requisition goes through electronic Purchasing PORT approvals
•
Materials Management approves Requisition and turns into Purchase Order (funds
are encumbered in Banner and
deducted from the budget
)
•
Merchandise is delivered to the department and inspected for accuracy
•
Department completes the receiving process in Purchasing PORT
•
Accounts Payable enters the vendor invoice in Banner
•
Funds become 'automatically liquidated' which means the PO is closed and the
expense is moved from the Encumbrance column to the Year to Date column on the
budget.
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PURCHASE ORDER MANUAL LIQUIDATION EXAMPLES
(CLOSES PURCHASE ORDER)
PO is canceled by phone because vendor cannot complete order
PO price decreases on supplier/vendor invoice
Example: PO is $100 and invoice is $95
Credit memos/credit from supplier
When AP keys a credit, the funds are re-encumbered and must be manually liquidated.
Canceling check and/or invoice in Banner
When AP cancels a check or invoice, the funds are re-encumbered.
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HOW TO LIQUIDATE A PURCHASE ORDER
IN PURCHASING PORT
Log into ECU PiratePort
Select 'PORT – Purchasing Request'
Enter the desired Purchase Order in the 'Search Cell' (top right)
Click the search icon
Select 'Purchase Order' in dropdown list
Click 'Comments' tab
Click 'Add Comment'
Check 'Accounts Payable' email
If Accounts Payable is not listed, then:
Click 'add email recipient'
Enter 'Payable' in Last Name cell
Click 'Search'
Click 'Select' listed under Action column
Verify that
only
Accounts Payable is checked
Type detailed explanation as needed in the comment box. Include the reason why the purchase order needs to
be manually liquidated.
Click 'Add Comment'
Contact Accounts Payable at
accountspayable@ecu.edu
with liquidation questions.
HOW TO EXPIRE/LIQUIDATE TRAVEL
PRE-APPROVALS (TO DOCUMENTS)
The expire/liquidate process will remove the Pre-approval from the Encumbrance column and add
the balance back to the Travel Budget Pool Account.
•
Log into Chrome River
•
Click the Pre-approval Category
•
Select the Pre-approval that will be expired
•
Click Expire
NOTE: Pre-Approvals will automatically expire 90 days after the travel date. The unused balance
will be added back to the Travel Budget Pool Account.
Contact
the Travel Office via e-mail at
ECU_Chrome_River@ecu.edu
or
telephone 252-737-5700 regarding Travel Pre-Approval liquidation questions.
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FGITBAL – GL TRIAL BALANCE
THIS BANNER ADMIN PAGE PROVIDES CASH
INFORMATION FOR FOUNDATION FUNDS AND
INSTITUTIONAL TRUST FUNDS.
Click on the Home Icon to get the Home Page Search Field
Type ‘FGITBAL’ in the search field
Press 'Enter'
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Chart is defaulted to ‘E’
Fiscal Year is defaulted to ‘19’
Enter required parameter: FUND
Click Go
FGITBAL – GL Trial Balance
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FGITBAL DISPLAYS THE CASH INFO FOR
INSTITUTIONAL TRUST FUNDS AND
FOUNDATION FUNDS
Use the current fiscal year or past years for 'research'
Beginning balance
+ Revenues to date
- Expenditures to
date
- Encumbrances
±Change in A/P
Beginning
Balance is the
same as last
years ending
balance
* (asterisk) beside the debit/credit column denotes amount is opposite of the normal balance.
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PROPER LOG OFF
Go to the Main Menu Panel located on the left of the Admin Page
Sign Out by clicking the icon
Close the Browser
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RESEARCH ACCOUNTING/GRANTS ADMIN PAGES
Research Accounting security
is required for these Banner Admin Pages
Banner Admin Pages used to view grant fund budgets and transactions.
FRAGRNT
Grant Attributes
FRIGITD
Grant Inception to Date
FRIGTRD
Grant Transaction Details
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PAYMENT LOOK UP
·
How to lookup ProCard Payment History in Chrome River
·
How to lookup Banner Vendor ID
·
How to lookup Vendor Payment History using ecuBIC
·
How to lookup Vendor Payment History using ODS Quick Query
·
How to lookup Vendor Payment History using a Purchase Order
·
How to view/retrieve scanned invoices in Xtender
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JOURNAL ENTRY RESOURCES
Journal Entries Security Instructions
Journal Entries Website
https://financialservices.ecu.edu/journal-entries/
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TeamDynamix Ticket Queue for journal entry approvals
https://ecu.teamdynamix.com/TDClient/1409/Portal/Requests/ServiceDet?ID=31679
The purpose of this queue is to submit approver changes, approver proxies for vacations, and other related
journal entry approval issues.
ecuBIC queries
https://ecubic.ecu.edu/Reports/browse/ecuBIC/Finance/General%20Ledger/Journal%20Entry%20Approvals
Please contact the
division level approvers
with journal entry questions. Click
here
to view division approvers.
62
DEPARTMENTAL DEPOSIT RESOURCES
Departmental Deposit Security Instructions
Departmental Deposit Website
https://financialservices.ecu.edu/intranet/deposit-instructions/
Departmental Deposit Training
Main Campus
Cashier’s office email address is
departmentalcashier@ecu.edu
ECU Health
Depositary Services email roebuckp@ecu.edu.
63
Monthly Accounting Schedule link:
https://financialservices.ecu.edu/accounting-activity-closing-schedule/
Monthly Financial Services Newsletter
Will include important Finance Self Service information
Past Newsletters are available on the Financial Services website:
https://financialservices.ecu.edu/financial-services-newsletters/
Systems Coordination Website
https://financialservices.ecu.edu/systems-coordination/
Helpful ecuBIC Queries
https://financialservices.ecu.edu/systems-coordination-ods-quick-queries/
64
THANK YOU FOR YOUR TIME!
•
Please contact any of the Systems Coordination staff located at
•
https://financialservices.ecu.edu/systems-coordination-staff
•
Other Banner Training Courses
•
ECU Banner Finance Training for New Users
•
Banner 101/102 – Finance Self Service
•
Introduction to Financial Services Processes
•
e~Print Report Training
•
ODS – Operational Data Store
•
Monthly Departmental Review Guidelines
•
Journal Entry Training ~ Finance Self Service
•
Journal Entry Training ~ Banner Admin Pages
•
Departmental Deposit Training
Register for training on Pirate Port Click '
Cornerstone
’
Upcoming Training Dates
Get instructions on how to navigate Banner Admin Pages, create My Banner, perform searches, and view budget and transaction activity. Learn about Banner Finance Security and access the training website.
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Presentation Transcript
BANNER ADMIN PAGES Penney Doughtie, Banner Training NOVEMBER 27, 2023 1
BANNER ADMIN PAGES Training includes: Banner Finance Security Form Instructions Log into Banner Admin Pages Perform Basic Banner Navigation Create My Banner Perform Searches in the FOAP tables View Admin Pages including: Balances on Organizational Budget Status Detailed Transaction Activity by FOAP Detailed Encumbrance Activity by FOAP Document Look-up 2
BANNER FINANCE SECURITY Getting Started with Banner Security Complete the ECU Banner Finance Training for New Users, click here to register. Banner Finance Security Website ecuBIC query to Lookup Current Banner Finance Security Access Banner Finance Security Contact ~ LaToya Langford langfordl23@ecu.edu Banner Human Resources Security Contact ~ Allen Cope copea15@ecu.edu Banner Student Security Contact ~ Novine Kros krosn@ecu.edu Xtender Security Contact ~ Walt Briley brileyw@ecu.edu 3
BANNER ADMIN PAGES LOGIN AND PASSWORD PREFERRED BROWSER IS FIRE FOX Go to www.ecu.edu/banner Click Banner 9 Admin Pages Enter PirateID Enter Password** **Banner Admin Pages password is the same as the ECU intra password that is used to open University computers, log into Pirate Port and Outlook email. Banner Finance Security is required, click here for security instructions. 4
BANNER ADMIN PAGES HOME PAGE OR LANDING PAGE OR APPNAV (APPLICATION NAVIGATION) 6
MAIN MENU PANEL (LOCATED ON THE LEFT OF ALL BANNER ADMIN PAGES) Toggle Menu Home Page, AppNav (Application Navigation), Landing Page, or Dashboard Applications (Banner Modules, My Banner, etc.) Search Recently Opened Admin Page List Help Favorites Sign Out User Name 7
GUAPMNU - MY BANNER MAINTENANCE Click the HOME icon in the main menu panel on the left of the Admin Page to return to the Home Page. Type My Banner in the search field Click On My Banner Maintenance to open the Admin Page 8
TYPE MY BANNER IN THE SEARCH FIELD My Banner Maintenance (GUAPMNU) will display in the list Click On My Banner Maintenance to open the page 9
MY BANNER IS USED TO CREATE A DIRECTORY OF PAGE NAMES FOR QUICK ACCESS. Click 'Insert from the tool bar in the top right corner Enter the desired page name in the Object Cell Press 'F10' to save changes 1 0
AFTER MY BANNER HAS BEEN CREATED Click the Applications icon , located on the left in the Main Menu Panel. Then click My Banner , then click the desired Banner Admin Page from the directory list. Applications (Banner Modules, My Banner, etc.) 11
GUAUPRF GENERAL USER PREFERENCES MAINTENANCE Click the HOME icon in the main menu panel on the left of the Admin Page to return to the Home Page. Type GUAUPRF in the search field Press Enter to open the Admin Page 12
CHECK BOXES AS SEEN BELOW PRESS SAVE (AT BOTTOM RIGHT) OR PRESS F10 14
NOTIFICATION WILL DISPLAY WITH A COLORED MESSAGE (GREEN, YELLOW OR RED) 15
EACH ELEMENT OF THE FOAPAL HAS AN ADMIN PAGE THAT LISTS INFORMATION ABOUT THE FIELD FTVFUND FTVORGN Organization FTVACCT FTVPROG FTVACTV FTVLOCN Fund Account Program Activity Location 16
FTVFUND FUND CODE VALIDATION Click the HOME icon in the main menu panel on the left. Type FTVFUND in the search field Press Enter 17
FUND INQUIRY LOOK-UP CLICK ON OR PRESS F7 TO START QUERY NOTE: The % symbol is the wild card when searching in Banner. The title field is case sensitive. 19
SELECT QUERY FIELD AND ENTER INFORMATION. IN THIS EXAMPLE, FUND CODE 111170, CLICK GO 20
QUERY RESULTS To query again Click or click to get the Home Page Search Field 21
FGIBAVL BUDGET AVAILABILITY STATUS THIS BANNER ADMIN PAGE DISPLAYS THE ORGANIZATION BUDGET BALANCE BY POOL ACCOUNTS. Click on the Home Icon to get the Home Page Search Field Type FGIBAVL in the search field Press Enter 22
FGIBAVL BUDGET AVAILABILITY STATUS Chart is defaulted to E Fiscal Year is defaulted to 19 Enter required parameters: FUND, ORGN, and ACCOUNT Click Go 23
FGIBAVL BUDGET FORMAT To query again Click 24
BANNER OPERATING BUDGET ACCOUNTS Also known as Budget Pool Accounts 72000 Supplies Budget 72350 Library Books Budget 72400 Equipment Budget 73000 Contractual Services Budget 73200 Travel Budget 73400 Current Services Budget 73600 Fixed Charges Budget 73700 Other Expenses & Adjust Budget 73800 Undistributed Budget 73950 Grants and Aides 74060 Education Awards 75000 Utilities Budget BANNER SALARY BUDGET ACCOUNTS 60000 Miscellaneous Salary Budget 60100 EHRA Non Teaching Salary Budget 60150 EHRA Faculty Salary Budget 60200 SHRA Staff Salary Budget 60250 SHRA LEO Salary Budget 61200 Benefits Budget 25
FGIBDST ORGANIZATION BUDGET STATUS THIS BANNER ADMIN PAGE DISPLAYS THE ORGANIZATION BUDGET BALANCE. Click on the Home Icon to get the Home Page Search Field Type FGIBDST in the search field Press Enter 26
FGIBDST ORGANIZATION BUDGET STATUS Chart is defaulted to E Fiscal Year is defaulted to 19 Enter required parameters: FUND and ORGN **Note: FUND and ORGN are out of order Click Go 27
TO VIEW TRANSACTIONS DETAILS. SELECT DESIRED ACCOUNT AMOUNT, CLICK , THEN CLICK TRANSACTION DETAIL INFORMATION (FGITRND) OR PRESS F3 29
ALL TRANSACTIONS FOR THE SELECTED ACCOUNT WILL POPULATE Activity Date = System Date (posting date), Displays by exporting date into Excel Transaction Date = Preparer Enter, Displays by using horizontal scroll bar 30
TO EXPORT TRANSACTIONS TO EXCEL, CLICK , THEN CLICK EXPORT OR PRESS SHIFT + F1 TRANSACTION DETAILS WILL POPULATE IN EXCEL Note** The Activity Date (System Date) and the Transaction Date (Preparer Enters) are both displayed in the Excel spreadsheet 31
FGITRND DETAIL TRANSACTION ACTIVITY THIS BANNER ADMIN PAGE DISPLAYS THE TRANSACTION DETAILS. Click on the Home Icon to get the Home Page Search Field Type FGITRND in the search field Press 'Enter' 32
FGITRND DETAIL TRANSACTION ACTIVITY Chart is defaulted to E Fiscal Year is defaulted to 19 Enter required parameters: FUND and ORGN Click Go Press F8 to execute 33
FGITRND Detail Transaction Activity format To Export Transactions to Excel, click , then click Export or press Shift + F1. Transaction details will populate in Excel. 34
FGITRND COLUMNS FOAPAL and Amount are listed on the left Type (Rule Class Code List) defines the accounting rules for the transaction Document code number is assigned by Banner ACITIVITY Date is keyed by the preparer TRANSACTION Date is the system date and is assigned by Banner Description includes vendor/transaction description 35
DOCUMENT PREFIX CODE EXAMPLES (ASSIGNED BY BANNER, BASED ON RULE CLASS CODE LIST ) B Budget Transactions K Payroll Transactions and Dept Deposit J Journal Entry CP Copiserv Charges ML Mail Services RK Risk Management UP University Printing and Graphics BK Bank Cards, Credit Cards, ID Charges ZZ Campus Operations Departmental Deposit WC Workmen s Comp UT Campus Operations Utility Charges KY Campus Operations Key Charges LB Campus Operations Labor Charges GO Campus Operations Gas and Oil Charges PURCHASING and ACCOUNTS PAYABLE P Purchase Orders I Invoices Q Electronic Invoices between vendor and ECU ! ACH Payment to a Vendor by Direct Deposit CHROME RIVER TO E10 Travel Pre-Approval Original Encumbrance TA E020 Partial Encumbrance Liquidation TL E032 Full Encumbrance Liquidation TC INNI Chrome River Travel Reimbursement TM INNI Manual Travel Reimbursement PC J60 ProCard Transactions 36
RULE CODES(ALSO CALLED TRANSACTION TYPE) ARE THE ACCOUNTING RULES THAT INSTRUCT BANNER HOW TO APPLY THE TRANSACTION TO THE LEDGERS. Rule Class Code List ADEI BD01 B11 B22 B44 CORD D44 E090 HGRB HGRS INEI INNI J51 J60 J63 PORD R30 SI1 SI3 SI5 XYZ Additional charges on Invoice Original Budget Permanent budget transfer Temporary budget transfer Budget transfer Purchase Order Change Disbursement adjustment Year End Encumbrance Accrual HR Benefit Transactions HR Salary Payroll Transactions Invoice with encumbrance (purchase order) Invoice without encumbrance (no purchase order ex: Direct Payment, Travel Reimb.) Internal Sales (ECU departments billings within ECU Departmental Deposit that feed into Banner (exp. ProCard) Journal Entry Purchase Order Cash Receipt Medical Supplies Storeroom Office Supplies Storeroom Maintenance Supplies Storeroom Miscellaneous Cash Receipt 37
FGIDOCR DOCUMENT RETRIEVAL INQUIRY THIS BANNER ADMIN PAGE DISPLAYS THE DOCUMENT DETAILS. Click on the Home Icon to get the Home Page Search Field Type FGIDOCR in the search field Press 'Enter' 38
FGIDOCR DOCUMENT RETRIEVAL INQUIRY Enter the required parameter: Document number Click Go 39
TO VIEW SPECIFIC ORGN, CLICK FILTER ENTER DESIRED ORGN AND CLICK GO ORGN QUERY RESULTS 41
TO VIEW THE DOCUMENT IN XTENDER To view an Invoice To view a Journal Entry Go to FGIDOCR Go to FGIDOCR Click Click Click B-F-DOCS listed under Applications Click New Query Enter the Invoice Document Number Click Run Click E-FS-JE listed under Applications Click New Query Enter the Journal Entry Number Click Run Xtender B-F-DOCS Security is required. Xtender E-FS-JE Security is required. 42
REVIEW/RESEARCH ENCUMBRANCES OPEN PURCHASE ORDERS AND PRE-APPROVAL TRAVEL Encumbrances should be reviewed monthly to identify purchase orders or Pre-Approval Travel that are missing invoices, receiving is needed in Purchasing Port, or if the encumbrance should be liquidated. Liquidation instructions on slides 54 and 55. Pay vendors in a timely manner to avoid late fees Be in good standing with vendors Be good stewards of the University's Credit Score Encumbrances will roll forward to the next fiscal year Current data for financial reports 43
FGIOENC-ORGANIZATIONAL ENCUMBRANCE LIST THIS ADMIN PAGE LIST OPEN PURCHASE ORDERS. Click on the Home Icon to get the Home Page Search Field Type FGIOENC in the search field Press 'Enter Encumbrance list open purchase orders and pre-approved travel requests that have not been paid. 44
FGIOENC ORGANIZATIONAL ENCUMBRANCE LIST Chart is defaulted to E Fiscal Year is defaulted to 19 Enter required parameters: FUND and ORGN ***NOTE: FUND and ORGN are out of order Click Go 45
OPEN ENCUMBRANCES/PURCHASE ORDERS FORMAT To View Encumbrance/Purchase Order Details, Select the desired Purchase Order Click , Click Query Detail Encumbrance Info (FGIENCD) 46
FGIENCD- DETAIL ENCUMBRANCE ACTIVITY THIS ADMIN PAGE LIST PURCHASE ORDERS DETAILS. Click on the Home Icon to get the Home Page Search Field Type FGIENCD in the search field Press 'Enter' 48
FGIENCD- DETAIL ENCUMBRANCE ACTIVITY Enter required parameter: Purchase Order number Click Go 49
