Banner System Architecture, Basic Concepts & Terms: Chart of accounts: Commonly called FOAPAL s

Transcription

1 City College of San Francisco Banner Finance Training Flex Day Introduction Before we start with the BANNER Finance forms, it is necessary to review basic finance concepts. Understanding these concepts clarify your comprehension of Banner Finance. Banner System Architecture, Basic Concepts & Terms: Chart. This refers to the BANNER chart of accounts, or FOAPAL. FOAPAL. This is a Banner acronym for Fund, Organization, Account, Activity, and Location. The table below summarizes these data relationships in Banner. Each field in explained in following pages: Chart of accounts: Commonly called FOAPAL s Fund Type Fund Organization Account Program Activity Location 2 digit field 6 digit field 4 digit field 4 digit field 4 digit field 2 digit field 2 digit field All Fields Are Alphanumeric Operating Ledger: Revenue & Expense General Ledger: Assets, Liabilities & Fund Balances Encumbrance Ledger: Encumbrance Information Grants Ledger: Revenue & Expense

2 Fund Type. (FGRFNDH): A fund type represents particular groupings of funds. The Fund type allows you to make your queries more dynamic. Specifically, it facilitates macro level reporting and query. Function of the fund type will be demonstrated in the later sections. Here are our fund types are the following: 11. General Fund Unrestricted 12. General Fund Restricted, Grants 13. General Fund, Unrestricted, Payroll Clearing 14. General Fund, Reserved Departmental Accounts 21. Special Revenue Funds, Child Development 22. Special Revenue Funds, Cafeteria 41. Capital Projects, Restricted 42. Capital Projects, Restricted, Series 1997A and 1999A 43. Capital Projects, Restricted, COPS 51. Enterprise Fund, Bookstore 61. Internal Service Fund, Self Insurance 71. Trust / Agency Fund, Financial Aid 72. Trust / Agency Fund General Trust Funds 73. Trust / Agency Fund Associated Students 74. Trust / Agency Fund, Scholarship 75. Trust / Agency Fund, Co-Curricular 81. General Long-Term Debt Account Group, Debt 82. General Long-Term Debt Account Group, Vacations 97. General Fixed Asset Account Group Fund. (FGRFNDH): Represents specific locations within the Colleges accounting system where your money is held. A fund may represent the General Fund, grants/projects, College Bookstore, etc. The purpose of a "FUND" is to facilitate the measurement of the inflow and outflow of money for a defined purpose. In the case of SFCCD the "purpose" can be defined by our Institution's educational objectives via the Education Code, the State Chancellor's office, our board of Trustee's, our Chancellor and other designees, Federal, State and Local legislation and law, the electorate, etcetera. Accounting Principals and District policies exist as standardized methodologies used to ensure that the measurement objectives set by a ruling authority are carried out accordingly. Refer to Attachment A Organization. (FGRORGH) Represents a department. Each organization code may have moneys budgeted in several Funds. Note: CCSF budgets at the fund+organization+pooled account level. In general, each section that establishes and manages a budget will have an organization number. Each organization number may have budgets in different funds. For example,

3 the hotel/restaurant organization has funds budgeted in both the Unrestricted fund and the Cafeteria fund. Refer to Attachment B Account. (FGRACTH) Represents either balance sheet (general ledger) or income statement (operating ledger) item. In this class and for these examples we are working with the operating and encumbrance ledgers. Refer to Attachment C Program. (FGRPRGH) The program structure is based upon the NACUBO and State Chancellor s Office reporting standards. The program codes are generally divided into instructional and non-instructional (administrative/support) categories Instructional Activities 6xxx Instructional Administration 61xx Instructional Support Service 62xx Admissions and Records 63xx Student Counseling and Guidance 64xx Other Student Services 65xx Operation and Maintenance of Plant 66xx Planning, Policymaking, and Coordination 67xx General Institutional Support Services 68xx Community Services 69xx Ancillary Services 7xxx Auxiliary Operations 71xx Physical Property and Related Acquisitions 72xx Long Term Debt and Other Financing 73xx Transfers, Student Aid, and Other Financing Refer to Attachment D Activity. (FGRACTV): Designates your expenditure as either: C-Credited Programs N or NC-Noncredited Programs S-Support Programs Location. (FGRLOCH) The location code is used to track fixed assets. Fiscal year. In BANNER, two numbers indicate the fiscal year. For example, fiscal year is fiscal year 02; fiscal year is fiscal year 03, etc. We are in fiscal year '09' now.

4 Document Codes: Document codes represents the code assigned to various accounting transactions. It helps identify what kind of transaction we are looking at. The document code has a two-character prefix with a five digit numeric string (e.g., POA2177 in today's example). A partial list of document codes and their meanings are listed below: RQ-Requisition PO-Purchase Order IP-Payment of Purchase Order DP-Direct Payment (Very rare) TP-Term Purchase Agreement VP-Payment of Term Purchase Agreement CT-Construction Contract CP-Payment of Construction Contract PS-Personal Service PP-Payment of Personal Service TO-Travel Order IT-Payment of Travel Order PC-Petty Cash MI-Mileage Reimbursement LA-Lease agreement LP-Lease payment FOR ACCOUNTING DEPT USE ONLY: JV-Journal Voucher TR-Transfer. Transfers are used to record transfers between funds. AB-Adopted Budget RB- Revised Budget GU or F- Automated 'FEED' transactions. CR-Cash receipts J Original Budget of Restricted Fund SFCCD BANNER sign on screen Banner GUI versus Internet Native Banner (INB) Logins: o Banner GUI is a direct local network connection Versus o INB is an Intranet Connection o o Click link in red, Banner INB Production o Select a server: Either one will work o Login with username and password, then enter/connect

5 Banner Menu Screen Finance by Example BANNER allows you to review financial information on various screens, or forms. Within each form, you move in sections, or blocks. In general, solid grey lines separate blocks. Each block has fields in which to specify criteria relevant to your department.

6 A new concept to some experienced BANNER users would be the wildcard character, or % sign. This enables you to query user-defined criteria to pull information only YOU want to see. The % sign may be used in all of the forms described below. We will practice using the wildcard character in our exercises. Here is the standard Departmental Menu: Drop Down Menu & Departmental Menu FGIBDST FGIBDST allows you to review the status of your budget. Once in the form, type in the data in the first block for your department. Press the Tab key to move from field to field. If you need to back up, press Shift-Tab to move backwards. Once finished, press the Control and Page Down keys at the same time to go to the next block. All these command are available by mouse and drop down menu too. Once you re in the bottom block, use the arrow keys to move up and down. If you choose to look at your amounts in more detail, use the up or down arrow keys to highlight the row you want to see the details for and click Transactions Detail Information in the Options window. This will give you the detail of the account.

7 Budget Status Format: For most budget managers, the budget status format will be all the finance you will need to know. BUDGET ACTUAL COMMITTMENTS AVAILABLE BAL. Salaries $ 1,000, $ 500, $ 500, Benefits $ 20, $ 5, $ 15, Supplies $ 40, $ 15, $ 20, $ 5, Equipment $ 50, $ 30, $ 20, $ - Budget: Budget represents the adopted budget for your organization +/- any budget revisions. Remember the revised budget transfer form in the Appendix. This form should be used for all budget revisions to your department. Actual: Actual represents, in general, invoices or employees paid. To keep this column current, all invoices must be sent to the Business Office on a timely basis. Commitments: Commitments (or encumbrances) represent purchase orders, contract orders, travel orders, in process. This column will decrease when a)

8 an invoice is paid or 2) the commitment canceled. This also should be a reminder that Direct Payments are greatly discouraged. Available Balance: Available balance = budget-actual-commitments. Amounts in this column should never be negative. If so, a budget transfer should be generated to eliminate the deficit. If the entire account group is negative, the District may shift funds from another part of your budget to cover the loss. Deficit spending will not be allowed. Balance Sheet: The balance sheet represents how much your grant/project is worth at any particular point in time. For balance sheets, Assets-Liabilities = Net Worth. Only directors involved with grants and projects will need this statement. VBALSHT is the paper report and FGITBAL is the online form. FWBOPAL FWBOPAL allows you to review the status of your budget. You CAN NOT drill down with this form. This is an in house form by major account summary. Once in the form, type in the data in the first block for your department. Press the Tab key to move from field to field. If you need to back up, press Shift-Tab to move backwards. Once finished, press the Control and Pager Down keys get to the next block and populate the form. Use tabs to navigate the form.

9 FGIOENC FGIOENC allows you to review all commitments (or encumbrances) relating to your fund and organization. Once you ve entered the form, type in the data relevant to your department. Then press the Control and Page Down keys for next block. If you want, you may click Query Detail Encumbrance Info in the Options window to get more detail on the specific commitment. This brings you to the FGIENCD form, which details the original encumbered amount, +/- modifications, payments against the encumbrance, and available balance.

10 GJAPCTL This is the report submission screen. You can use this to print reports or to write data to files. I purposely placed the reports for FOAPAL in parentheses above (FGRFNDH). Let's run some reports. Additional Banner Forms for your reference: See next page

11 FTMVEND (Vendor Maintenance Form) FAIVNDH (Vendor Detail History) F5 function key (New go to Banner Window)

12 BANNER REPORTS VMASGFC Budget Status Report Major Account Summary Example: 1000, 2000, 3000, etc. VFOASFR Budget Status Report Account Summary Example: 1120, 1220, 1322, etc. VFOASFO Budget Status Report Account Summary (by org) Example: org , 1220, 1322, etc. VFOASF9 Budget Status Report Account Summary (by program) Example: prog , 1220, 1322, etc. ZGRSFB1 Payroll and Benefits Expense Report Includes: FOAPA, name, SSN, Posn, gross, fringes, per payperiod VFODFFR Budget Status Report (Detail) Includes: FOAPA, document #, transaction date, description, budget, actual, encumbrance/commitment, balance amounts VENCRPT Finance Open Encumbrance Report Includes: FOAPA, document #, vendor, enc date, balance For quarterly reports: - FWBOPAL (print screen) - VFOASFR o As needed: VFOASFL (FOAPA), VFOASFO (Org), VFOASF9 (Prog) - ZGRSFB1 - VFODFFR - VENCRPT

13 PURCHASING TOPICS Researching Purchasing Questions in Banner Start : Main Banner Menu Start here. Click on the item you want or enter screen names directly: FOIDOCH, FPIPURR, etc.

14 FOIDOCH: To answer questions about is my order processed, payment status, and general questions: Enter PO in upper left, then Tab to reach upper right corner. Enter POxxxxx and hit Next Block. Select options in left task bar (or under Options, in tool bar) to view details about PO#. This is a short cut to reach FPIPURR. If PO is not valid, try FPIOPOV (instructions to follow) to search for a PO by vendor name. Now, try to look up PO46665 and POB4207.

15 FPIPURR screen: To check ship to or individual items on PO Input PO, then Next Block. Screen will look like below. To get to Ship To info.: Next Block, then use arrow keys to get down to Shipping Info. and other parts of the purchase order. Line Item screen: To check individual items on PO From PO Header Screen (above), hit Ctrl/Page Down to bring up details on ship to, vendor and items. To select one for more details, click on Item Text on the left side of screen. Next block or Ctrl/Page Down to view details. Screen will look like below.

16 To reach next item on PO, arrow key down to next item and repeat. After exhausting your banner research, please contact the following: Grant funded reqs Fund Type 12(your respective fund accountant) Child Dev fund Fund Type 21 (Pauline Hee) Construction fund Fund Type 40 (Yuqi Tan, or Eric Wong) Unrestricted Gen Fund Fund Type 11 (Cheryl Santos or Art Valdez) Cafeteria Fund Type 22 (Cheryl Santos or Art Valdez) Note: If there are issues with your requisitions, you will hear from the following people above. After reviewing budget, funding, etc., each respective party will forward to Purchasing or A/P for processing. Also, for status of your requisitions, you should be able to query and answer your own questions by looking at banner. You re now experts!!!