BAN 103. Querying Self Service Banner 9 (SSB) Finance via SeaNet

Transcription

1 BAN 103 Querying Self Service Banner 9 (SSB) Finance via SeaNet

2 Purpose The purpose of this training manual is to give users an introduction to Banner Finance Self Service (SSB) at UNC Wilmington. Self Service Banner is a user friendly Banner interface used to research and extract information from the Banner Finance module. The instructions included in this manual are intended to assist you in obtaining information regarding budgets, revenues, expenditures and encumbrances for your areas of fiscal responsibility. Security settings limit the Funds and Organizations visible and users may only view transactions for which they have obtained secured access. If your access is limited and you need more assistance, please contact the Banner Finance Access Analyst at ext In order for users to understand the different features available in Self Service Banner, it is helpful to include a number of definitions for terms used throughout this document. Banner INB This is the Banner system that most users are accustomed to using; at UNCW, you may also know it as Banner/Hawkeye. INB stands for Internet Native Banner. Banner SSB Self Service Banner can be used for certain functions in a streamlined and more user friendly format. It is typically accessed through the MySeaport portal or SeaNet link on the UNCW intranet. Please note that the functionality in certain areas is more limited than that in Banner INB. Fiscal Year Runs July 1st through June 30th of each year. Fiscal Period Each month in the fiscal year is considered a fiscal period. For instance, Period 01 is July, Period 02 is August, etc. to Period 12 which is June. You will also see periods 13 and 14, which are used for year-end reporting purposes and selecting these will not affect any of your queries (it will just pull through the end of period 12). FOAP Combination of Fund, Organization, Account and Program codes used in Banner Finance. Log On/Off Banner Finance Self Service (SSB) can be accessed using the SeaNet link on or through MySeaPort. Log On Self Service through SeaNet: 1. The Seanet URL is located in the left column of the Faculty & Staff page of the UNCW Intranet: Page 1 of 15

3 2. Click on Secure Login for Faculty, Staff and Students Page 2 of 15

4 3. Enter your User ID and PIN, click Login. This will bring you to the Main Menu in Self Service. Note: Your User ID is your Banner ID beginning with 85 (85XXXXXXX). The first time you log in, your PIN number will be your 8-digit date of birth (MM-DD-YYYY). After logging in, you will be required to update your password to a new 6 digit number. The password must contain all numeric characters. 4. Select the Finance tab at the top, or Financial Information from the Main Menu. Log Off: To log off Self Service Banner select Exit. Note: If there is no activity for several minutes your session will time-out and you will have to login again. Log On Self-Service through MySeaPort: 1. Open Microsoft Internet Explorer. 2. Enter the following URL, 3. Enter your User Name and Password. This is the same User Name and Password that is used for your Click Login. Page 3 of 15

5 5. Click the SeaNet icon. 6. Select the Finance tab at the top, or Financial Information from the Main Menu. Page 4 of 15

6 Banner Finance Self Service Banner Finance Self Service (SSB) differs from Internet Native Banner (INB) in drill down capabilities, query types and functions. SSB is most frequently used for budget queries and to view documents by type. As with all Banner systems, your ability to query financial information is based upon your security privileges. The Finance menu has the following options: Banner 9 Finance Self Service is the Banner interface UNCW began using in March It will take you to an interface link where you will have access to the Budget, Encumbrance, and Document queries mentioned below. Budget Queries allows users to review budget information, compare fiscal periods and years, and download query data to an excel spreadsheet. This is a Banner 8 version of the query and will not be available after October Encumbrance Query allows users to review outstanding encumbrance information. This is a Banner 8 version of the query and will not be available after October View Document allows authorized users to view detail information about a purchase order, invoice, journal voucher or encumbrance. This is a Banner 8 version of the query and will not be available after October Note: The menu on the top of the screen allows users to switch between modules. The menu at the bottom of the screen allows users to click between Finance menus. Page 5 of 15

7 Banner 9 My Finance Query The latest version of SSB allows users to access queries from a Favorites menu, Saved Query menu, Shared Query menu, as well as begin a new query from scratch. Banner 9 features My Finance Query. Your Favorite queries will show up on the first/welcome page. You can also view all Saved queries and Shared Queries by clicking on those headings. (We do not recommend using shared queries or sharing your own queries as they become PUBLIC to everyone with SSB access and can be altered) It is recommended to save and favorite queries that you will use often, to allow for easy access to those queries. If you wish to use a favorite or saved query, click on that query. Otherwise you will use the New Query function. Page 6 of 15

8 CREATING A NEW QUERY To create a new query click on New Query in the upper right corner. A pop up with query options and parameters will appear. Select the type of query you want to create. Your five options are: The three Budget Query options permit users to access the same operating ledger information you would review in Banner using the Organization Budget Status Form (FGIBDST) or Executive Summary Form (FGRBDSR). Users can save their queries and retrieve them later for quick reference or customizing. These queries will allow you to: Quickly generate real-time budget vs. actual reports for your organization Design and save queries as templates that meet your specific needs and can be edited and used again Easily drill down to see the detail behind summary figures Produce inception-to-date grant expenditure status Download all or selected columns to Excel for further analysis Page 7 of 15

9 Users may build or retrieve three different kinds of BUDGET queries: Query Type Purpose Specify Period? Budget Status by Account Budget Status by Organizational Hierarchy Budget Quick Query Review budget information by account for the Fiscal Period and Year to Date by: Specific FOAP, Specific Organization, All Organizations, Grant, Fund Type, Account Type, or Revenue Accounts. There are four levels to a Budget Query by Account: Account Detail, Transactions Detail, Document Detail, and View the Document. Similar to FGIBDST (Organization Budget Status) screen in Banner INB 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 Review budget information by Adjusted Budget, Year to Date, Encumbrances, and Available Balance by specific FOAP, Organizations or Grants. Allow Computations Download? Drill Down Capability Yes Yes Yes From amount, to transaction detail, to document, to document accounting distribution Yes Yes Yes From a higher level Organizational code (non 5 digit code) to lower level codes, to a data enterable (5 digit) code. No No Yes None Page 8 of 15

10 Parameters for Budget Queries Except for the Budget Quick Query, every Budget query will ask users to choose from the following Operating Ledger Data. For Budget Quick Queries, no parameter page is displayed. The ledger fields in the following list that are marked with an asterisk (*) are displayed in the Query Results section of a quick query. On the pop up screen where you select your type of query, you will see a list of parameters. You will need at least these options to be populated to run Budget Status by Account and Budget Status by Org Hierarchy: o Query Type o Chart (Always Select W) o Fund (not needed on Budget Status by Org Hierarchy) o Organization o Program o Fiscal Year o Fiscal Period (On Budget Status by Account/Org this pulls any Fiscal Period to date that you select.) Page 9 of 15

11 Those are the required paramaters. You also have the option of including a comparison fiscal year and period: You can select all or some of the columns of data available. The following are the most useful columns and what is normally displayed on screens like FGIBDST. Column descriptions below. Adopted Budget Budget allocation given at the beginning of the Fiscal Year or when the fund is established for general funds and budgeted trust funds. All unbudgeted trust fund budget entries are classified as adopted. Budget Adjustment: Any permanent additions or reductions made to the Adopted Budget. *Adjusted Budget: This is the Adopted Budget plus or minus any Budget Adjustments. Details on actual transactions can be obtained by drilling down on this field. Temporary Budget: Adopted Budget entries that are one time in nature. These will not roll over into a new year. Accounted Budget: Accounted budget is the same as Adjusted Budget. *Year-to-Date: Year-to-date activity. This represents actual revenue and expenses posted. Encumbrances: This amount is equal to all open encumbrances, such as purchase orders, salary encumbrances, telephone encumbrances and special project encumbrances. Reservation: Setting aside of budget. Generated by purchase requisitions. Not applicable at UNCW. *Commitments: Equal to the total budget set aside for future obligations. Commitments are only made up of Encumbrances only at UNCW. *Available Balance: Remaining balance available to spend. This column cannot be drilled down. (Adjusted or Accounted Budget Year-to-Date Commitments) Page 10 of 15

12 Available Balance Available Balance can be found by running either the Budget Status By Account query or the Budget Quick query. (When using the Budget Status By Account option make sure that the Available Balance column is selected.) Look for the row containing the Report Total (of all records) in the Available Balance column. This query will provide the same information as FGIBDST. This report does not give available balance by pool. The only way to view available balance by pool is to use FGIBAVL in INB. More on the Three Budget Queries The Budget Status by Account is useful when querying on individual funds. To query at an organizational (summary) level, choose the Budget Status by Org Hierarchy query. Leave the Fund and Program fields blank and enter any 2-5 digit Org code that you have access to. All other parameters are required the same as the examples above. Other Parameters: Activity Code and Location Code are not used by UNCW. Commitment type should always be ALL. Fund Type and Account Type parameters are not normally used by campus at UNCW. You have the option to include/exclude revenues in your budget queries. When you SUBMIT your budget query, the results display: Page 11 of 15

13 Helpful options on top right: Edit Query Save Query View Query Parameters Share Query Add Computed Colums Download Results Edit Query: Edit your query parameters Share Query: Not recommended makes query public Save Query: Option to name and save query. Option to add query to Favorites page. View Query Parameters: Quick peek at the parameters you entered for current query. Add computed Columns: Options to perform computations on multiple columns and insert into results. Download Results: Downloads your query results into a.csv file. Dollar amounts within your query in BLUE are drill down links and will take you to transaction detail. Page 12 of 15

14 Clicking on the blue document codes in blue will take you to a PDF of document postings (debits and credits) this may depend on your Banner Org Security Encumbrance Query The Encumbrance Query allows users to view encumbrance information by account for specified FOAPAL parameters (Fund, Organization, Account, and Program). The "Organization" or "Grant" fields are required to submit a query. The Encumbrance Query is similar to the online forms FGIOENC (Organizational Encumbrance Listing) or FGIENCD (Query by PO#). 1. Select NEW QUERY. 2. Select Encumbrance Query. 3. Enter Required Parameters (you may query by Fund/Org/Prog OR just ORG): a. Chart b. Fund c. Org d. Program e. Status of Encumbrances you wish to see (open, closed or all) f. Fiscal Year g. Fiscal Period 4. Submit Page 13 of 15

15 Encumbrance results displayed with same save/download options as budget queries. Click on blue document code link to see more information about encumbrance documents. View Document Query *Viewable documents may be limited by your Org security 1. To run the View Document Query you will need to click on this icon on the main screen: 2. Select type of document from drop down list: Page 14 of 15

16 3. Enter your Document number here: 4. Then click View Document 5. PDF will be generated, click Open or Save Banner 8 Self Service is still available. See course materials for BAN103-Banner 8 SSB for more information. Page 15 of 15