MAINTAIN BUDGET AND REPORT ON BUDGET ADHERENCE

Transcription

1 MAINTAIN BUDGET AND REPORT ON BUDGET ADHERENCE TBR Service Center Description: Each month the TCAT Fiscal Coordinator should perform a budget-to-actual review to ensure that actual revenue collections are materializing as projected and actual spending will remain within the amount budgeted. There are a variety of inquiries and reports available in Banner to accomplish this review, including FGIBDSR, FGIBDST, FGIBAVL, FGIBSUM, FGRBDSC, and FGRODTA. Banner inquiries return information faster and allow you to drill down to the transaction level while Banner reports give more of an overall view and allow you to share results with others. The steps below will demonstrate a few of the inquiries and reports available to you, but do not assume that the ones demonstrated below are preferred over the other reports. Try running different reports until you retrieve the information needed in a format you prefer. Table of Contents Step 1. TCAT Finance Staff Review Reports... 2 A. Review the Executive Summary Form... 2 B. Review the Transaction Detail Report... 3 C. Query the Organizational Budget Summary Page... 7 D. Run Budget Status (Current Period)... 8 Service Center Training Maintain Budget and Report on Budget Adherence Process Manual Page 1 of 13

2 Step 1. TCAT Finance Staff Review Reports A. Review the Executive Summary Form At each month end, TCAT Fiscal Coordinators may run the Executive Summary Form (FGIBDSR) to ensure that operating costs are not exceeding available budget. The Executive Summary Page (FGIBDSR) lets you query for the highest level of the account structure hierarchy for adjusted budget, year-to-date activity, budget commitments and available balance for selected fund, organization, account, and program combinations. This inquiry provides a higher level of the same information provided in Organization Budget Status (FGIBDST). 1. Go to the FGIBDSR screen in Banner Note: This page will only show approved or posted transactions 2. Enter the Chart of Accounts that you want to query in the Chart field a. This field may default based on the user profile (FOMPROF) 3. Enter the fiscal year that you want to query in the Fiscal Year field. a. This is a two-character field 4. Check the Query Specific Account checkbox if you want to query a single account or a single account type. a. If you check this box, then Account code or Account Type is required 5. Check the Include Revenue checkbox if you want to review information for revenues a. If you check this box, the total of Budget Availability will be NULL since revenues should offset expenses 6. Select the type of encumbrances to review in the Commit Type field 7. Enter the organization you want to query in the Organization field 8. Enter the fund code you want to query in the Fund field 9. Enter the program code you want to query in the Program field 10. Enter the account code you want to query in the Account field 11. Click Go Service Center Training Maintain Budget and Report on Budget Adherence Process Manual Page 2 of 13

3 12. The data will populate on the screen 13. Navigate to the Related menu and select Transaction Detail Information (FGITRND) to access additional query forms supporting the detail on this page 14. Click Exit B. Review the Transaction Detail Report At each month end, TCAT Fiscal Coordinators may run the Transaction Detail Report (FGRODTA) to ensure that operating costs are not exceeding available budget. This report provides details on all transactions and can be retrieved by fund, organization, range, or a combination of these variables. 1. Go to the FGRODTA screen in Banner 2. Click Go Service Center Training Maintain Budget and Report on Budget Adherence Process Manual Page 3 of 13

4 3. Enter DATABASE in the Printer field 4. Enter the following parameters a. Fiscal Year: Enter the 2-character code for the designated fiscal year b. Chart of Accounts: Enter the 1-character code for the designated chart of accounts c. From / To Organization Code: Enter the organization codes to be reported (optional) d. From / To Fund Code: Enter the fund codes to be reported (optional) e. From / To Account Code: Enter the account codes to be reported (optional) f. From / To Date: Date from which information to run the report will be gathered 5. Complete the Submission Section a. Click the Save Parameter Set as checkbox b. Enter a name and description in the Name and Description fields c. Select Submit 6. Click Save 3 5a 5b 5c 7. A pop-up message will display the job submission number for the report log and list file names 8. The file name is in the following format: process_number.type a. Process is the name of the report run b. Number is the process number of the report run c. Type is the type of file created (.log for Log and.lis for List) Service Center Training Maintain Budget and Report on Budget Adherence Process Manual Page 4 of 13

5 9. Navigate to the Related menu and select Review Output (GJIREVO) to view the report TBR Service Center 10. Enter FGRODTA in the Process field a. This field specifies the name of the job previously run 11. Enter the process number from the previous pop-up message in the Number field a. This field specifies the number of the job 12. Click on the on the File Name line to view the available output files a. The output files will be in the format: database_process_number.type 13. Select the file for your process with the.lis suffix to display the report output Service Center Training Maintain Budget and Report on Budget Adherence Process Manual Page 5 of 13

6 14. Click Go 15. The report populates on the screen 16. Use the Tools option in the Navigation pane to select Show Document (Save and Print File) Service Center Training Maintain Budget and Report on Budget Adherence Process Manual Page 6 of 13

7 17. A pop-up message asks if you want to display in browser, click Yes to continue 18. A webpage will launch with your data. If you want to save, follow browser print steps or save as txt file 19. Click Exit C. Query the Organizational Budget Summary Page You can use the Organizational Budget Summary Page (FGIBSUM) to query the organizational account status at an account type summary level. The financial information is displayed at the internal account type within the fund and organization combination for adjusted budget (i.e., adopted budget plus or minus budget adjustments), yearto-date activity, budget reservations, and available balance. 1. Access the FGIBSUM screen Note: This page will only display posted transactions. 2. Enter the 1-character code for the chart of accounts that you want to query in the Chart of Accounts field 3. Enter the 2-character code for the fiscal year that you want to query in the Fiscal Year field 4. Enter the organization you want to query in the Organization field 5. Enter the fund code you want to query in the Fund field 6. Select the type of encumbrances to review (Both, Uncommitted, or Committed) in the Commit Type field Select Go Service Center Training Maintain Budget and Report on Budget Adherence Process Manual Page 7 of 13

8 8. Review the results of your query 9. Navigate to the Related menu and select Transaction Detail Information (FGITRND) to access additional query forms supporting the detail on this page 10. Click the Exit icon D. Run Budget Status (Current Period) The Budget Status Report (FGRBDSC) for the Current Period subtotals by revenues, salary, benefits, and M&O pooled accounts. This report also displays by organization total for revenues, personnel, and operating expenditure. This report can be used for a snap shot of an organization s current budget status. If more than one organization is requested in the parameter, then the report will provide a grand total. 1. Go to the FGRBDSC screen in Banner 2. Click Go Service Center Training Maintain Budget and Report on Budget Adherence Process Manual Page 8 of 13

9 3. Enter DATABASE in the Printer field 4. Enter the following parameters a. Fiscal Year: Enter the 2-character code for the designated fiscal year b. Chart of Accounts: Enter the 1-character code for the designated chart of accounts c. From Fund Code: To review a range, enter the first fund code of the range. Otherwise, leave this field blank d. To Fund Code: To review a range, enter the last fund code in the range. If you want to review one specific fund, enter the fund code. Otherwise, leave this field blank to review all funds e. From Organization Code: To review a range, enter the first organization code of the range. Otherwise, leave this field blank f. To Organization Code: To review a range, enter the last organization code in the range. If you want to review one specific organization, enter the organization code. Otherwise, leave this field blank to review all organizations g. From Account Code: To review a range, enter the first account code of the range. Otherwise, leave this field blank h. To Account Code: To review a range, enter the last account code in the range. If you want to review one specific account, enter the account code. Otherwise, leave this field blank to review all accounts i. As of Date: Date from which information to run the report will be gathered. In this case, enter the last date of the month j. Include Accrual Period: To view accrual for the period enter Y(es), otherwise enter N(o) k. Print Report Totals: To view a total enter (Y)es, otherwise enter (N)o l. Print Net Totals: To view net total enter (Y)es, otherwise enter (N)o m. Commitment Type Indicator: Leave blank to view ALL commitment types n. Print Zero Amount Lines: Y or N Depends on what the user wants. 5. Complete the Submission Section a. Click the Save Parameter Set as checkbox b. Enter a name and description in the Name and Description fields c. Select Submit 3 5a 5b 5c Service Center Training Maintain Budget and Report on Budget Adherence Process Manual Page 9 of 13

10 6. Click Save 7. A pop-up message will display the job submission number for the report log and list file names a. The file name is in the following format: process_number.type b. Process is the name of the report run c. Number is the process number of the report run d. Type is the type of file created (.log for Log and.lis for list) 8. Navigate to the Related menu and select Review Output (GJIREVO) to view the report Service Center Training Maintain Budget and Report on Budget Adherence Process Manual Page 10 of 13

11 9. Enter FGRBDSC in the Process field a. This field specifies the name of the job previously run 10. Enter the process number from A pop-up message in the Number field a. This field specifies the number of the job 11. Click on the on the File Name line to view the available output files a. The output files will be in the format: database_process_number.type TBR Service Center 12. Select the file for your process with the.lis suffix to display the report output 13. Click Go Service Center Training Maintain Budget and Report on Budget Adherence Process Manual Page 11 of 13

12 14. The report populates on the screen 15. Use the Tools option in the Navigation pane to select Show Document (Save and Print File) 16. A pop-up message asks if you want to display in browser, click Yes to continue Service Center Training Maintain Budget and Report on Budget Adherence Process Manual Page 12 of 14

13 17. A webpage will launch with your data. If you want to save, follow browser print steps or save as txt file 18. Click Exit Service Center Training Maintain Budget and Report on Budget Adherence Process Manual Page 13 of 13