Finance. Training. Self Service Banner (SSB)

Transcription

1 Training Finance Self Service Banner (SSB) 2009 Ivy Tech Community College. All rights reserved. This documentation is proprietary information of Ivy Tech Community College and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of Ivy Tech Community College. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. Prepared By: Ivy Tech Community College 50 West Fall Creek Parkway North Drive Indianapolis, Indiana Version 2.0 November 2011

2 Contents Introduction... 3 Learning Objectives... 4 Section 1: Finance Self Service Introduction... 4 Chart of Accounts Structure... 7 FOAPAL - Fund Code... 8 FOAPAL - Organization Code (Org) FOAPAL - Account Code FOAPAL - Program Code Review Questions Answers Accessing Banner Self-Service Finance Section 2: Queries About Banner Self Service Queries Performing a Budget Query Viewing Pending Documents Payroll Expense Detail query Other Features Performing an Encumbrance Query Deleting a Finance Template Review Questions Answers Section 3: Approve and View Documents Approvals Process Approving Documents Viewing Documents Viewing Scanned Images Review Questions Answers Banner Finance Self Service (SSB) 2 v. 2.0 November 2011

3 Introduction Workbook goal The goal of this self study workbook is to provide you with the knowledge to perform budget, encumbrance, and transaction queries. In addition, if you are an authorized approver, you will view and approve or disapprove a document (invoice/credit memo, journal entry, or fixed asset adjustment). This self study workbook is divided into these sections: Terms and Concepts Self Service Introduction Performing Queries Document viewing and approval Intended audience Staff members who are responsible for document approval and/or accessing budget related information should complete this self study workbook and use it for reference. Workbook revision history VERSION DATE REVISION 1.0 July 2007 Initial release workbook 1.1 July 2007 Added revision history and controls. Other miscellaneous changes that don t affect procedures. 1.2 Sept Updated accessing SSB through Campus Connect. Added clarifications to Budget Queries, Approval Processing, & Document Viewing. Clarified Chart of Accounts Structure and added Account Types. Added Deleting Query Templates. 1.3 Jan Added Viewing Scanned Images, Added check run information in the Approvals Process section. 1.4 Feb Clarification of BXS log in instructions 1.5 Dec Added Viewing Payroll Expense Detail Dec Updated access to SSB through Campus Connect 2.0 Nov Added viewing Pending Documents, Updated Fund Structure Banner Finance Self Service (SSB) 3 v. 2.0 November 2011

4 Learning Objectives After completing this self study workbook, you will be able to: 1. Understand terms and concepts associated with Finance Banner Self Service 2. Understand the Chart of Accounts Structure 3. Execute budget and encumbrance queries using the Self Service module 4. Understand the approvals process and how to approve a document 5. Understand how to view a document Section 1: Finance Self Service Introduction Purpose The Finance Self Service system allows you to query budget information, query encumbrance information, approve/disapprove documents and view documents. Your access to the forms and queries is controlled by security established for the entire Banner Finance system. Forms In Self Service, you will have the following functions available: Budget Status by Account query Budget Status by Organizational Hierarchy query Budget Quick Query Payroll Expense Detail query (only if authorized) Encumbrance Query Approve Documents View Documents Delete Finance Template eprint Repository (Instructions are located in the Finance eprint Workbook) Banner Finance Self Service (SSB) 4 v. 2.0 November 2011

5 Terms & Concepts TERM Account Accounted Budget Adopted Budget Adjusted Budget Available Balance Banner Security Budget Adjustment DESCRIPTION A numeric or alpha/numeric designation for individual asset, liability, fund balance, revenue, expenditure and transfer account classifications. Not applicable to Ivy Tech Budget originally authorized for the fiscal year Adopted Budget +/- Budget Adjustments Adjusted Budget minus year-to-date expenses minus commitments. Your access in Banner is generally limited to that which you need to see in order to complete your job functions. Budget dollars transferred between Organizations within a fiscal year. Chart Ivy Tech Community College = C. Commitments Data-Enterable Level Document Code Encumbrances The total of both reservations and encumbrances. Ivy Tech does not use Banner reservations. Level at which transactions are actually entered and posted. For example: VP Finance Office or General Counsel Office A reference number assigned for each transaction. Funds set aside to cover a purchase order. Fiscal Period Identifies the months of the fiscal year, beginning with Example: July = fiscal period 01; August = fiscal period 02; February = fiscal period 08; entire year = fiscal period 14. Fiscal Year Fund Grant Codes Hierarchal/Non-Data Enterable Level Operating Ledger Organization Defined 12 month period used for financial reporting and activity. Ivy Tech s fiscal year is July 1 June 30. The Fiscal Year field in SSB is YYYY. An alpha/numeric designation for a self balancing set of accounts in which transactions are recorded. See Chart of Accounts section for further detail. Used to identify a fund or group of funds to be rolled together for reporting on a cumulative basis (cumulative across fiscal years). Transactions may not be entered and posted at this level. Reporting may occur at this level for summary information. For example: School Fine Arts and Design will summarize all programs within that school. Posted transactions for revenue and expense account codes. A numeric designation for departmental/budgetary subdivisions. This refers to whom or what office controls the budgets. Banner Finance Self Service (SSB) 5 v. 2.0 November 2011

6 Posted Transactions Transactions that are recorded in the financial records of the college. Does not include those that are incomplete or pending approval. Pending Documents/Transactions Query Reservations Temporary Budget Wildcards Wildcards Banner Year to Date Transaction that are not posted because they are incomplete or in Banner approval queues. To make a request for information from a database. Not applicable to Ivy Tech One-time budget adjustments that were not in the Original budget. Wildcards take the place of one or more characters that you do not know in a query. A wildcard tells Banner to search for unspecified characters (letters or numbers). There are two wildcard symbols used in Banner. The percent sign ( % ) indicates an unlimited number of characters. The underscore ( _ ) indicates a single character. Actual revenues and expenses incurred to date for the fiscal year Banner Finance Self Service (SSB) 6 v. 2.0 November 2011

7 Chart of Accounts Structure Purpose This section should serve as a quick reference when using Finance Self Service and provide the necessary global understanding of the Chart of Accounts structure at Ivy Tech. Fund Accounting Ivy Tech Community College uses Fund Accounting for financial reporting purposes. Fund Accounting is a method of segregating resources into categories, (i.e. funds) to identify both the source of revenues and the use of funds. It provides a means to demonstrate accountability and stewardship (i.e. did we use the funds in the manner for which they were intended?) CHART OF ACCOUNTS: Chart Code: 1 digit Alpha College C FOAPAL refers to the accounting codes used with the Chart of Accounts Each of the letters in FOAPAL is a separate code within Banner as follows: LETTER CODE NAME F Fund Code O Organization Code A Account Code P Program Code A Activity Code (Used only with authorization by the EDF) L Location Code (Fixed Asset Module Only) Ivy Tech will use the first 4 codes, which is referred to as FOAP, to process a transaction. Each code is a 4-6 digit alpha/numeric field. Banner Finance Self Service (SSB) 7 v. 2.0 November 2011

8 FOAPAL - Fund Code Purpose The fund code identifies a self-balancing set of accounts. Funds maintain the transaction detail for assets, liabilities and net assets, as well as summary information for revenues, expenses, encumbrances, and budgets. A fund serves to reflect the source of revenues which determines the nature of the expenditures within the fund. Ivy Tech s Chart of Accounts structure for Fund Code is as follows: F (Fund Code) structure Fund Code is six digits-alpha and Numeric. 1st Digit Identifies the type of Fund Type of Fund Examples Digit 1 G _ A _ General Fund General Operating funds Bookstore Operating funds W _ Gen. Fund Corp. College Corporate College D _ A _ Auxiliary Fund Medical/Dental Self Insurance Parking Lots R _ Restricted Grants Perkins F _ Financial Aid Unrestricted Institutional Pell L _ Loan Fund Ivy Tech Foundation provision P _ Plant Fund New Construction; Repair/Rehab Q _ Quasi-Endowment Interest on Endowment Y _ Agency Funds Student Clubs; Payroll Taxes Banner Finance Self Service (SSB) 8 v. 2.0 November 2011

9 2nd and 3rd Digits Regional identifier for G - General Funds, D Bookstore Funds, W - WED Funds, A - Auxiliary Funds and Y - Agency Funds Digits 2 & 3 _ 11 _ Gary _ _ South Bend Fort Wayne Lafayette Kokomo Muncie Terre Haute Indianapolis Richmond Columbus Madison Evansville Sellersburg Bloomington _ 90 _ Central Office All other fund codes do not have a site identifier. NOTE For consistency the same numbering scheme will be used in the description field associated with the number. Banner Finance Self Service (SSB) 9 v. 2.0 November 2011

10 4th Digit Site identifier for G - General Funds, A - Auxiliary Funds, and Y - Agency Funds Digit 4 _ 111 Gary The same numbering scheme will be used in the description field associated with the number. For example G13100 = 131 Fort Wayne General OP Fund. _ 112 _ 113 _ 114 _ 121 _ 122 _ 123 _ 131 _ 141 _ 151 _ 153 _ 161 _ 162 _ 163 _ 171 _ 181 _ 191 _ 201 _ 211 _ 212 _ 221 _ 231 _ 241 _ 901 _ 902 Valparaiso East Chicago Michigan City South Bend Warsaw Elkhart Ft. Wayne Lafayette Kokomo Logansport Muncie Anderson Marion Terre Haute Indianapolis Richmond Columbus Madison Lawrenceburg Evansville Sellersburg Bloomington Central Office Banner Finance Self Service (SSB) 10 v. 2.0 November 2011

11 5th and 6th Digits Sequential numbers Digits 5 & 6 Will be assigned sequentially at Central Office Example Fund Codes Region 1 Gary Operations Fund G11100 (111 Gary General OP Fund) Region 3 Fort Wayne Bookstore Fund A13101 (131 Fort Wayne Bookstore) Region 8 Lawrence Capital Interest PH0004 (181 Lawrence Cap Interest) Banner Finance Self Service (SSB) 11 v. 2.0 November 2011

12 FOAPAL - Organization Code (Org) The organization code identifies a unit of budgetary responsibility and/or department within the College. It is normally used to define who spends the money. These codes maintain the transaction detail for budgets, revenues, and expenses. This code will identify the Region, Site, Administrative Department, School, Program and Concentration. We will be accounting for academic expenses down to the concentration level. O (Org Code) structure Org code is 6 digits - all numeric 1st and 2nd Digits Regional identifier for G - General Fund, A - Auxiliary Fund and Y - Agency Funds Digits 1 & 2 11 Gary 12 South Bend 13 Fort Wayne 14 Lafayette 15 Kokomo 16 Muncie 17 Terre Haute 18 Indianapolis 19 Richmond 20 Columbus 21 Madison 22 Evansville 23 Sellersburg 24 Bloomington 90 Central Office All other funds do not have a site identifier. NOTE For consistency the same numbering scheme will be used in the description field associated with the number. Banner Finance Self Service (SSB) 12 v. 2.0 November 2011

13 3rd Digit Site identifier is used with these fund types: Operations, Auxiliary, and Agency. Digit _ Gary The same numbering scheme will be used in the description field of the number. For example, = 141 Facilities Office (in Lafayette) 112 _ Valparaiso 113 _ East Chicago 114 _ Michigan City 121 _ South Bend 122 _ Warsaw 123 _ Elkhart 131 _ Ft. Wayne 141 _ Lafayette 151 _ Kokomo 153 _ Logansport 161 _ Muncie 162 _ Anderson 163 _ Marion 171 _ Terre Haute 181 _ Indianapolis 191 _ Richmond 201 _ Columbus 211 _ Madison 212 _ Lawrenceburg 221 _ Evansville 231 _ Sellersburg 241 _ Bloomington 901 _, 902 _ Central Office Banner Finance Self Service (SSB) 13 v. 2.0 November 2011

14 4th through 6th Digits Sequential numbers Digits 4 through 6 Will be assigned sequentially at Central Office Example of Organization codes = Region 7 Terre Haute Site Finance Office = Region 12 Evansville Site Human Resources Office Banner Finance Self Service (SSB) 14 v. 2.0 November 2011

15 FOAPAL - Account Code The account code identifies objects, such as general ledger accounts (assets, liabilities, and net assets) as well as the operating ledger accounts (revenue, expense and transfers). Transfers will be used in lieu of fund additions and deductions. A (Account Code) 4 6 digits - Alpha/Numeric. Most are 4 digits. General Ledger: 1st Digit A _ Assets L _ N _ X _ Liabilities Net Assets Control Accounts Operating Ledger: 1st Digit 1 _ Revenues 2 _ Labor and Benefits Expense 3 _ Supplies and Other Services Expense 4 _ Capital Expense 5 _ Plant Expense 6 _ Indirect Costs 7 _ Auxiliary Cost of Goods Sold and Depreciation Expense 8 _ Nonoperating Expense 9 _ Transfers Out Digit 2 Digits 3 through 6 Is used to designate different types of revenue and expense Example: 5 within Supplies and Expense = Travel i.e = Travel In State Will be sequentially assigned at Central Office Banner Finance Self Service (SSB) 15 v. 2.0 November 2011

16 Account Types The Account Type codes provide a way to report in summary method account codes that have commonalities. One or more accounts will summarize within each account type. Only Account Types # 50 and higher may be queried in Self Service because Self Service only reports Revenues and Expenses. 2 Digits Numeric or Alpha/Numeric Account Types 50 All Revenue (summarizes 51-5Z) 51 Student Tuition and Fees Revenue 52 Federal Grants and Contracts Revenue 53 State/Local Grants & Contracts Revenue 54 Nongovernment Grants & Contracts Revenue 56 Sales/Srvcs Educ Deprts. Revenue 57 Auxiliary Revenue 58 Other Operating Revenue 59 Overhead Recovery 5N 5Z Nonoperating Revenue Transfers In 60 All Labor & Benefits (summarizes 61-68) 61 Full & Part Time Salary Budget 62 Full Time Salaries and Wages 63 Part Time Salaries and Wages 64 Workstudy Salaries and Wages 68 Benefits 70 All Non Labor Expenses (summarizes 71-8Z) 71 Contractual Non Employee Svcs 73 Supplies and Other Services 75 Travel 76 Leases 77 Utilities Banner Finance Self Service (SSB) 16 v. 2.0 November 2011

17 78 Scholarships and Fellowships 79 Work One 7C 7D 7E 7G 7J 7L 7M 7N 8Z Capital Expense Plant Expense R & R Plant Expense New Construction Indirect Costs Auxiliary Cost of Goods Sold Depreciation Amort of Defd Loss on Refunding Nonoperating Expense Transfers Out Banner Finance Self Service (SSB) 17 v. 2.0 November 2011

18 FOAPAL - Program Code The program code is used as a functional classification of transactions across organizations and accounts. The program code is based on the nature of the organization code. Ivy Tech will use the program code to classify transactions in accordance with the National Association of College and University Business Officers (NACUBO) definitions for Instruction, Public Service, Academic Support, Student Services, Plant Operations, Scholarships and Fellowships and Administrative Support. This information is a required note within the College s financial statements. P (Program Code) 6 digits - Alpha/Numeric Digits 1 through 3 ACA Academic Support ADM AUX DEP INS PLT PUB SCH STU Administrative Support Auxiliary Services Depreciation Instruction Plant Public Service Scholarships/Fellowships Student Services Digits 4 through 6 Will be sequentially assigned at Central Office Banner Finance Self Service (SSB) 18 v. 2.0 November 2011

19 Review Questions Use the information you have learned in this workbook to complete this self check activity. QUESTIONS AND ANSWERS Question 1 The first 3 digits of the Organization code identify what? A. Winning lottery numbers B. Area code of the site C. Region and Site Question 2 The Fund Code for a General Operating Fund starts with what? A. G B. B C. C Question 3 Supplies and Other Services Expense account codes start with what? A. 7 B. 8 C. 2 D. None of the above Question 4 The Chart of Accounts code for Ivy Tech Community College is what? A. I B. X C. C D. T Banner Finance Self Service (SSB) 19 v. 2.0 November 2011

20 Answers QUESTIONS AND ANSWERS Q QUESTION 1 The first 3 digits of the Organization code identify what? A C Region and Site Q A QUESTION 2 The Fund Code for a General Operating Fund starts with what? A - G Q QUESTION 3 Supplies and Other Services Expense account codes start with what? A D None of the above. They start with a 3. QUESTION 4 Q. The Chart of Accounts code for Ivy Tech Community College is what? A. C - C Banner Finance Self Service (SSB) 20 v. 2.0 November 2011

21 Accessing Banner Self-Service Finance Demonstration of Logging into Self Service STEP ACTION 1 Open your Web browser. 2 Type the following URL addresses listed below in the address bar. Finance SSB is accessed through Campus Connect. Campus Connect is available from any computer (on or off campus) with internet access. Banner Finance Self Service (SSB) 21 v. 2.0 November 2011

22 Step Action 3 After you enter your Campus Connect ID and Password, you will be on the Home tab of Campus Connect. In the My Ivy Tech channel, you will see the Finance SSB Menu link. Click this link. Step Action 4 You will then see the Self Service tabs for Banner that are available to you. Click the Finance tab. Banner Finance Self Service (SSB) 22 v. 2.0 November 2011

23 5 View the Finance Self Service Main Screen. Banner Finance Self Service (SSB) 23 v. 2.0 November 2011

24 Section 2: Queries Purpose The purpose of this section is to enable you to use the available query functions in Banner Self Service. Intended audience Staff members who use the Banner Self Service to query budgetary information and query encumbrance information should complete this section of the workbook. Objectives At the end of this section, you will be able to execute queries using the Self Service module. About Banner Self Service Queries Banner Fund and Organization (Org) Security You will only be able to view Funds and Orgs for which your regional Executive Director of Finance (EDF) or Business Office Manager has provided authorization. If you have questions regarding your fund/org security, please contact your regional EDF or Business Office Manager. Downloading Query Data to a Spreadsheet You can download budget query data to a Microsoft Excel spreadsheet and then edit it, according to your reporting needs. Saving Queries as templates This functionality enables you to save the query and retrieve it later for quick reference or customizing. You can save a query as a template on each screen. Each time a query is saved, only the information entered up to that point is saved. You can enter a query and save it on each screen under a different name, creating several templates, each with its own detail or path. Shared and Personal Queries Personal Queries A Personal query can be accessed only by the creator of the query. A Personal query can be deleted. Use the Delete Finance Template link to delete your personal templates. Shared Queries All users may access queries defined as shared. It is not recommended that queries be shared for this reason. Shared queries cannot be deleted. Banner Finance Self Service (SSB) 24 v. 2.0 November 2011

25 User-calculated columns The detail screen provides the capability to add user calculated columns to a query. The user calculated column allows you to do the following with any two Operating Ledger Columns: Add, Subtract, Multiply, Divide, or get a percentage Choose where they should be displayed Name them User-calculated columns that are in a query or saved template may be: removed saved added User Calculated columns cannot be downloaded into Excel because they are just calculations. Banner Finance Self Service (SSB) 25 v. 2.0 November 2011

26 Performing a Budget Query Purpose The Budget Query option permits you to access information to determine your Budget Status. The following information shows your viewing options. You can download to a Microsoft Excel spreadsheet using the Finance Self-Service queries option. Types of Queries You may build or retrieve three types of budget and expense queries: Budget Status by Account View organization detail by account for organizations at the data-enterable level. Drill-down capability provided. If authorized, Payroll Expense Detail is also viewable from this query. Requests for payroll expense view access are reviewed by the EDF or Business Office Manager upon submission by the Supervisor. The Status of Transactions In Process page (pending documents) is viewable from this query. Budget Status by Organizational Hierarchy View summarized budget information using data-enterable or non data-enterable (hierarchical) organization or account codes. Drill-down capability provided. The Status of Transactions In Process page (pending documents) is viewable from this query. Budget Quick Query View summarized budget information for data-enterable organizations. No drill-down capability provided. The Status of Transactions In Process page (pending documents) is viewable from this query. Payroll Expense Detail View detail of labor expenses and benefit expenses only if authorized. Requests for payroll expense view access are reviewed by the EDF or Business Office Manager upon submission by the Supervisor. Banner Finance Self Service (SSB) 26 v. 2.0 November 2011

27 Budget Status by Account Use this query to view organization detail by account for organizations at the data-enterable level. Drill-down capability provided. Payroll Expense Detail is also viewable from this query for authorized viewers. The Budget Status by Account option allows you to review budget information by the following: Fiscal Period July = fiscal period 01; August = fiscal period 02; February = fiscal period 08; entire year = fiscal period 14. Year to Date Fiscal Year is July 1 June 30. For example July 1, 2008 through June 30, 2009 would be fiscal year FOAPAL Combinations: Specific FOAPAL values, A Specific Organization, All Organizations (data-enterable level), Grant, Fund Type, Account Type, Revenue Accounts Demonstration - Budget Status by Account NOTE: Budget Status by Account is the only budget query demonstrated. Budget Quick Query and Budget Status by Organizational Hierarchy are similar and follow the same concepts. STEP ACTION 1 Return to Finance Self Service Main Menu. 2 Click Budget Queries from the Finance Menu to navigate to the Budget Query Page. Banner Finance Self Service (SSB) 27 v. 2.0 November 2011

28 STEP ACTION 3 Above the "Create Query" button; click the drop-down Type menu to view values. Type Choices Select Budget Status by Account to view budget information for organizations detailed by account. Select Budget Status by Account to view budget information for dataenterable organizations detailed by account. Payroll Expense Detail is also viewable from this query for authorized viewers. Only gross pay and benefit expense information is viewable. Select Budget Status by Organizational Hierarchy to view summarized budget information using actual or hierarchical organization or account codes. Select Budget Quick Query to view summarized budget information for dataenterable organizations. This does not work with hierarchical organization or account codes. 4 Click the Create Query button after selecting a query type. 5 Check the appropriate checkboxes for your desired query. Banner Finance Self Service (SSB) 28 v. 2.0 November 2011

29 STEP ACTION 6 Enter a name for your query in the Save Query As field (optional). NOTE: Do not use the following non-standard characters in your query name. They are the semicolon (;), slash (/), ampersand (&), at sign (@), and question mark (?). It is preferred that you not check the Shared checkbox. Shared queries can be viewed by all users and not restricted to select users. 7 Click the Continue button. NOTE: If you receive the warning that you are about to overwrite an existing template, be sure it is your template. Please do not overwrite another s template. Banner Finance Self Service (SSB) 29 v. 2.0 November 2011

30 STEP ACTION 8 Enter the appropriate parameters for your query. Select your desired fiscal year and period. NOTE: Enter C for Chart of Account. You must enter either a valid organization or a valid grant code to retrieve any data. If you do not know the code(s), you may search for them by clicking the appropriate button. In this example, we will search for the Organization code so click the Organization button. Banner Finance Self Service (SSB) 30 v. 2.0 November 2011

31 STEP ACTION 9 The Lookup screen appears. You can search on either Organization Criteria or Title Criteria or both. In this example we will search for both. NOTE: If you are searching in Production, you will need to search for codes you are authorized to view. You may not be authorized to view these specific codes in these examples. In Organization Criteria, you will search for the code which begins with your 3 digit site identifier (reference the Chart of Accounts section of this document). Use % as a wildcard. In Title Criteria, you will search for the actual description of the code. We will search for the Finance department, so enter %Finance%. It is recommended that you change the Maximum rows to return to 100 or more so that you may view more results. Click Execute Query. Banner Finance Self Service (SSB) 31 v. 2.0 November 2011

32 STEP ACTION 10 The Lookup results are returned in no particular order. Click the blue highlighted code of the one you wish to select. If none appear to be correct, click Another Query or Exit without Value. 11 The results are returned back to your query parameter screen. Enter additional parameters as needed. 12 Save Query as to save the query parameters up to this point for reuse (optional). IMPORTANT: Do not use the following non-standard characters in your query name. They are the semicolon (;), slash (/), ampersand (&), at sign and question mark (?). Banner Finance Self Service (SSB) 32 v. 2.0 November 2011

33 STEP 13 Click the Submit Query button. ACTION 14 The page will refresh and display the results of your query along with the parameters that were selected. 15 If you are authorized to view labor and benefit expense detail, those account numbers will be in blue. When you hover the mouse over it they will appear as a hyperlink and change to red. Banner Finance Self Service (SSB) 33 v. 2.0 November 2011

34 16 Click an account number hyperlink to view detail for one account at a time. Or click the Payroll Expense Detail button to view detail for all accounts. 17 The results are displayed. For confidentiality reasons only the Column Titles for the detail are displayed in this demo. Banner Finance Self Service (SSB) 34 v. 2.0 November 2011

35 Budget Status by Organization Hierarchy The Budget Status by Organizational Hierarchy option allows users to review budget information for organizations on a hierarchical level. Comparisons between fiscal years and fiscal periods may be done. Options Hierarchical Structure Specific Funds, high-level Organizations, Accounts, and Programs Fund Type Account Type Revenue Accounts The levels of this type of query include the following detail: Organization Query Levels Organizational Hierarchy Account Types (Reference Chart of Accounts Structure) Account Detail, Transaction Detail Document Detail View the Document. NOTE: Budget Status by Account is the only budget query demonstrated. Budget Quick Query and Budget Status by Organizational Hierarchy are similar and follow the same concepts. Banner Finance Self Service (SSB) 35 v. 2.0 November 2011

36 Budget Quick Query Use the Budget Quick Query to review budget information by Adjusted Budget, Year to Date, Commitments, and Available Balance by: specific FOAPAL/Index values a specific organization (data-enterable level) grant, or revenue accounts. The levels of this type of query do not allow any type of query for: Account Detail, Transaction Detail, Document Detail, or View the Document. NOTE: Budget Status by Account is the only budget query demonstrated. Budget Quick Query and Budget Status by Organizational Hierarchy are similar and follow the same concepts. Banner Finance Self Service (SSB) 36 v. 2.0 November 2011

37 Viewing Pending Documents This query displays transactions which are pending for a specific Fund, Org, Account, and Program, and shows the budgetary impact of those pending transactions. Pending transactions are those which are any status other than posted. This query can be used within the Budget Status by Account, Budget Status by Organizational Hierarchy, and the Budget Quick Query. Demonstration Viewing Pending Documents NOTE: Budget Status by Account is the only query demonstrated for purposes of viewing pending documents. Budget Quick Query and Budget Status by Organizational Hierarchy are similar and follow the same concepts. STEP ACTION 1 Return to Finance Self Service Main Menu. 2 Click Budget Queries from the Finance Menu to navigate to the Budget Queries page. 3 Above the "Create Query" button; click the drop-down Type menu to view values. 4 Select Budget Status by Account and click Create Query. Banner Finance Self Service (SSB) 37 v. 2.0 November 2011

38 5 Check the columns you wish to view on your report then click Continue. 6 Enter your fiscal year & period and FOAP criteria. Instructions for searching for FOAPAL codes & for saving queries may be found in the Budget Status By Account example above. If any one of these FOAP elements is not entered: Fund, Org, Account, or Program, you won t be able to view the Budget Control Keys and the Available Balance Summary related to the pending documents. Although you will be able to view the pending documents for that specific FOAP, if any. Pending Documents cannot be viewed if a Grant Code is used. However, you can use the Fund and Org associated with a grant. Click Submit Query once you ve entered your desired criteria. Banner Finance Self Service (SSB) 38 v. 2.0 November 2011

39 7 The report is displayed with the columns you selected in step 5. If there are pending documents, the message Pending documents exist will be displayed. To view the pending documents, click the View Pending Documents button. 8 The Pending Document List is displayed near the middle of the page. These are the pending documents that are affecting the budget pool for the FOAP you queried. The Document Code number is displayed and can be clicked to view details of that transaction. The Status will also be displayed for each pending document and definitions are as follows: To Be Posted Document is currently going through the posting process in Banner. In Approvals Document is in Banner approval queue(s). Disapproved Document disapproved in Banner queue(s) reverted back to incomplete staus Incomplete Document has not been Completed by user. Error Orphan record due to system error; should ve been removed by the system. Undefined Document with an undetermined status. Note: If an Error record with any amount other than $0 is identified, contact your regional Business Office. The regional Business Office may then contact the Finance System Administrator. This is crucial for those regions/funds that utilize the hard budget stop. Banner Finance Self Service (SSB) 39 v. 2.0 November 2011

40 9 If the status is In Approvals, click the words In Approvals to display pending required approvers and approvals history. If the status is Disapproved, click the word Disapproved to view who disapproved the document. 10 If you entered Fund, Org, Account, & Program in step 6, the Budget Control Keys & Available Balance Summary will be displayed at the bottom of the screen. The Budget Contol Keys is the FOAP holding the budget for the FOAP entered at the begining of the query. The Control Keys FOAP is where the system checks budget availability for a transaction. Keep in mind a budget pool account holds budget for multiple accounts. The Available Balance Summary includes pending transactions for ALL accounts associated wih the Budget Control Keys. So, the Pending Amount in the Avaliable Balance Summary may not agree with the Total in the Pending Document List. That is the case in this example: Pending amounts in parenthesis ( ) indicate budget availability has been reduced by that amount. Pending amounts not in parenthesis indicate budget availability has been increased by that amount. The Available Balance in the Available Balance Summary is the amount the system is looking at to determine if sufficient budget is available when a transaction is entered. If you wish to view all pending documents which are included in the Pending Amount, make a note of the Account shown in the Budget Contol Keys for use in step To view all pending transactions for a budget pool, return to step 6 and leave the account field blank and continue with the subsequent steps. Banner Finance Self Service (SSB) 40 v. 2.0 November 2011

41 12 Use this table to determine which accounts are controlled by which budget pool account. Budget Pool Description Accounts 2000B Full and Part Time Salaries and Benefits P Sup(plies) Exp and Travel Comb B Contract Non-Employee Services B Supplies and Expense B Travel B Lease B Utility B Student Aid B Capital B Plant B Cost of Goods Sold B Interest Expense Budget Pool Account 3000P is a combined budget pool for 3100B, 3300B, and 3500B. For example: If a transaction is entered to account 3501 and there is not enough available budget in 3500B, the system will look at the combined available budget in 3100B, 3300B, and 3500B (which is pool account 3000P). 13 View the Pending Document List and reference the above table to determine which transactions are affecting your available budget. Banner Finance Self Service (SSB) 41 v. 2.0 November 2011

42 Payroll Expense Detail query Use the Payroll Expense Detail query to view detail of labor expenses and benefit expenses only if authorized. Requests for payroll expense view access are reviewed by the EDF or Business Office Manager upon submission by the Supervisor. Demonstration Payroll Expense Detail query STEP ACTION 1 Return to Finance Self Service Main Menu. 2 Click Budget Queries from the Finance Menu to navigate to the Budget Query Page. 3 Above the "Create Query" button; click the drop-down Type menu to view values. 4 Select Payroll Expense Detail to view gross pay and benefit expense information for an organization code or grant code. 5 Click the Create Query button after selecting a query type. Banner Finance Self Service (SSB) 42 v. 2.0 November 2011

43 STEP ACTION 6 Enter the appropriate parameters for your query. NOTE: Enter C for Chart of Accounts. Select your desired fiscal year and period. You must enter either a valid organization or a valid grant code to retrieve any data. If you do not know the code(s), you may search for them by clicking the appropriate button. Instructions for parameter searching are provided in the Budget Status by Account demo starting in step 8. 7 If you would like to create a personal template for the query, instructions are provided in the Budget Status by Account demo starting in step 6. 8 Click the Submit Query button. Banner Finance Self Service (SSB) 43 v. 2.0 November 2011

44 STEP ACTION 9 The page will refresh and display the results of your query along with the parameters that were selected. For confidentiality reasons only the Column Titles for the detail are displayed in this demo. Banner Finance Self Service (SSB) 44 v. 2.0 November 2011

45 Other Features Downloading a report to Excel Other options include Downloading the report to an excel spreadsheet. Select Download Selected Ledger Columns to only download the columns you have selected in your original budget query (columns checked shown below). If you select Download All Ledger Columns, you will download all columns, not just the ones you had previously checked in your original budget query (columns checked and unchecked shown below). After clicking the desired Download button a dialog box may appear which asks if you want to open or save the file. If open is selected, the report will be displayed in Excel. If save is selected, the Save As menu will display and you may save the report to your computer. Banner Finance Self Service (SSB) 45 v. 2.0 November 2011

46 Add Columns with Calculations You may also add additional columns with calculations as indicated above. Here a column was added to calculate a % of budget available balance to total adjusted budget. See below for results. Drill Down Capability Most of the Finance SSB queries allow users to drill down to additional detail and source documents. Drilling down within a Budget Query by Account is listed for illustration purposes. There are four levels to a Budget Query by Account: Account Detail Transactions Detail Document Detail View the Document Viewers can drill down to more detailed information for any numbers shown in color type. You may click on that particular number and view the detailed information behind that number. Banner Finance Self Service (SSB) 46 v. 2.0 November 2011

47 Demonstration: Steps to View Account Detail. STEP ACTION 1 Click on any number with blue type to view the details behind that number. In this case, we will look at the detail for year to date expenses in View results. Banner Finance Self Service (SSB) 47 v. 2.0 November 2011

48 STEP ACTION 3 Drill Down to the detail of Invoice I by clicking on that document code number. You will see other documents associated with that transaction. 4 Click the Document Code number again to drill down and display more detail. Banner Finance Self Service (SSB) 48 v. 2.0 November 2011

49 Performing an Encumbrance Query Introduction The Encumbrance Query feature of Finance Self-Service allows you to review outstanding Encumbrance information. Additionally, you may enter any FOAPAL values to narrow the selection. You must place values in the Organization or Grant fields to submit a query. Wildcards are permitted in these fields. Remember that access is controlled by Fund/Organization security. When running an Encumbrance Query that includes labor encumbrances, it should be noted that the system may take much longer to return the results than if labor encumbrances were not included. In order to exclude labor encumbrances the Encumbrance Query may be run for specific account types. For a list of account types, reference Chart of Accounts Structure in this workbook. Encumbrance summary report Once the parameters are selected for a particular query and submitted, the Encumbrance query brings back information on the related encumbrances by account. The report displays the following information: Fiscal period, Chart of Accounts, FOAPAL elements, Account, Document Code, Description, Encumbrance information and amounts, Percentage used, and Totals. Document Accounting Distributions screen The following information is displayed on the Document Accounting Distributions page: Fiscal period Chart of Accounts Document number, date and code Transaction description Rule class Encumbrance information and amounts Banner Finance Self Service (SSB) 49 v. 2.0 November 2011

50 Demonstration Encumbrance Query To enter an Encumbrance Query use the following example STEP ACTION 1 Click on Encumbrance Query from the Finance Menu to navigate to the Encumbrance Query Page. 2 Enter appropriate parameters or retrieve an existing query. NOTE You must choose either a valid organization or a valid grant and chart of accounts to retrieve any data. For Code Look Up instructions reference #8 in the Budget Query Demonstration. 3 Click the Submit Query button. Banner Finance Self Service (SSB) 50 v. 2.0 November 2011

51 STEP ACTION 4 View the following Report. 5 To drill down to view activity against the encumbrance, click the Document Code number. In this example, we will click P View the Results. NOTE: An Encumbrance Query cannot be downloaded to Excel. Banner Finance Self Service (SSB) 51 v. 2.0 November 2011

52 Deleting a Finance Template Purpose The Delete Finance Template option permits you to delete a personal finance query template that you previously created. Shared queries may not be deleted. Demonstration Deleting a Finance Template STEP ACTION 1 Return to Finance Self Service Main Menu and select Delete Finance Template. 2 The Enter Parameters screen is displayed. Banner Finance Self Service (SSB) 52 v. 2.0 November 2011

53 STEP ACTION 3 You may either type in the Query Name or search for your saved queries by Type. You may use the % and _ wildcards to search in Query Name. To search by Type click the down arrow and select the type for which you are searching. In this example, we will search by Budget Query type. Click Submit Query. 4 The results are returned. Banner Finance Self Service (SSB) 53 v. 2.0 November 2011

54 STEP ACTION 5 If the desired template is not listed, click Another Query and search again. To delete the template, check-mark the box in the Delete column for the query you wish to delete. Click Delete. 6 Confirmation of deleted template is displayed. You may continue to delete templates if necessary. You may use the links at the bottom of the page to perform budget queries, encumbrance queries, approve documents, or view documents. Banner Finance Self Service (SSB) 54 v. 2.0 November 2011

55 Review Questions Use the information you have learned in this workbook to complete this self check activity. QUESTIONS AND ANSWERS Question 1 What are the types of queries that can be saved as templates? A. Budget Quick Query only B. Budget Status by Organizational Hierarchy only C. Encumbrance Query D. None of the above is true Question 2 All queries can be downloaded to Excel. A. True B. False Question 3 Which type of templates can be deleted? A. Personal B. Shared C. Both Question 4 Which query does not allow drill down capabilities? A. Encumbrance Query B. Budget Quick Query C. Budget Status by Organizational Hierarchy D. Budget Status by Account Question 5 Which query would allow you to view the summarized budget and expenses for all Programs in the School of Business? A. Encumbrance Query B. Budget Status by Organizational Hierarchy C. Budget Quick Query D. All of the Above Banner Finance Self Service (SSB) 55 v. 2.0 November 2011

56 Answers QUESTIONS AND ANSWERS QUESTION 1 Q What are the types of queries that can be saved as templates? A D - None of the Above; All types of queries can be saved as templates QUESTION 2 Q A All queries can be downloaded to Excel. B False. Budget queries can be downloaded. Encumbrance queries cannot. QUESTION 3 Q A Which type of templates can be deleted? A - Personal QUESTION 4 Q A Which query does not allow drill down capabilities? B Budget Quick Query QUESTION 5 Q A Which query would allow you to view the summarized budget and expenses for all Programs in the School of Business? B Budget Status by Organizational Hierarchy Banner Finance Self Service (SSB) 56 v. 2.0 November 2011

57 Section 3: Approve and View Documents Purpose You can approve or disapprove a document in your approval queue using Self Service. Additionally, you can view detailed information about the documents for which you are making a decision. Intended Audience Staff members who use Banner Self Service to view and approve documents. NOTE: Not all users are authorized approvers. Please contact your regional EDF or Business Office if you are unsure. All approvers should log into Self Service on a daily basis to determine if there are any documents which require their approval. Objectives At the end of this section, you will be able to view and/or approve documents using the Self Service module. Approvals Process Vendor Invoices/Credit Memos Invoices are routed to approval queues based on the organization (org) code. If an invoice is coded to one org code it routes to one departmental queue. If it is coded to multiple org codes it routes to each of those departmental queues. The departmental queue approvals are used to: o 1) Verify receipt of goods and/or services; o 2) Verify pricing to determine if it is as anticipated; o 3) Verify invoice/credit memo reflects correct vendor. Invoices are also routed to the Business Office queue (also called Next Queue). The Business Office approval is the indicator that the invoice is okay to pay and the expenditure adheres to Financial Management Manual policies. Only one person in each queue needs to approve the invoice. The invoice will route to all queues at the same time, even the Next Queue. Anyone can approve the invoice at any time. The invoice will not leave the approval process until someone in each queue has given their approval. So, even if the Business Office approves the invoice before someone in the department, the department must still apply their approval. If an individual is in both the department and Business Office queue, they will only need to approve it once. Banner Finance Self Service (SSB) 57 v. 2.0 November 2011

58 If anyone disapproves the invoice, it is disapproved for all and removed from the approval queues. The invoice then goes back into incomplete status and must be resolved by the Business Office or originator. For internal control purposes, Report FZRCMAP displays any invoice/credit memo where the originator is also an approver. This report is viewable in the Finance eprint repository. Vendor Invoices/Credit Memos Once an invoice/credit memo has received all required approvals, and it has successfully posted, it is available for payment. Check runs are processed every business day at the close of business. Any posted invoice/credit memo with a due date through the current date is available for payment. Checks are printed the morning of the next business day and mailed from Indianapolis. Journal Entries (JE) Journal Entries are routed to approval queues based on the journal type (rule code). They are routed to either the regional Business Office queue and/or a Central Office Finance queue. Only one person in each queue needs to approve the JE. The journal entry will route to all queues at the same time, even the Next Queue. Anyone can approve the JE at any time. The JE will not leave the approval process until someone in each queue has given their approval. So, even if the Central Office approves the JE before someone in the Business Office, the Business Office must still apply their approval. If anyone disapproves the JE, it is disapproved for all and removed from the approval queues. The JE then goes back into incomplete status and must be resolved by the originator. For internal control purposes a report is in development to display any journal entries where the originator is also the approver. Fixed Asset Adjustments All Fixed Asset Adjustments are routed to Central Office Finance queues for approval. Only one person in each queue needs to approve the adjustment. If anyone disapproves the adjustment it is disapproved for all and removed from the approval queues. The adjustment then goes back into incomplete status and must be resolved by the originator. Banner Finance Self Service (SSB) 58 v. 2.0 November 2011

59 Approving Documents Introduction The Finance Self-Service Approve Documents Form allows you to approve or disapprove a document (invoice/credit memo, journal entry, or fixed asset adjustment) for which you are an authorized approver. You can submit a document query by one of the following: User ID Document number Documents for which you are the next approver All documents which you may approve Demonstration Document Approval STEP ACTION 1 Click on Approve Documents from the Finance Menu to navigate to the Approve Documents Page. 2 Enter appropriate parameters. Documents for which you are the next approver only includes documents that have received approvals from previous queues. All documents which you may approve includes all documents which require your approval even if they have not received all approvals from previous queues. For example, the Business Office Manager may wish to approve all documents which require their approval if they know they will be out of the office for a while. (Reference Approvals Process above) 3 Click the Submit Query button. Banner Finance Self Service (SSB) 59 v. 2.0 November 2011

60 STEP ACTION 4 You should always review the document prior to approving it. Users should never blindly approve documents. Remember that once an invoice receives all necessary approvals, it will establish a payable which obligates the college. Banner Finance Self Service (SSB) 60 v. 2.0 November 2011

61 STEP ACTION 5 Select the document you would like to review by clicking the blue Document number. The information that was input in Banner for the document will be displayed on the screen. If the document is a credit memo, a Y will appear in the Credit Memo field on the far left side of the screen. 6 After review click the browser Back button to go back to list of documents. Banner Finance Self Service (SSB) 61 v. 2.0 November 2011

62 STEP ACTION 7 If desired, click the History button to view Approvals Required and Approvals Recorded for any document. 8 Click the Approve or Disapprove button depending on your review. One of the following screens will appear. 9 If you wish to disapprove the document, enter an explanation in the comment box. The comment will be helpful to the originator and/or Business Office in resolving the invoice. Click the Approve Document or Disapprove Document button based upon your decision. 10 After you have completed all your approvals, click the Finance tab at the top of the page to return to the main menu. Banner Finance Self Service (SSB) 62 v. 2.0 November 2011

63 Viewing Documents Introduction The Finance Self-Service View Document Form allows you to view detail information about a document (purchase order, invoice, journal voucher or encumbrance). You also have the option to display commodity text for purchase orders, and invoices. Any existing Banner document may be retrieved and viewed by this means. Query Document options: You can submit a document query by any of the following: Document type Document number Submission number Change sequence number Displaying Commodity Text Types of Text Item Text Commodity Text There are two kinds of text that can be associated with a commodity item on the Requisition and Purchase Order: item text and commodity text. Item and Commodity Text Item Text Item Text is ad hoc text that is entered by the end user for any given item, which can be used with or without a commodity code. The text is only stored for that item in that specific document, much like document level or header text. Item text can be associated with a commodity item on requisitions and purchase orders. Commodity Text Commodity Text is standard wording that is appended to a commodity code description. Commodity Text can be associated with a commodity item on requisitions and purchase orders. Banner Finance Self Service (SSB) 63 v. 2.0 November 2011

64 Viewing Options Online Printed Each type of text can be viewed online only and/or printed on the document, depending on the radio button you select on the View Document page. Demonstration Viewing Documents STEP ACTION 1 Click on View Document link from the Finance Menu to navigate to the Document Page. 2 Select type of Document. If known, enter a document number in the Document Number field. If not known, leave Document Number blank. NOTE In the Reference Number field, you can enter the Higher Markets (HM) Purchase Order # to search for the PO in Banner Finance Self Service. (The HM PO # will be different from the Banner PO #). This only applies to HM requisitions that received all their approvals and synced over to Banner finance. Banner Finance Self Service (SSB) 64 v. 2.0 November 2011

65 STEP ACTION 3 Click the View Document button to view that document. 4 To view additional documents, click the View Document link at the bottom of the page. Banner Finance Self Service (SSB) 65 v. 2.0 November 2011

66 STEP ACTION 5 To view approvals associated with a document, select the document type, enter the number, and Click the Approval History button. NOTE: This only applies to documents that received their approvals within Banner Finance: Invoices and Journal Entries. 6 View the results. 7 To view additional documents, click the View Document link at the bottom of the page. Banner Finance Self Service (SSB) 66 v. 2.0 November 2011

67 STEP ACTION 8 If you wish to browse through documents of a specific type, select it in the Choose Type field and click the Document Number button to navigate to the Document Lookup field. 9 Enter the desired search terms in the fields, and click the Execute Query button to generate a list of all matching documents. At least one of the starred fields is required to execute a query. Banner Finance Self Service (SSB) 67 v. 2.0 November 2011

68 STEP ACTION 10 Click a Document Number to select and view the document; click the Exit without Value button to return to the View Document page; or click the Another Query button to return to a (blank) Document Lookup page. Banner Finance Self Service (SSB) 68 v. 2.0 November 2011

69 Viewing Scanned Images Introduction The Finance Self-Service View Document Form also allows a user to display any scanned images which were scanned into Banner Finance as supporting documentation for the Banner Document. An example of a scanned image would be the vendor s invoice which was used to input the Banner invoice for payment. Not all regions may be using this functionality. Contact your regional Business Office if you have are unsure. System Access Any user who wishes to view scanned images in Banner, must have authorized access to the Banner Xtender Solutions Module (commonly called BXS). The BXS-Imaging authorization form is found on Infonet on the Information Security tab. It is listed under Forms. The user should check option BXS_B-F-DOC_viewprint to view Banner Finance images. Fund/Organization Code Security This functionality utilizes the fund/org security established in INB Banner Finance. So if a user doesn t have fund/org access for the FOAP used on the invoice, the user won t be able to view the scanned image either. Banner Finance Self Service (SSB) 69 v. 2.0 November 2011

70 Demonstration Viewing Scanned Images STEP ACTION 1 Click the View Document link from the Finance Menu to navigate to the Document Page. 2 In the Choose type field select the type of document you wish to view. In this illustration, we will select Invoice. Enter the document number in the Document Number field. The Banner Invoice Numbers may be noted in your approval queues or when reviewing your budget status. NOTE: The Invoice number is the Banner Invoice number, not the vendor s invoice number. Click the View document button. STEP ACTION Banner Finance Self Service (SSB) 70 v. 2.0 November 2011

71 3 The View Document Screen Appears. The link to view the scanned image is Display Documents which is located in the Invoice Header section. Click the Display Documents link. 4 If the BXS log in appears, SSB users (those who don t ever access INB) need to enter your BXS ID and password (which will be sent to you from the Information Security department of Indianapolis) and click Login. (INB users who request BXS access 2/1/10 or later will be provided a BXS ID and password. INB users who had BXS access prior to 2/1/10 will log in with their INB Banner ID and password.) If you have any problem logging in, please submit a help desk ticket. Banner Finance Self Service (SSB) 71 v. 2.0 November 2011

72 5 If there are any scanned images for that document, they will be displayed. 6 To view additional scanned images, do not close the BXS page. Return to SSB Finance and start with step 2 above. Your BXS log-in may time out, so you may need to reenter your ID and password. Banner Finance Self Service (SSB) 72 v. 2.0 November 2011