It s Money That Matters

Transcription

1 It s Money That Matters Or Where did my budget go? BNNR 8201 Money In Motion Budget Forms FGIBDST FGIBAVL Budget Transfers Concepts Simple and Complex Finding and fixing problems Where to get help Basic Rules for Class Don t hesitate to ask a question! I may not have a ready answer, but will find it for you later! Help your neighbor! We re all in this together, so if you see someone needs help, lend a hand! Follow along as much as you can! The only way to learn it is to DO it! 1

2 Help, I m lost! Lost? Let me know you re lost and we ll try to get you back with the group as quickly as possible. All new software has a learning curve! I ll be understanding if you get lost! I have HOW much? Direct Access is the quickest way to ANY Form: The first budget form is FGIBDST F inance G eneral ledger I nquiry BDST = BuDget STatus FGIBDST details actual, posted budget expenditures. Go directly to Organization! Entering your Organization code brings in defaults. Using Account Code shows all expenses. Fields have a List of Values available ( ) Uncheck Revenue Accounts! Once you have the FOAPAL, Next Block! 2

3 What s it mean? Account is a code describing where your money is budgeted to and is subsequently spent. Adjusted Budget Amount budgeted for fiscal year plus or minus any budget adjustments. YTD Activity money spent so far this fiscal year. Commitments money committed to be spent. Available Balance Adjusted Budget amount less YTD Activity and Commitments. Details or the BIG Picture? Enter the Account code And you will get ONLY account numbers greater than the one you ve entered. (This is why we use ) Enter an Account Type And you get detail for all accounts within the type. (Like doing 72% on a search) Note that you can use either of the two options above, but NOT both. A Closer Look at Acct Type Use the Account Type to focus on a particular expenditure type such as 71 (Supplies) Other Expenditure Account Types are: 72 (Travel) 73 (Contractual Services) 74 (Capital Outlay) 75 (Student Aid) 76 (Utilities) 77 (Depreciation) 78 (Debt Service) 79 (Construction Projects) 3

4 One Line At A Time Each line represents a budgeted amount and displays Year to Date spending, pending approved expenditures and the remaining balance. The Net Total Available Balance for the Account Type is displayed at the bottom right. One Line, Three Options! Option 1: F3 or - Detail FGITRND detail transactions related to this line item Note that you can scroll within the center panel! One Line, Three Options! Option 2: F4 or - Encumbrances FGIOENC listing of related transactions with committed funds. 4

5 One last option Option 3: Shift-F2 or - Summary The big picture, a summary of budget values. FGIBDST vs. FGIBAVL Think of FGIBDST as a bank statement Once a transaction is recorded, it s history Pending (not posted) transactions aren t shown Think of FGIBAVL as your checkbook You ve written down all your transactions Some of them haven t made it to the Bank Unfortunately, it s also summarized to one line. What s available? FGIBAVL includes amounts still pending approval or in suspense. Banner assumes all these transactions WILL be completed someday. Note that your FOAPAL has followed you! 5

6 What s what & what it means Account & Title Help you identify the overall budget. Adjusted Budget The current budgeted amount (original budget + or any budget adjustments) YTD Activity How much has been spent. Commitments All pending expenses for the account. Available Balance The balance available to be spent. Guesstimations The biggest problem with FGIBAVL is that it shows no detail at all. Completed transactions are in YTD Activity. Pending transactions (both posted and unposted) are in Commitments. Remaining balance is in Available Balance. So How do I move all that money around? The Journal VouCher Quick Form: FGAJVCQ! You know what to do Start a new Journal Voucher: Next Block (Ctrl + Page Down) Note that Today s Date defaults as the transaction date. 6

7 How Much? The Document Total must be the TOTAL of all money being redistributed. If you re moving $500, then you re really entering that $500 TWICE during the course of the transaction, right? So you d put $1000 into Document Total! Documenting Why The Document Text option allows you to document why you re moving money. This opens FOATEXT where you can enter your supporting text. Save and Exit when done. Did I say it d be easy? This is easier than it looks, trust me Notice we have a Document Number: First rule NEVER enter a Sequence No. Tab past it Enter Journal Type BDTR, Budget Transfer! 7

8 Defaults are our friends! Enter your Organization code. The Fund and Program should default in, but can be changed! Move to the Account field. Enter the account we re moving money FROM Move to the Amount field How much are we moving? $ Note: You can also use Percent to fill in the amount. It s the % of the Document Total that you want in this sequence. Note we end up here: Debits n Credits Money LEAVING a FOAPAL is Minus Money ENTERING a FOAPAL is + Plus This time set the Debit/Credit Indicator to - Minus Completing the Details ALL transfers must have a Description! Add YOUR User ID to the description. There is a 35 character limit on the description. Tab to Bank Code CO And finally Use Budget Period 01 8

9 Halfway there! We re ready to Save (F10) our changes! Note the Status field changes! Now we need to tell Banner where to PUT the money we re moving. Usually not much changes, so let s copy this record! Step AWAY from the copy machine! Making a copy of the record is easy! First insert a new record: F6 or ( ) Then Copy the previous record INTO the new record: F4 or from the menu: Record, Duplicate Note we end up here again: Again, NEVER enter a Sequence. Tab out of the field and let Banner do it! Money goes IN Tab to the Account Code Most transfers will be at this level. Change it to the new Account Code This time set the Debit/Credit Indicator to + Plus We re ADDING money to this account. Once that s done, Save (F10)! Once it s saved 9

10 Divide and Conquer! You can split up the money you re moving! You can move money to & from more than one FOAPAL Create more transaction sequences. (Insert records) Need to see a summary of the transfer? From Options, select: for FGIJSUM Shows you what you ve entered for the transfer so far. Note that unsaved records don t show up! Just be sure it all adds up! (FGAJVCQ) (FGIJSUM) = Woops! If you miss a sequence number If you end up in the Amount field before you enter in all your FOAPAL information If you got something wrong Don t panic! Until the document is Completed, ALL parts of the transaction can be changed! Remember REQUIRED fields (like the Amount field) must be filled in BEFORE you can move elsewhere on the form! Let s make it official! Next Block (Ctrl + Page Down) or from the Options menu takes you here: Complete or In Process? Complete if you re finished and ready to send it through the approvals process In Process if you still need to make changes. Don t forget about it! 10

11 Journal Voucher Hints If your amounts don t balance, you ll get: Once your journal is completed, you ll get a message like this in the Auto Hint: Posted journals on FGITRND look something like this: Uh-oh, I need help! Banner helps those who help themselves! Check the status message first! Down in the lower left corner, remember? Often it tells you the reason why you re stuck! Next, consult your notes and handouts. I REALLY need HELP! Call a Power User! Someone who uses these forms a lot. Call or TechSupport! TechSupport@sjcd.edu They have basic help information. They will refer technical issues to the appropriate person. More complex functional questions are referred to a Trainer for resolution. 11

12 Practice Makes Perfect! The easiest way to improve your comfort level & speed is PRACTICE! Look for the TRAIN icon on your PC! It should work just like here and the user ID and Password are the same. Thanks! For all your time, patience and attention. BNNR 8201 Banner Training 12