Finance Self Service Financial Systems

Transcription

1 Finance Self Service Financial Systems

2 Finance Self Service Financial Systems 2008 University of North Florida Center for Professional Development & Training 1 UNF Drive, Jacksonville, Fl Fax This guide is designed to be used in conjunction with attendance in training classes provided by Financial Systems and in collaboration with CPDT Financial Systems ii

3 Objectives: Users will be able to access and navigate within the Banner Finance Self Service system and be able to query, transfer and approve the transfer of budgets & expenditures at the University of North Florida. The user will be able to obtain information regarding budgets, revenues, expenditures, commitments, and available balances within their area of fiscal responsibility. Intended Audience: UNF End-Users responsible for pulling Budgets and Year-To-Date Actuals or Financial Document Approvers. Pre-Requisites: In order to attend this class, participants must have the following pre-requisites: Basic keyboard & mouse skills Internet familiarity Basic knowledge of UNF budget process Icon Key: Important Info cannot work without knowing. Nifty Note nice to know information. Financial Systems iii

4 Table of Contents INTRODUCTION... 1 Introduction... 1 What is Banner?... 1 What is Finance Self Service?... 1 Chart Of Accounts... 1 FOAPAL... 2 Fund... 2 Organization... 2 Account... 2 Program... 3 Activity (Currently used by Sponsored Research only)... 3 Location (Currently used by Sponsored Research only)... 3 Index... 3 Finance Self Service Terminology... 4 Course/Exercise Usage Data... 9 CHAPTER 1: LOGGING INTO FINANCE SELF SERVICE To login to finance self service: CHAPTER 2: BUDGET STATUS BY ACCOUNT QUERY To complete a Budget Status by Account query: To complete a Budget Status Query for a specific account only: CHAPTER 3: BUDGET STATUS BY ORGANIZATIONAL HIERARCHY QUERY To complete a budget status by organizational hierarchy query: Financial Systems iv

5 CHAPTER 4: BUDGET QUICK QUERY To complete a budget quick query: CHAPTER 5: ENCUMBRANCE QUERY To complete an encumbrance query: CHAPTER 6: BUDGET/EXPENDITURE TRANSFERS (SINGLE LINE) To complete a budget/expenditure transfer (single line): CHAPTER 7: BUDGET/EXPENDITURE TRANSFERS To complete a budget/expenditure transfer (multiple line): CHAPTER 8: VIEWING A DOCUMENT To view a document: To find a document that for which you don t have a number: CHAPTER 9: APPROVING/DISAPPROVING DOCUMENTS To approve documents: To disapprove documents: CHAPTER 10: AVAILABLE BALANCE To see the available balance for documents: CHAPTER 11: APPROVAL ROUTING To see the approval routing for documents: Financial Systems v

6 APPENDIX A: SAVING AND RETRIEVING A QUERY To save a query: To access saved queries: APPENDIX B: SAVING AND RETRIEVING A TEMPLATE To save a template: To retrieve a saved template: APPENDIX C: DOWNLOADING QUERIES TO SPREADSHEET To download all available query column titles (headers) to a spreadsheet: To download selected query column titles (headers) to a spreadsheet: To print the downloaded query: APPENDIX D: DRILLING DOWN To drill down: APPENDIX E: HOW TO USE CODE LOOKUP To use Code Lookup: INDEX Financial Systems vi

7 Introduction Introduction Banner introduces many new terms and concepts which are important for you to understand to make effective use of the system. In this first section, we will explain the Chart of Accounts and its elements (referred to as FOAPAL ). We will also describe the different screens you will see for making queries and displaying documents, and the different columns that you can manipulate to get the information you need. What is Banner? Banner is a web-based, administrative software application developed specifically for higher education institutions by a company called SunGard SCT. Banner provides an online environment that will allow UNF to perform administrative functions in a highly efficient manner as all data will now be totally integrated and shared among different departments across the University. UNF moved to Banner in 2004 due to the 2001 Florida Legislature mandate. Banner comes in two distinct flavors: INB or Internet Native Banner and Self Service. Self Service is what we will be working with today in class. Self Service is a more user-friendly interface that only allows a specific set of processes to be completed. It's more intuitive and less "forms" intensive than that of INB; however not all Banner processes can be completed with Self Service. What is Finance Self Service? Finance Self Service is the web interface that will allow users to perform designated financial operations and procedures in a more user friendly environment than that of INB. Chart Of Accounts The Chart of Accounts is the numbering system used by Banner to capture financial transactions and facilitate retrieval of information and financial reporting. The Chart of Accounts is defined by the letter U. The Chart of Accounts structure in Banner is composed of six elements: Fund, Organization, Account, Program, Activity, and Location (FOAPAL). Financial Systems 1 July 31, 2008

8 Introduction The University of North Florida will only be using four of the six elements in the Chart of Accounts at this time. Those elements are Fund, Organization, Account & Program (FOAP). The only exception to this rule is that the department of Sponsored Research may use the additional two elements, Activity & Location, as needed. FOAPAL Fund A six-character code that identifies a self-balancing set of accounts and identifies ownership. This code defines WHAT the money can be used for. Grants or contracts in Banner are assigned a separate fund code to identify their funding source. When performing budget queries for inception-to-date information on grants, the fund code becomes the grant code. Examples of Funds: State Appropriations Local Accounts Current Restricted Athletics Organization A six-character code that identifies a unit of budgetary responsibility and/or departments within an institution. It is normally used to define WHO spends the money. Account Examples of Organizations: Purchasing Publications Education A six-character code that identifies objects, such as the general ledger accounts (assets, liabilities, control, fund balances) and the operating ledger accounts (income, expenditures, transfers). Revenue account codes identify the type of revenue received, such as tuition or auxiliary sales revenue. Expenditure account codes identify the type of expenditure, such as salaries or supplies. Examples of Accounts: ASSETS LIABILITIES CONTROL ACCOUNTS FUND BALANCES REVENUES SALARIES & WAGES EXPENDITURES TRANSFERS Financial Systems 2 July 31, 2008

9 Introduction Program A two-character code that identifies a function and enables the institution to establish a method of classifying transactions across an organization. Examples of Programs: 01 Plant Administration 11 Instruction 21 Institute & Research Centers 44 Computing Support 61 General Administration 62 Housing Operations 94 Contracts, Grants & Aids Activity (Currently used by Sponsored Research only) An optional six-character code that is non-hierarchical and can be used to further define an object of expenditure, like, temporary units of work, subsidiary functional classifications, or short duration projects. Activity codes are assigned to transactions involving multiple organizations or funds that share responsibility for a common event or activity. Location (Currently used by Sponsored Research only) A six-digit code used to specify the assigned physical location of an asset being purchased or the location of a transaction that is different from the normal location of the organization. This code is optional and will be used primarily for fixed asset expenditures. Index A six-character code used in Banner as a shortcut to the fund, organization, and program code. The index is entered into the system when recording transactions and performing queries. When the index is entered, the system retrieves the fund, organization, and program codes that correspond to the index. Financial Systems 3 July 31, 2008

10 Introduction Finance Self Service Terminology Example of screen in Finance Self Service displaying the data column check boxes defined below. Adopted Budget Original budget allocation given at the beginning of the Fiscal Year. Budget Adjustment Any additions or reductions made to the budget since the original allocation. Adjusted Budget Original Budget plus or minus any Budget Adjustments. This is a system-generated column, which does not allow for drilling down to details. Temporary Budget Adjustments done in the current year that are temporary in nature. (Budget Adjustments that will not roll over to the next fiscal year.) Accounted Budget Original Budget plus or minus any Budget Adjustments. Total of all budget transactions. Details on actual transactions can be obtained by drilling down on this field. Year to date Year-to-date activity. Represents actual revenue and expenditures posted. Encumbrances Generated by purchase orders; funds committed for future payments. Reservation Funds set aside for purchases orders and requisitions regardless of whether a PO is issued or not. Commitment Equal to the total budget set aside for future obligations. Commitments are made up of Reservations and Encumbrances. Available Balance Remaining Budget left to spend = Total Budget +/- Commitments +/- Actuals Financial Systems 4 July 31, 2008

11 Introduction Example of screen in Finance Self Service displaying the fields defined below. Field Fiscal Year(Required) Fiscal Period (Required) Comparison Fiscal Year Comparison Fiscal Period Commitment Type Description/Explanation Fiscal Year represents the University s fiscal year from July 1st to June 30th. For example 2008 relates to the year starting July 1 st 2007, and ending June 30 th, This field will default to the current year, but can be overridden. Note: Information in UNF s Banner system begins with Fiscal Year Therefore, no information for Fiscal Years prior to 2004 will be available on the system. The number of the fiscal month you wish to query. Note: The university fiscal year starts July (Not January), therefore if you want to query the month of May, you would enter 11 in this field (not 05, which is the default). The Banner Finance Self Serve module queries on all transactions prior to and including the period indicated. To capture an accumulation of expenditures to date always use 14. The fiscal year you would like to compare the first one to. Note: Information in UNF s Banner system begins with Fiscal year Therefore, until Fiscal Year 2005, the comparison fiscal year option will not be available. The fiscal month to which you want to compare with the first one. The commitment type (committed, uncommitted or all) that you would like to query. Financial Systems 5 July 31, 2008

12 Introduction Example of screen in Finance Self Service displaying fields defined below. Field Chart of Accounts (Required) Index Fund (Required) Activity Organization (Required) Location Grant/Project Fund Type Account Type Program (Required) Include Revenue Accounts Description/Explanation U, which should appear by default, represents the Chart of Accounts in the production database. L is used for training purposes only. Shortcut number that will display the default Fund, Organization, and Program Field data. Represents the source of the funds. The Fund code will default when the Index is used. Activity Code. An optional element used for independent reporting needs. Not being used at this time except for Sponsored Research. Departmental entity or budgetary unit responsible and accountable for the transactions. The Organization Code will default when the Index is used. Location Code. Identifies the physical whereabouts of financial transactions. Optional element used for independent reporting needs. Not being used at this time except for Sponsored Research. Grant identification number. Only required when viewing Grant Inception to Date information. All other FOAPAL code numbers must be removed prior to submitting a query on a grant inception to date. The type of fund allowing high-level rollup (consolidation). This could be used if you want to query budget information for a specific organization using only one hierarchy source of funds. Higher-level category of account if rollup or consolidation is desired. For example 50 = Revenue, 60 = Salaries, Wages and Benefits, 70 = Direct Expenditures. This will give you more summary information that can be drilled down to get more details. Function reporting classification for tracking the use of funds. The Program code will default when the Index is used. A specific account that collects revenue used by non-e & G departments. Checked: Include revenue accounts in the query. Unchecked: Do not include revenue accounts in the query. Financial Systems 6 July 31, 2008

13 Introduction Example of Code Lookup screen in Finance Self Service displaying the fields defined below. Field Chart of Accounts Code Type Code Criteria Title Criteria Max number of rows to be returned Description/Explanation U, which should appear by default, represents the Chart of Accounts in the production database. L is used for training purposes only. Type is the actual item you are querying. See Table below for further descriptions of Type items. The search criteria for the type of item you are searching. You may use any of the two Banner wildcards (% or _) to assist in the search. Use this field if you know at least part of the title from the above chosen Type field. Enter the letters followed and/or preceded by the percentage sign (% - represents a wild card, any number of unspecified characters). For example, %Finance% would result in showing all the organizations that have the word Finance in them. All titles in Banner are case sensitive in that all names and organizations begin with a capital letter, followed by lower case letters. Enter the number of results you would like to view at a time. For example if you pick ten, ten rows will be queried for your review. Financial Systems 7 July 31, 2008

14 Introduction Under the Type field from the Code Lookup screen (see info on Code Lookup fields above) you will find a list of items. Currently, the majority of the listed items are not be used. Those items that will be used are defined below. Example of type field from Code Lookup screen in Finance Self Service displaying the list defined below. Account Address type Buyer Chart Commodity Currency Discount Fund Index Location Organization Program Ship Tax group Unit of measure Vendor A six-character code that identifies objects, such as the general ledger accounts (assets, liabilities, control, fund balances) and the operating ledger accounts (income, expenditures, transfers). Assorted Vendor address types. Who in purchasing created the PO? Chart of Accounts Code. U used for Production; L used for Training. What has been purchased? In UNF s case, these codes are equal to the accounts. The type of currency being used (i.e. US dollars; Canadian dollars, Pesos, etc.). We will be doing business overseas. Usually determined by Vendor. Discounts if paid by a certain date, etc. A six-character code that identifies a self-balancing set of accounts and identifies ownership. (See page 2 for full item definition) A six-digit code used in Banner as a shortcut to the fund, organization, and program code. (See page 4 for full item definition.) Not being used by UNF except by Sponsored Research. (See page 4 for full item definition.) A six-digit code that identifies a unit of budgetary responsibility and/or departments within an institution. Normally used to define WHO spends the money. (See page 2 for full item definition.) A two-digit code that identifies a function and enables the institution to establish a method of classifying transactions across organizations. (See page 3 for full item definition.) Where goods will be shipped. TBD Unit of measure of what has been purchased. For example, each, inch, ream, case, box, etc. The Vendor associated with the transaction. Financial Systems 8 July 31, 2008

15 Introduction Course/Exercise Usage Data The following data is to be used during the training course for completing all processes. Field Data to be used Fiscal Year 2008 Fiscal Period 14 Budget Period Month One of the Fiscal period. We budget on an annual basis, so we will always use month one. Chart of Accounts 01 L - training purposes only U used in production after 7/1/2004 Index / Organization / Account Nifty Note: UNF budgets on an annual basis, not monthly, so we will always use month 01. Financial Systems 9 July 31, 2008

16 Chapter 1 Logging into Finance Self Service Finance Self Service is a web based program. To use it, you must open your Internet Browser (UNF s supported browser is MS Internet Explorer) and log into Finance Self Service before you can begin completing the necessary financial processes. Access to Finance Self Service will be through the online web portal accessible at Your current network username and password will be required to gain access to the mywings website. Once you ve accessed the mywings website, you will see a tab labeled Staff. When you click on the Staff tab, you will find the Finance Self Service channel. Click on the Finance Self Service link. Finance Self Service is available in two modes: training and production. Training Finance Self Service allows you to perform the processes in this manual without harming real financial data, and is what you will use during the Finance Self Service training class. Production Financial Self Service is what you will use to accomplish real financial activities, and which you will gain access through the mywings UNF web portal. For training purposes, we will access Finance Self Service through a special web address dedicated for training purposes at: and we will login using training accounts. To login to finance self service: 1. Open Internet Explorer and type in the proper website. (Production Training 2. Sign in using your UNF ID and password. (It is case sensitive.) Example of mywings login screen Financial Systems 10 July 31, 2008

17 Chapter 1 Logging into Finance Self Service 3. Click on the Staff Tab. 4. Click on Finance Self Service in the My Applications channel. 5. You are now in Finance Self Service and ready to complete the available financial processes. Example of Finance Self Service Menu Financial Systems 11 July 31, 2008

18 Budget Status by Account Query Budget Status by Account Query allows you to look up budget information for one organization or grant. It does not allow for hierarchy roll up, but is the quickest way to get details on transactions. To complete a Budget Status by Account query: 1. Login to Finance Self Service (Chapter 1). 2. Click on the Budget Queries link. Chapter 2 3. Choose Budget Status by Account from the drop-down window. 4. Click on the Create Query button. Financial Systems 12 July 31, 2008

19 Chapter 2 Budget Status by Account Query 5. Click on the desired data column titles (headers) that you want displayed in the Query result. (See page 4 for column title definitions.) Example of data column titles available upon which you can choose to query. 6. Click on the Continue button. 7. Enter the following information on the next screen: (See page 5 for the following field definitions) a. Fiscal Year b. Fiscal Period c. Chart of Accounts d. Index 8. Click on the Submit Query button. Financial Systems 13 July 31, 2008

20 Chapter 2 Budget Status by Account Query 9. Review the displayed screen for Fund, Organization, and Program data accuracy 10. Click on the Submit Query button again. 11. Review the Query Results screen for accuracy. Example of Query Results screen for Budget Status Account Query. Financial Systems 14 July 31, 2008

21 Chapter 2 Budget Status by Account Query To complete a Budget Status Query for a specific account only: 1. Complete steps 1 9 from the previous query. 2. Enter the specific account number on which you wish to query in the Account field. 3. Click on the Submit Query button. 4. Review the Query Results screen for accuracy. Financial Systems 15 July 31, 2008

22 Budget Status by Organizational Hierarchy Query Budget Status by Organizational Hierarchy Query allows you to 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. To complete a budget status by organizational hierarchy query: 1. Login to Finance Self Service (Chapter 1). 2. Click on the Budget Queries link. Chapter 3 3. Choose Budget Status by Organizational Hierarchy from the drop-down window. 4. Click on the Create Query button. Financial Systems 16 July 31, 2008

23 Chapter 3 Budget Status by Organizational Hierarchy Query 5. Click on the desired data column titles (headers) that you want displayed in the Query result. (See page 3 for column title definitions.) Examples of data column titles from which you can choose to query. 6. Click on the Continue button. 7. Enter the following information: (See page 5 for the following field definitions) a. Fiscal Year b. Fiscal Period c. Chart of Accounts c. Index Nifty Note: For the most up-to- date information always use Fiscal Period of Click on the Submit Query button. Financial Systems 17 July 31, 2008

24 Chapter 3 Budget Status by Organizational Hierarchy Query 9. Review the resulting Fund, Organization, and Program fields for accuracy. 10. Click on the Submit Query button again. 11. The Query Results screen will display desired budget information. (See graphic below for example of Query Results.) 12. To get further information on a transaction, click on the blue items. (See Appendix D for more information on Drilling Down. For an explanation of Account field, see page 8.) Nifty Note: Any item that is blue in the Query Results screen can be clicked upon to drill down to display further information. Financial Systems 18 July 31, 2008

25 Chapter 4 Budget Quick Query This process allows the end user to do a very fast Query by Account Code. The columns are already defined. The end user can not drill down in a Quick Query. To complete a budget quick query: 1. Login to Finance Self Service (Chapter 1). 2. Click on the Budget Queries link. 3. Choose Budget Quick Query from the drop down window. 4. Click on the Create Query button. Financial Systems 19 July 31, 2008

26 Chapter 4 Budget Quick Query 5. Enter the following information: (See pages 4 and 5 for the following field definitions.) a. Fiscal Year b. Chart of Accounts c. Index 6. Click on the Submit Query button. 7. Review the result screen for Fund, Organization, and Program accuracy. 8. Click on the Submit Query button again. Financial Systems 20 July 31, 2008

27 Chapter 4 Budget Quick Query 9. Review Query Results for accuracy. Example of Budget Quick Query Results for Index # Quick Queries will not allow you to drill down for specific data and you cannot determine your columns for the report. If you are going to pull this data every day, you might want to save your Query. (See Appendix A for information on how to save queries.) Financial Systems 21 July 31, 2008

28 Encumbrance Query Chapter 5 An Encumbrance Query allows you to view encumbrance information by account for specified FOAP parameters (Fund, Organization, Account, Program,). To complete an encumbrance query: 1. Login to Finance Self Service (Chapter 1). 2. Click on the Encumbrance Query link. Financial Systems 22 July 31, 2008

29 Chapter 5 Encumbrance Query 3. Enter the following information: (See pages 4 and 5 for the following field definitions.) a. Fiscal Year b. Chart of Accounts c. Index 4. Click on the Submit Query button. 5. Review for Fund, Organization, and Program data accuracy. 6. Click on the Submit Query button again. Financial Systems 23 July 31, 2008

30 Chapter 5 Encumbrance Query 7. Review Query Results for accuracy. Example of Query Results for an Encumbrance Query. 8. If you wish to see more on a particular Document Code, you can drill down by clicking on any item that is blue. (See Appendix D for more information on Drilling Down. ) Financial Systems 24 July 31, 2008

31 Budget/Expenditure Transfers (Single Line) This process allows end users to move non-salaried items within and between organizations. This process is for a single line transfer. The journal type you will be selecting will be a B09-(UNF Budget Rule Code) or J09-(UNF Expenditure Rule Code). B09 allows the end users to move budget between expense accounts and J09 allows the end users to move expenses between expense accounts. (See page 6 for information on accounts.) To complete a budget/expenditure transfer (single line): 1. Login to Finance Self Service (Chapter 1). 2. Click on the Budget and Expenditure Transfer link. Chapter 6 3. Confirm that the Journal Type field displays B09 (UNF Budget Rule Code) or J09 (UNF Expenditure Rule Code). 4. Enter the amount you wish to transfer into the Transfer Amount field. Financial Systems 25 July 31, 2008

32 Chapter 6 Budget/Expenditure Transfers (Single Line) Important Info: Enter transfer amount using numbers and decimal points (.) only. Using any other text character such as dollar signs ($) or commas (,) will cause errors. 5. Enter the following information: a. From Index- Enter an index number for the account from which the funds are being transferred. b. To Index - Enter an index number for the account to which the funds are being transferred. c. Description d. Budget Period Must be equal to Budget Period Click on the Complete button. Nifty Note: UNF budgets on an annual basis, not monthly, so always use month Confirm that Fund, Organization, and Program codes are correct. Financial Systems 26 July 31, 2008

33 Chapter 6 Budget/Expenditure Transfers (Single Line) 8. Enter the account numbers to which you want to transfer the funds for each Organization. 9. Click on the Complete button again. Nifty Note: When you click Complete for the last time, and you ve received the Document Number confirmation screen, make sure that you do not click the Complete button again or else another budget transfer will be performed. 10. If this process is successful, the Document Number will appear on the resulting screen: Example of Document Number confirmation screen indicating a successful budget transfer. Financial Systems 27 July 31, 2008

34 Budget/Expenditure Transfers (Multiple Line) This process allows the user to transfer between multiple accounts or multiple organizations. In each document created, the pluses (transfers to) must equal the minuses (transfers from). These amounts must offset one another and add up to the total Document Amount. The Journal type will be B09 or J09. The Budget Rule code (B09) and Expenditure Rule Code (J09) allows for transfer of non-salaried expense items. To complete a budget/expenditure transfer (multiple line): 1. Login to Finance Self Service (Chapter 1). 2. Click on the Multiple Line Budget and Expenditure Transfer link. Chapter 7 3. In the Document Amount field, enter the total document amount. Example of entering 2000 for Document Amount when transferring $1000 from one organizational account to another. Nifty Note: The Document Amount will always be twice the actual transferred amount. Financial Systems 28 July 31, 2008

35 Chapter 7 Budget/Expenditure Transfers (Multiple Line) The Document Amount is the total amount transferred on the document between the from account and the to account. For example, if you wanted to transfer 1000 from Organization to Organization , you d put 2000 in the Document Amount field because that is the total amount that shows up on the document. (See paragraph at top of this page on Document Amount and Nifty Notes on pages 28 & 30.). Important Info: Enter transfer amount using numbers and decimal points (.) only. Using any other text character such as dollar signs ($) or commas (,) will cause errors. 4. Enter the Chart of Accounts code in the Chart field. 5. Enter the first index number from which you are transferring funds into the first Index field. 6. Enter the amount you wish to transfer out into the Amount field. 7. Choose the minus sign (negative symbol) from the Debit/Credit (D/C) field. 8. Enter the second index number to which you are transferring funds into the second Index field. 9. Enter the amount you wish to transfer in into the Amount field. 10. Choose the plus sign (positive symbol) from the D/C field. Financial Systems 29 July 31, 2008

36 Chapter 7 Budget/Expenditure Transfers (Multiple Line) Example of completing steps above. Nifty Note: The Document Amount will always be twice the actual transferred amount. 11. Repeat steps on the following rows if there is more than one Org/Account to which you are transferring funds. 12. Confirm that all pluses (+) and minuses (-) add up to the value entered into the Document Amount field at the top of the screen. 13. In the Description field, enter a description of this budget transfer. 14. In the Budget Period field, choose Budget Period 01 at all times. Nifty Note: UNF budgets on an annual basis, not monthly, so always use month Click on the Complete button. 16. The screen will display all Funds, Organizations, and Program fields. Confirm that these are correct and enter the correct Account Codes on each line. Nifty Note: If this will be a transfer that you will complete again, you may wish to save it as a template for easy access later. Type name into Save As Template field to save. Financial Systems 30 July 31, 2008

37 Chapter 7 Budget/Expenditure Transfers (Multiple Line) Example of entering Account code numbers to complete the budget transfer. 17. Click on the Complete button again to finish the transfer. Nifty Note: When you click Complete for the last time, and you ve received the Document Number confirmation screen, make sure that you do not click the Complete button again or else another budget transfer will be performed. 18. Confirm, a document number and a statement showing that it has been forwarded to the posting process appears. Example of confirmation screen depicting a successful budget transfer. Financial Systems 31 July 31, 2008

38 Viewing a Document This process allows the user to display the details of documents, such as Requisitions, Purchase Orders, and Journal Vouchers. To view a document: 1. Login to Finance Self Service (Chapter 1). 2. Click on the View Document link. Chapter 8 3. Choose the type of document to view from the Choose type drop down field. Financial Systems 32 July 31, 2008

39 Chapter 8 Viewing a Document 4. Enter the document number (if known) in the Document Number field textbox. 5. Click on the View Document button. 6. Data from the chosen document will appear for viewing. Example of viewing the data from the Journal Voucher document J Financial Systems 33 July 31, 2008

40 Chapter 8 Viewing a Document To find a document for which you don t have a number: 1. Login to Finance Self Service (Chapter 1). 2. Click on the View Document link. 3. Choose the type of document to view from the Choose type drop down field. 4. Click on Document Number button. 5. Your ID will appear. Financial Systems 34 July 31, 2008

41 Chapter 8 Viewing a Document 6. Click on Execute Query and a list of your transactions will show 7. Click the Document Number of the document you wish to view. Financial Systems 35 July 31, 2008

42 Approving/Disapproving Documents Certain documents, such as Requisitions and Budget/Expenditure Transfers, will require approval/disapproval before they can be fully processed. To approve documents: 1. Login to Finance Self Service (Chapter 1). 2. Click on the Approve Documents link. Chapter 9 3. Your USER ID will automatically appear in the User ID field. Financial Systems 36 July 31, 2008

43 Chapter 9 Approving/Disapproving Documents 4. Click on one of the following button choices: Documents for which you are the next approver All documents which you may approve 5. Click on the Submit Query button. 6. To view who originated the document and/or who are listed as approvers, click on the History link. The following two screens will appear: Financial Systems 37 July 31, 2008

44 Chapter 9 Approving/Disapproving Documents 7. If you wish to approve the document, select the Approve link. The following screen will appear: 8. Either leave the default approval comment or type a new one in the Comment field. 9. Click on the Approve Document button. 10. The following screen will appear confirming the document has been approved. Financial Systems 38 July 31, 2008

45 Chapter 9 Approving/Disapproving Documents To disapprove documents: 1. Complete the previous process through step If you wish to disapprove the document, select the Disapprove link. The following screen appears: 3. Either leave the default disapproval comment or type a new one in the Comment field. 4. Click on the Disapprove Document button. 5. The following screen will appear confirming the document has been disapproved. Financial Systems 39 July 31, 2008

46 Chapter 10 Available Balance This process allows the users to view the available balance for a particular fund/organization, showing any pending items not completed through the posting process. To see the available balance for documents: 1. Login to Finance Self Service (Chapter 1). 2. Click on the Available Balance link. 3. Key in the Index. 4. Click on the Index Button for the Fund & Org to populate. Financial Systems 40 July 31, 2008

47 Chapter 10 Available Balance 5. Verify results are accurate. Commitment Type & Fiscal Year will default to All & current FY. 6. Click the Create Report button. The following screen will appear: Financial Systems 41 July 31, 2008

48 Chapter 11 Approval Routing This process allows the users to view the approval routing for a particular type of transaction (Requisition, Invoice, etc). To see the approval routing for documents: 1. Login to Finance Self Service (Chapter 1). 2. Click on the Approve Documents link. 3. Key in the Index. 4. Click on the Index Button for the Fund & Org to populate. Financial Systems 42 July 31, 2008

49 Chapter 11 Approval Routing 5. Verify results are accurate. 6. Enter in Account and click the Create Report button. The following screen will appear: Financial Systems 43 July 31, 2008

50 Saving and Retrieving a Query Some queries may be valuable enough to save so that you can run them again at a later date. Finance Self Service allows you to create your own personal queries and also shared queries. Shared queries may be viewed by all system users, cannot be deleted by the creator and will be removed from the system in a periodical system sweep. UNF requests that you only create your own personal queries and not any shared queries. To save a query: 1. Configure a query as desired. Appendix A 2. Find and click in the Save Query as: textbox. Type the name of configured query. 3. Click on the Complete button. 4. You will receive a message that the query has been saved. Nifty Note: Do not include special characters, such or $, in query names as the query will not save. Financial Systems 44 July 31, 2008

51 Appendix A Saving and Retrieving a Query To access saved queries: 1. Access any Finance Self Service query area. 2. Select the desired query from the Saved Query drop-down box. 3. Click on the Retrieve Query button. Nifty Note: UNF encourages users to create Personal Queries rather than Shared Queries due to the fact that Shared Queries are removed from the System on a periodic basis, all users can access /edit them and they can not be deleted. Financial Systems 45 July 31, 2008

52 Appendix B Saving and Retrieving a Template Budget queries can be saved as Saved Queries (see Appendix A). Budget/Expenditure Transfers can also be saved and are referred to as Templates. If you are going to transfer budgets/expenditures on a regular basis, creating a template will automate this process. To save a template: 1. After you have completed filling in all the required information for a budget/expenditure transfer, click in the Save as Template textbox and name the template you would like to save. 2. Click on the Complete button. Financial Systems 46 July 31, 2008

53 Appendix B Saving and Retrieving a Template 3. A statement will appear stating the template has been saved Example of confirmation screen depicted a saved Journal Voucher. To retrieve a saved template: 1. Login to Finance Self Service (Chapter 1). 2. Click either the Budget and Expenditure Transfer or Multiple Line Budget and Expenditure Transfer links. 3. Choose the template you would like to use from the Use template drop-down window. 4. Click on the Retrieve button. 5. The template you previously saved will display. Example of retrieved budget transfer template. Financial Systems 47 July 31, 2008

54 Appendix C Downloading Queries to Spreadsheet In addition to allowing review of budget/expenditure information for transactions, Banner Self Service allows all queries to be downloaded to a Microsoft Excel Spreadsheet. The spreadsheet can then be printed and/or edited for further analysis, calculation, etc. You can download all available query column headers to a spreadsheet or only selected ones. To download all available query column titles (headers) to a spreadsheet: 1. After completing a query, click on the Download All Ledger Columns button to download all available columns to a spreadsheet. Financial Systems 48 July 31, 2008

55 Appendix C Downloading Queries to Spreadsheet 2. Choose Open from the File Download window. 3. Excel will open up and display all columns available. You can then format and calculate the worksheet data in Excel to suit your needs. Financial Systems 49 July 31, 2008

56 Appendix C Downloading Queries to Spreadsheet To download selected query column titles (headers) to a spreadsheet: 1. After completing a query, click on the Download Selected Ledger Columns. The columns downloaded will be only the ones you chose at the beginning of the query. 2. Choose Open from the File Download window. 3. Excel will open up and display all columns available. Financial Systems 50 July 31, 2008

57 Appendix C Downloading Queries to Spreadsheet You can then format, calculate or save the worksheet data in Excel. To print the downloaded query: 1. Choose Print from the Office Button in the top left corner of the spreadsheet program. Financial Systems 51 July 31, 2008

58 Appendix C Downloading Queries to Spreadsheet 2. Click on the OK button on the Print dialog box. Financial Systems 52 July 31, 2008

59 Appendix D Drilling Down Users may obtain more information on any item that is highlighted in blue by clicking on it to review a detailed report (i.e. drilling down. ) To drill down: 1. Click on the blue item. 2. View Results. If other items are highlighted in blue 3. Click on next blue item. Financial Systems 53 July 31, 2008

60 Appendix D Drilling Down 4. View results. If other items are highlighted in blue 5. Click on the next blue item. 6. View results. 7. Repeat until there are no further blue items to view. Financial Systems 54 July 31, 2008

61 Appendix E How to Use Code Lookup If you are not sure where you d like to transfer the funds, you may use the code look up feature. Scroll down past the screen that allows you to enter the Transfer information. You will see the following: (See page 7 for field definitions.) To use Code Lookup: 1. Enter the correct code in the Chart of Accounts field ( L for Training; U for Production). 2. Enter the type of code you wish to view from the Type drop-down field. 3. Enter any code criteria in the Code Criteria field. (For example, you could use 7 with the wildcard symbol (%) to pull a range of accounts for expenses.) Nifty Note: All UNF Expense Accounts start with the number 7 4. Enter the number of rows you would to view in the Maximum rows to return field. (See Nifty Note below.) Nifty Note: It s encouraged that you set the Maximum rows to return to a high number as you can not view any additional rows past the maximum number indicated even if there are more available 5. Execute Query for results. Financial Systems 55 July 31, 2008

62 Index Account... 2, 8 Account Type... 6 Accounted Budget... 4 Activity... 3, 6 Address type... 8 Adjusted Budget... 4 Adopted Budget... 4 Approval Routing Approving/Disapproving Documents Available Balance... 4, 40 Banner... 1 Budget Adjustment... 4 Budget Quick Query Budget Status by Account Query Budget Status by Organizational Hierarchy Query Budget/Expenditure Transfers (Multiple Line). 28 Budget/Expenditure Transfers (Single Line) Buyer... 8 Chart... 8 Chart of Accounts... 1, 6 Chart of Accounts Code... 7 Code Criteria... 7 Commitment... 4 Commitment Type... 5 Commodity... 8 Comparison Fiscal Period... 5 Comparison Fiscal Year... 5 Course/Exercise Usage Data... 9 Currency... 8 Discount... 8 Downloading Queries to Spreadsheet Drilling Down Encumbrance Query Encumbrances... 4 Finance Self Service Finance Self Service Terminology... 4 Fiscal Period... 5 Fiscal Year... 5 FOAPAL... 1, 2 Fund... 2, 6,8 Fund Type... 6 Grant/Project... 6 How to Use Code Lookup Icon Key... iii Include Revenue Accounts... 6 Index... 3, 6, 8 Intended Audience... iii Introduction... 1 Location... 3, 6, 8 Logging into Finance Self Service Max number of rows to be returned... 7 Objectives... iii Organization... 2, 6, 8 Pre-Requisites... iii Program... 3, 6, 8 Reservation... 4 Saving and Retrieving a Query Saving and Retrieving a Template Ship... 8 Tax group... 8 Temporary Budget... 4 Title Criteria... 7 Type... 7 Unit of measure... 8 Vendor... 8 Viewing Documents Year to date... 4 Financial Systems 56 July 31, 2008