Glossary of Terms % A wild card symbol that will allow you to query specific information by using limited data plus the % symbol. A wild card can be used alone or in combination with words or letters. Account/ Account Code Accounted Budget Describes the nature of expenditures, Labor, Revenues, and Direct Expenditures. The account code is used to classify revenues and expenditures by type. 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. Current Budget. Adopted budget plus or minus any Budget adjustments. A system-generated column, which does not allow for drilling down to details. Activity/Activity Code An optional code that may be used to capture information for a specific event or major activity. Activity codes are assigned to transactions involving multiple organizations or funds that share responsibility for a common event or activity. Note: Contact Finance if you would like an activity code created for you. Activity Date/ Transaction Date Address Sequence Address Type Adjusted Budget Entering the month and year for Activity Date or Transaction Date allows a search for all documents of a specific type that fall within a specified date range. Address type sequence number. A code representing the vendor address type. Current Budget. Adopted 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. Adopted Budget Original budget allocation given at the beginning of the fiscal year. Created by the Finance-Instruction Team last revised 6/16/2010 Page 1 of 8
Approved/Completed? Available Balance Banner Budget Adjustment Budget Status by Account Budget Status by Organizational Hierarchy Chart of Accounts Chart of Accounts Code Code Look Up Commitment Commitment Type Commodity Indicates the status of the document Yes or No. Remaining budget left to spend. (= Adopted Budget +/- Commitments +/- Actuals) A comprehensive, integrated information system. The finance module of this administrative software is used to record financial transactions resulting from activity at the University. It stores transactional data in an Oracle relational database, and users view information via a Web based self-service system. Any additions or reductions made to the budget since the original allocation. This includes both Permanent and Temporary adjustments. Allows you to view summary information for accounts. Allows you to view summary information for hierarchy organizations. Detail transactions can be viewed by drilling down to individual organizations and then to actual transactions. Accounting code system used by Banner to capture financial transactions and to facilitate retrieval of information and financial reporting. Code representing the Chart of Accounts. Enter W for Washburn University and K for Washburn Institute of Technology. See Washburn Chart of Accounts at http://www.washburn.edu/project/planning.html. Feature that enables you to search for valid values within the Banner Finance database. (You can look up the code by title or numerically.) Commitments are made up of Reservations plus Encumbrances. Equal to the total amount set aside for future obligations. This field is not currently used. The default is All. Refers to item(s) being purchased. Washburn s commodity code will be entered by Purchasing. Created by the Finance-Instruction Team last revised 6/16/2010 Page 2 of 8
Commodity Description Comparison Fiscal Period Comparison Fiscal Year Current Commitment Delivery Date Discount Code Document Code Drilling Down Written description of the purchased item (e.g., Test Tubes, Laughing Gas). It is important that the unit of measure also be recorded here so that it is clear to the vendor what is being ordered. This will also affect the extended cost (e.g., boxes of 10 test tubes rather than test tubes ). Also indicate the quantity included in the unit of measure (e.g., 100/box). The number of the fiscal month you wish to query. The fiscal period does not default to the current Fiscal Period. It is important that you double-check the Fiscal Period when you are building your budget reports. 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. Queries are available on all transactions in the fiscal year prior to and including the period indicated. It is not possible to capture a single month in the Finance Self-Service module. Note: Washburn does not use period 13. Represents the University s fiscal year from July 1st to June 30th. For example 2003 relates to the year starting July 1st 2002, and ending June 30th 2003. This field will default to the current year, but can be overridden. Note: Information in Washburn University s Banner system begins with Fiscal year 2003. Therefore, information for Fiscal Years prior to 2003 is not available on the system. Amount remaining on an Encumbrance. Approximate date the commodities are to be delivered. Date must not be earlier than the transaction date. The Delivery Date defaults to today s date but can be overridden with a future date. Code representing the discount terms established for this vendor. Can be overridden with existing discounts. The Discount code defaults from Vendor Code. Display only. Unique identifier where the first letter indicates the type of document (e.g., documents beginning with a P = Purchase orders. More detailed information can be obtained by clicking on the individual document codes or transaction amounts to see more aspects related to the transaction. Created by the Finance-Instruction Team last revised 6/16/2010 Page 3 of 8
Encumbrance Encumbrance Adjustments Encumbrance Description Encumbrance Liquidations Encumbrance Query Encumbrance Status Open Encumbrance Status Closed Execute Query Extended Amount Fiscal Period Represents funds that have been reserved but not yet expended. Encumbrances in the Banner Finance system include purchase orders or contracts, salary obligations, and other commitments of funds. Adjustments made to the original encumbrance, reducing or increasing the encumbered amount. Encumbrances from Purchase orders show the name of the vendor with whom the Purchase order has been issued. Liquidations of Encumbrances, usually through payment for goods or services. Drilling down on a purchase order that has been liquidated provides details on the payment transactions. Allows you to view encumbrance information by account for a specified FOAPAL parameter. Views Purchase orders that have not been fully liquidated. Views Purchase orders that have been fully liquidated. Click this button to carry out the query (to question the database). The Quantity multiplied by the Unit Price generates the extended amount. The number of the fiscal month you wish to query. Note: The University fiscal year starts in July, (not January), therefore if you want to query the month of May, you would enter 11 in this field. The Banner Finance Self-Service module queries on all transactions prior to and including the period indicated. It is not possible to capture a single month in the Web for Finance module. Note: Washburn does not use period 13. Created by the Finance-Instruction Team last revised 6/16/2010 Page 4 of 8
Fiscal year Represents the University s fiscal year from July 1 to June 30. (e.g., 2003 relates to the year starting July 1, 2002, and ending June 30, 2003). This field will default to the current year but can be overridden. Note: Information in Washburn University s Banner system begins with Fiscal year 2003. Therefore, information for Fiscal years prior to 2003 is not available on the system. FOAPAL Fund Index Location/ Location code MyWashburn NSF Organization/ Organization code Chart of Accounts structure in Banner composed of six elements: Fund, Organization, Account, Program, Activity, and Location (FOAPAL). The fund element is used to specify the funding source. Examples of funds include: Educational and General, Auxiliary Enterprises, Financial Aid, and Indirect Cost Recovery. Each grant or contract in Banner is assigned a separate fund code to identify the funding source. When performing budget queries for inception-to-date information on grants, the fund code becomes the grant code. A six-digit code used in Banner as a shortcut to the fund, organization and program code. Washburn does not use the index. 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 location code is optional and is used primarily for fixed asset transactions. A personalized Web interface that provides 24-hour access to Washburn University campus resources and information. MyWashburn is based on the Luminus Web Platform, a portal-type system. Non-sufficient funds. Used to identify the organizational unit that is responsible for financial activity captured within the code. The organization is responsible for the purchase of commodities or services. Organizational Hierarchy Codes for organizations reflect the hierarchy within the institution, providing a way to rollup expenditures of subunits into a unit. Created by the Finance-Instruction Team last revised 6/16/2010 Page 5 of 8
Original Commitments Personal Query PIN Program/ Program code Purchase order Quantity Query Report Total Requestor Requisition Reservation Retrieve Template Rollup Running Total Screen Total Amount of the Original Encumbrance. Encumbrances represent funds that have been reserved but not yet expended. A query that is retrievable only by the user who created it. Personal identification number. Used to identify the major purpose of expenditures. Program codes accumulate expenditure information into major categories, such as instruction, research, and academic support. A written authorization for a vendor to supply goods or services at a specified price over a specified time period. The commodity amount. The Quantity multiplied by the Unit Price generates the extended cost. A means of finding all the records stored in the Banner database that fit a set of criteria you name. Queries can contain wild cards to help focus the search. Represents the Bottom-line Total of all records for your report. Name of the person initiating the request. For Purchase requisitions, specify the person submitting the purchase requisition. An online request for a purchase. The requisition must be approved by one or more approvers before the Purchasing Office creates the Purchase Order. Setting aside of budget. Generated by purchase requisitions. Drop-down Menu of previously saved requisition templates. Cumulative Total for an organization code comprised of subunits. Cumulative Total of records up to and including the current screen. Total of the records on the current screen you are viewing. Created by the Finance-Instruction Team last revised 6/16/2010 Page 6 of 8
Shared query Ship Code Tax Group Template Temporary Budget Title Criteria Transaction Date Unit Price User ID Validate Vendor ID Wild card A query that is retrievable by any user. Queries followed by an S are shared queries and may be accessible by anyone in the system. Specifies an internal ship-to address (e.g., room, building) code for the commodity. This is required when entering a requisition. Code and title of the group of tax rates that should be applied to the request. The Tax Group code defaults from the Vendor Code. Do not change! A document that contains specific settings and that is used to determine the basic structure for creating other documents. Adjustments made in the current year that are temporary in nature. (Budget Adjustments that will not roll over to the next fiscal year.) The words used to describe a code. Date on which the requisition will be posted to the accounting system. The transaction date defaults to today s date but can be overridden with a future date. The estimated price of the commodity per unit. The Unit Price multiplied by the Quantity generates the Extended Cost. Firstname.lastname. (The user name for Oracle forms has a different format.) Confirm that all required elements have been entered. Code and name of the vendor supplying the commodities or services. Depending on the document type, a search can be performed on the identification code for the vendor. Use the code lookup. If a code doesn t already exist, request one from Purchasing through the non-printable document text of a requisition. The % symbol is a wild card that will allow you to query specific information by using limited data plus the % symbol. A wild card can be used alone or in combination with words or letters. Created by the Finance-Instruction Team last revised 6/16/2010 Page 7 of 8
Year to date Represents actual revenue and expenditures posted. Yearto-date activity Created by the Finance-Instruction Team last revised 6/16/2010 Page 8 of 8