Finance 101 Christa Cobbs Banner
Introductions
Name
Department
Title/Job Responsibilities
Banner experience
You may take Bearkat Buy Training
any time AFTER next week
What is accounting?
Accounting is the recording, preparing, and interpreting of financial information.
Transactions are recorded through financial entries into the General Ledger and the Operating Ledger.
What is accounting?
Operating Ledger: Operating Ledger accounts have beginning and ending balances, which are adjusted during an accounting period with debits and credits. Individual transactions are identified within a ledger account with a transaction number. The transactions are caused by normal business activity, such as tuition receipts or expenses for department needs. This ledger is used to create the income statement. In Banner you can use FGIBDST to view this information and in
Cognos you can use the Operating Ledger Report.
What is accounting?
General Ledger: A complete (master) record of financial transactions over the life of a company. The ledger holds account information that is needed to prepare the balance sheet for the financial statements, and includes accounts for assets, liabilities, fund balance, revenue control, and expense control. In Banner you can use FGITBSR to look at the information on the
general ledger.
What is accounting?
Revenue - Money received, especially on a regular basiso Examples include tuition, fees, and transactions between
departmentso Revenue accounts have a natural CREDIT balance
• I.e. To increase revenue, you credit the revenue account Expenses - The cost required for something; the money spent
on somethingo Examples include supplies for the office, salaries, and
travelo Expense accounts have a natural DEBIT balance
• I.e. To increase expense, you debit the expense account
What is accounting?
Income Statement - Simplified Debit Credit
Revenue - Tuition $ 2,000.00
Revenue - Sales $ 50.00
Total Revenue $ 2,050.00
Expense - Salaries $ 1,400.00
Expense - Supplies $ 50.00
Total Expense $ 1,450.00
Change in Net Position $ 600.00
What is Banner?
Banner is the ERP (Enterprise Resource Planning) software for Sam Houston State University and consists of software
applications for Finance, Student Accounts Receivable, Financial Aid, Human Resources, Advancement, and more.
Banner Terminology
FOAPAL/FOAP/FOP = Coding Number Sequence
Form = Program/Screen/Report
FOAPAL
FOAPALis the acronym for the coding numbers used in Banner
o FundoOrganizationoAccountoProgramoActivityo Location
FOAPAL
A Banner fund is a number that designates the type/source of money that you are using
Identifies where the money comes fromUse Fund for both General Ledger and Operating
LedgerData entry is 6 digits
Required – Fund
FOAPALRequired – FUND (Cont’d)
Where MoneyComes From
Data EntryRange
Education & General 110100-110500
Designated Tuition 140100
Designated Other 150000-159000
Designated Research 160001-165003
Auxiliary Fees 170100-170400
Auxiliary Departments 180000-190100
Contract & Grant 212000-299100
Scholarship 310000-321130
Financial Aid 340001-390000
Agency 810000-811223
FOAPAL
Identifies whose money, budgetary responsibilityData came from organization chartsData entry is 6 digits
Required – Organization (ORGN)
FOAPALRequired – ORGN (Cont’d)
Whose Money Data Entry Range
President 100000-150100
VPAA – Office of the Provost [College of Academic Affairs] 200000-289756
VPAA – Office of the Provost [Division of Academic Affairs] 400000-470010
VP Enrollment Management 500000-560000
VP Finance & Operations600000-633002660000-691000
VP Information Technology 640000-643102
VP Student Affairs 700000-770000
VP University Advancement 800000-800005
FOAPAL
Identifies what money is spent on/received for
Data entry is 6 digits
Required – Account (ACCT)
FOAPALRequired – ACCT (Cont’d)
What is Spent/Receipted Data EntryRange
Assets 100000-190000
Liabilities 210000-270100
Control Accounts 311100-315200
Fund Balance 410000-410003
Revenue 510000-590100
Salary & Benefits 700700-708600
Expenditures 710100-799108
Transfers 810000-840013Fund Additions/Deductions 910000
General Ledger Accounts
[Use FGITBSR]
Operating Ledger Accounts
[Use FGIBDST]
FOAPAL
Identifies why the money is spent
Defined by National Association of College & University Business Officers standards
Data entry is 2 digits
Required – Program (PROG)
FOAPALRequired – PROG (Cont’d)
Why MoneySpent
Data EntryValues
Revenue (non-programic) 00
Instruction 10
Research 20
Public Service 30
Academic Support 40
Student Services 50
Institutional Support 60
Operation and Maintenance of Plant 70
Scholarship and Fellowship 80
Auxiliary Services 90
Code Title Subcategories Description SHSU Examples*
10 Instruction
1. General Academic Instruction 2. Vocational/ Technical Instruction 3. Community Education 4. Preparatory Instruction 5. Instructional Information Technology
Expenses for all activities that are part of an institution's instruction program. Expenses for credit and noncredit courses; academic, vocational, and technical instruction; regular, special, and extension sessions included. Expenses for departmental research and public service that are NOT seperately budgeted should also be included in this category. This covers faculty time on researching for publications not covered by grants.
All Academic Departments (not Dean's offices). This will mostly be faculty salaries and supplies for the classroom or instruction
20 Research1. Institutes and Research Centers 2. Individual Project research (IF separately budgeted) 3. Research Information Technology
Includes expenses for activities specifically organized to produce research whether commissioned by an external agency (grant) or separately budgeted by the institution. This does not include all sponsored programs (grants). This does not include departmental reserach not separately budgeted. This does not include federally funded research and development centers.
Expenditures (salaries, materials, supplies) on an externally or internally sponsored award (grant) with a project purpose of producing research
30 Public Service
1. Community Service 2. Co-Op Extension service 3. Public Broadcasting Service 4. Public Service IT
Expenses for activities established primarily to provide non-instruction services for the benefit of individuals and groups that are external to the institution
CMIT, LEMIT, Small Business Development Center, Crime Victims Institute, Forensic Science Commission, Psyc. Services Center
40Academic Support
1. Libraries 2. Educational Media Service 3. Galleries and Museums 4. Academic Administration 5. Academic Personnel Development 6. Course and Curriculum Development
Expenses incurred to provide support services for the institution's primary programs of instruction, research, and public service. Includes Academic Deans and personnel providing admin. support to the three primary missions. Seperately budgted support for course and curriculum development.
Dean's office (salary and supplies), Library, Sabbaticals, faculty awards and faculty development programs, Client Services-IT
50Student Services
1. Student Service Administration 2. Counseling and Career Devleopment 3. Social and Cultural Devleopment 4. Financial Aid Administration 5. Student Admissions, records 6. Health Services 7. Student IT
Expenses for the primary purpose of contributing to student's emotional and physical well-being and intellectual, cultural, and social development outside the context of formal instruction. This includes student activities, cultural events, career and counseling guidance, student health services
Student Health Center, International Programs, Testing Center, Enrollment Management Office, Office of Student Services, Visitor Center, Registrar, Admissions, Public Safety
60Institutional
Support
1. Executive Management 2. Fiscal Operations 3. General Administration 4. Public Relations/Development 5. Information Technology
Expenses for central, executive level activities concerned with management for the entire institution such as governing board, fiscal operations, legal services, planning and programming operations, information technology
President, Infrastrucure and Support - IT, ERP Services - IT, Controller's Office, Procurement, Payroll, Bursar, VPFO
70Plant and
Maintenance
1. Physical Plant Admin 2. Building Maintenance 3. Custodial Services 4. Utilities 5. Landscape and grounds 6. Repairs and Renovations 7. Security
All expenses for the administration, supervision, operation, maintenance, presentation, and protection of physical plan. It may include janitorial services, utility services, normal laterations of buildings, furniture, equipment, repairs, ordinary expenses
Facilities Management, Maintenance, Custodial Services
71 Depreciation Depreciation, and Expenditures for Capital projectsDepreciation calculated by the Property Office and Expenditures on 7341 code for projects that will be capital items
80Scholarships
and Fellowships
1. Scholarships 2. Fellowships
Aid Charges that exceed chrages to the student (Tuition, fees, dormitory, food services). Does NOT include students awards made in exchange for services provided to the institution such as graduate teaching or student work study programs.
90 Auxilaries
Auxiliaries exist to furnish goods or services to students, faculty, staff, other departments, general public, and charges a fee directly related to, although not necessarily equal to, the cost of the goods or services. It is managed and operated as a self-supporting activity.
Residence Halls, Dining Services, Parking
91Athletic - Auxiliary
Athletics ONLY ONLY FOR ATHLETICS
92 Auxiliary OtherSHSU uses this code to capture auxiliaries with the main purpose that is public service or research oriented
Center for Project Based Learning, CJ Crimes, CMIT Fee Programs, LEMIT Fee programs
* GENERALLY will fall under this program code, note there are always exceptions. Please contact us for clarifications or questions
NOTE: GENERALLY: Grants should be 20, 30, 50ALWAYS/ONLY: Funds beginning with 18 should be 90, 91, 92ALWAYS/ONLY: Facilities, Property should be using program code 71
Primary Functions of a University
Note: Each category has a subcategory of IT to caputure formally organized or seperately budgeted. If not separately accounted for as one of the 3 primary functions the remainder should be 60 or 40. Therefore, if an Academic Dept. has budget for IT related items and they purchase or are charged for IT related expenses, those should be recorded on program code 10 (as all academic depts generally are).
Banner –Naming Conventions
All Banner objects adhere to naming conventions
e.g., forms, tables, processes
The names of all Banner forms (except menu forms), reports, processes, and tables are seven characters long and have this structure:
Example F G I B D S T
Position Locations 1 2 3 4 5 6 7Name of ‘Organization Budget Status’ Form
Banner XE - General Navigation
You can customize My Banner to include forms you frequently use (your own
personalized shortcut menu to forms)
At the beginning of each Banner session, approvers will receive notification of documents awaiting approval. Hit ‘X’ to continue to requested form.
Banner XE - General Navigation
Banner XE - General Navigation
Common Navigational Shortcuts• F7 - Begin Query• F8 - Execute Query• F3 - Drill Down• Alt+PgDn - Next Block/Go
Banner messages help guide you
Next Block-Takes you to next page/form. ‘Go’ does the same.
Banner XE - Adding Document Text
Choose a requisition by clicking on the requisition number, then “Select”
Banner XE - Adding Document Text
Procurement Text Entry
formOnce you hit ‘Go’, Text Entry box is
displayed
Banner XE - Adding Document Text
No additional characters allowed on this line
Use on your keyboard to add additional lines and automatically move your cursor
Operating Ledger FormsFrequently Used/Important Forms:FGIBDST (Organization Budget Status)
FGIBAVL (Budget Availability Status)
FGITRND (Detail Transaction Activity)
FGIDOCR (Document Retrieval Inquiry)
FAIINVE (Invoice/Credit Memo Query)
FOIDOCH (Document History)
FGIBDST vs. FGIBAVL
Both show budget information:FGIBDST:Shows POSTED transactions (transactions
that have made it through the approval process)FGIBAVL: Shows your real-time available balance to
include all pending transactions
When do I use FGIBDST?
When you want to see your budget or actual (posted) expenses or revenue.
When you want the ability to drill down and see more detail for accounts and transactions.
Budget Status (FGIBDST)
FGIBDST – Budget Status ScreenProvides the Budget Available Balance for
Budget Funded FOPs: 110100, 110200, 140100, 15XXXX, etcGrants
Used to obtain Operating Ledger transaction information for Budget funded FOPs
*To obtain the available balance, you must ‘uncheck’ the “Include Revenue Accounts” checkbox.*
Budget Status (FGIBDST)
FGIBDST – Budget Status ScreenIn the Chart Field, ‘S’ (capital letter S) defaultsCurrent Fiscal Year Defaults, change year if a previous fiscal year is
desired.Enter your Fund-Org combination without the Account or Program
codes filled in; these will act as ‘filters’ rather than displaying the entire data.
Click ‘Next Block’ or Alt+PgDwn to populate form.Data is displayed by Account Code for each line item. “Net Total – Available Balance” equals your available balance, which
consists of your total budget less any year-to-date activity. Year-to-date activity includes salaries and other expenditures, less money set-aside for purchase orders.
FGIBDST – Banner XE
* Alternatively, you may click Next Block or Alt + PgDn
Click “Go” *Enter your Fund and ORG…
Budget Status (FGIBDST)
FGIBDST – Budget Status Screen‘Type’ = Type of Account
R=RevenueL=LaborE=ExpenseT=Transfer (Transfers IN show as negative amounts and vice-versa for transfer OUT.)
‘Adjusted Budget’Spending authority granted by the Budget Office.
‘Budget Pools’‘Budget Pools’ are three-digit account pools (i.e. 710, 720, etc.) that hold
the budget for their corresponding groups of expense Account CodesBudget pools cannot have transactions posted against them.
FGIBDST – Banner XE
No balance shows up because the ‘Include Revenue’ box is checked on a department with no revenue.
Budget Status (FGIBDST)
FGIBDST – Budget Status Screen‘YTD Activity’
This column displays all of the actual expenses incurred in the selected fiscal year.
‘Commitments’All encumbrances for the selected fiscal year are displayed here and
summed in the ‘Net Total’ cell at the bottom. Once a requisition has been approved then it will appear on FGIBDST, However, funds are reserved or set aside to cover a possible purchase on FGIBAVL before requisition is even completed.
‘Available Balance’This column displays the net affect of each row (Adjusted Budget-YTD
Activity-Commitments=Available Balance). If the bottom right Available Balance cell is empty; ‘rollback’ (shift+F7) and
uncheck the ‘Include Revenue Accounts’ check box. Alt-PageDown again, and the Available Balance will be displayed.
FGIBDST – Banner XE
Uncheck the “Include Revenue” option if your department does not collect revenue
FGIBDST – Banner XE
To view the detail behind atransaction, simply select (highlight) the amount you would like to research and use the Related Menu to select Transaction Detail Information (or hit F3) to see all transactions that make up that activity.
Click on Related Menu and select Transaction Detail Information (FGITRND) or hit F3 to navigate directly to FGITRND form.
The form FGITRND will pop-up and now you can see the transactions that make up the activity on account code 730000
Transaction Detail (FGITRND)
FGITRND – Transaction Detail ScreenCan be directly accessed through Banner Start
Screen, or while in FGIBDST using Related Menu or pressing F3.
Provides detailed information for all ‘accounts’ (Operating Ledger only)
Transaction Detail (FGITRND)
FGITRND – Transaction Detail Screen‘Activity Date’ = Date the transaction occurred
‘Type’ = ‘Rule Code’. See below for common codes:
RuleCode Description
BD__ Budget Entries – Budget Office
BDT Departmental Budget Transfers
CA/CB1,2,3 Student Charges
CNNI Cancel Check - Invoice w/o encumbrance
CR5 Cash Receipt Entry
CD5 Cash Disbursement Entry
Rule Code Description
DNNI Check - Invoice w/o encumbrance
E0__, E100 Encumbrance Entry
J___ Journal Entry
GRIC Indirect Cost Charge
H___ Payroll Entries
IN__ Invoice/Credit Memo
Rule Code Description
IC__ Cancel Invoice/ Credit Memo
PORD Purch Ordr - Establish
POLQ Purch Ordr - Liquidate
PCRD Purch Ordr - Cancel
REQP Requisition – Reservation
RCQP Requisition - Cancel
Transaction Detail (FGITRND)
FGITRND – Transaction Detail Screen‘Activity’ and ‘Location’ (just starting to be used)‘Field’ENC=Encumbrance (Funds are dedicated or set
aside for the payment of a purchase after the Purchase Order is cut.)YTD=Year to Date (Actual expense)
F3 drills down even further to the document level.
Document Retrieval Inquiry (FGIDOCR)
The Document Retrieval Inquiry (FGIDOCR) form appears with your selected document number populated. Select ‘Retrieve’ to access any scanned
supporting documentation for the document.
To continue to document details, select ‘Go’ instead of ‘Retrieve’.
Document Retrieval Inquiry (FGIDOCR)
Type in the Document # & Next Block or Go to see the journal associated with the
document
Invoice/Credit Memo Query (FAIINVE)
Next Block for additional information
Provides info such as:• Vendor Name &
Banner ID #• Purchase Order #
• Invoice, Transaction, & Payment Due Dates• Vendor TINS #
Invoice/Credit Memo Query (FAIINVE)
Shows the description,
quantities, and pricing of purchases
Continue to Next Block for additional details such as the FOAP and Bank used with the invoice
Document History (FOIDOCH)
If unsure of Document Type,
use the menu
Must enter both the Document # and the Document Type, then Go or Next Block
Available Balance: FGIBAVL
When do I use FGIBAVL? When you want to see your “up to
the minute” balance.
Available Balance: FGIBAVL
BAVL REQUIRES:
FUND, ORG, and Account Pool.
FGIBAVL is the only place to see an accurate picture for available balance.
Understanding Commitments on FGIBAVL
On FGIBAVL commitments are monies allocated for a specific item. As soon as a FOAP is entered on a requisition the funds are committed; even if the requisition has not be completed!
This is helpful so if several people are working on different requisitions, BAVL is calculating an accurate balance to reference.
Make sure to keep incomplete requisitions at a minimum, so that several items are not tying up actual available funds.
Terminology - Fund Balance
What is Fund Balance?Fund Balance is an accumulation of revenues minus
expenses of all prior years. See (1) below.
Fund balance = revenue – expenses
What is estimated fund balance? Fund balance only changes when we close the fiscal year
on August 31st. An estimated fund balance is the calculation of revenues less expenditures to date included with the Fund Balance. This number can be seen on the bottom of FGITBSR as ‘Current Fund Balance’.
Trial Balance Summary (FGITBSR)
FGITBSR – Trial Balance Summary FormProvides the Current Balance for Fund Balance accounts.To obtain available balance, the encumbrances (account
314100) must be subtracted from the ‘Current Fund Balance’cell at the bottom of the form.
If ‘Debit’ is displayed in the ‘Debit/Credit’ column to the right of the current fund balance cell, the fund is in deficit.
Displays only General Ledger dataIf looking for Transaction Detail, use FGIBDST.
F3 drills down to see G/L detail only.
Trial Balance Summary (FGITBSR)
FGITBSR – Trial Balance Summary FormIn the Chart Field, ‘S’ (capital letter S) defaults
Current Fiscal Year defaults, change year if a previous fiscal year is desired.
Enter your Fund, the account code field can be left blank.
Click ‘Next Block’ or Alt+PgDwn to populate form.
Trial Balance Summary (FGITBSR)
‘Current Fund Balance’ = Rev. Control – (Exp. Control + PY Exp. Control) + Fund Bal.Also: ‘Current Fund Balance’ = Assets (Cash) – Liabilities (Accounts Payable)
Trial Balance Summary (FGITBSR)
FGITBSR – Trial Balance Summary Form‘Acct Type’
‘Account’General Ledger accounts – Basically a summary of all
the Operating Ledger Accounts.
1_ = Assets 6_ = Labor2_ = Liabilities 7_ = Direct Expenditures3_ = Control Accounts 8_ = Transfers4_ = Fund Balance 9_ = Fund Additions5_ = Revenues
Cognos ReportsCan be viewed and exported in
various formats (e.g. PDF, HTML, Excel)
Pull information from Banner
Only contain information thru prior day in Banner (information is not live; Cognos updates nightly)
Cognos – Transaction History
Enter FY&
Fiscal Period(s) or Date Range.
Can enter other
parameters for more specific
info.
Click Next
Enter parameters
for transactions you wish to
view and click Finish
Banner Self Service is located under the Campus Resources Tab on My SAM. The Finance module of Self-Service is also in your Employee tab as Finance Self Service (SSB)
Click on the Finance tab to see tasks you are able to do in Self Service
Banner Self Service
Encumbrance Query
You must enter the Fiscal Period to query.
Encumbrance Status can be Open, Closed, or All.
Enter Chart: S; Fund; and Organization.
If more specific query is necessary you may also enter an Account Code.
Once parameters have been set; simply click Submit Query.
Open Encumbrance Report
You can click on the blue links to see more information about a document.
In the following example we selected P0001011
Drilling Down within a Report
You are able to drill down and view the actual PO entered for payment and Invoices that are tied to PO.
Banner Accounting Periods:
SHSU’s fiscal year is September 1 through August 31. The accounting (fiscal) periods for Banner do not coincide with calendar months.
01 – September
02 – October
03 – November
04 – December
05 – January
06 – February
07 – March 08 – April 09 – May 10 – June 11 – July 12 – August
Inter-departmental Transactions
Called Inter-departmental Transfers (IDTs), or IDOs (old terminology)
Used for transactions that occur between departments within SHSU
Use ‘Internal’ account codes (ones that end in ‘N’) on IDT forms or fuploads that contain transactions between SHSU departmentsNote: Internal accounts codes can only be used with other
internal account codes. E.g. Both the debit and credit side of the entry must use accounts ending in ‘N’
Inter-departmental Transactions
‘Funds transferred To’ department is department receiving funds
Should match Orgs for the ‘Please Credit’ FOAPs
Typically the department receiving funds will record the funds as revenue or possibly a decrease of expense (for reimbursements)
‘Funds transferred FROM’ department is the department expending funds, typically for a good or service
Should match Orgs for the ‘Please Charge’ FOAPs
Typically an expense account would be charged (debited)
Must be 6 digits!
Approvals in Banner
Banner Electronic Approvals What are they?
Electronic Approvals provide a paperless process for documents to move through the approval process in Banner.
Which documents? All Banner journal entries, budget transfers, requisitions, and travel requisitions
(applications) must be approved in Banner before they will be posted. Something to keep in mind when looking at FGIBDST
If the Controller’s office does an accounting entry for you (e.g. fupload, IDO, FOAP correction, etc.) and tells you it is complete and provides the Document #, you still will not see that entry until it has been approved.
Additional training is available for approvers and back-up approvers, in the Budgets & Approvals training course.
Contact Information
Security/Access, Chart Maintenance, Approvals –
Lisa Lucas [email protected] Ext. 42552
General Accounting –
Christa Cobbs [email protected] Ext. 43899
Wilbert Hightower [email protected] Ext. 41086