Banner Release 7.4 Finance – Self Service Banner - Foothill-De

BannerRelease7.4Finance–SelfServiceBanner

7/2/09

Dra9V9.17/2/09

WorkbookGoal

ThisworkbookisanintroducEontothefuncEonsofFinanceSelfServiceBanner(SSB).

TheworkbookisdividedintothreesecEons:IntroducEon

Day‐to‐DayOperaEons

Contacts&Support

2

TableofContentsIntroduc5on Pages4‐11Day‐to‐DayOpera5ons Pages12‐59

Overview Page12

AccessingSelfServiceBanner Page13

PerformingaBudgetQuery Page15

PerforminganEncumbranceQuery Page27

CreaEngaRequisiEon Page30

ApprovingDocuments Page46

ViewingDocuments Page48

PerformingaBudgetTransfer Page52

PerformingaMulEpleLineBudgetTransfer Page54

DeleteFinanceTemplate Page56

LookingUpCodes Page58

Contacts&Support Pages60‐61CampusSupport Page60

DistrictSupport Page61

Appendix3

Introduc5on

WhatisBanner?•  SunguardBannerisafinancial,humanresources,andstudentservicesERP

systemthatreplacesthelegacyFRS/HRS/SISsystem•  ThefinancemoduleofBannergoesliveonJuly1,2009withBannerversion7.4•  TheBannerdatabasecanbeaccessedthroughtheInternetNaEveBanner(INB)

moduleorthroughtheSelfServiceBanner(SSB)module

TheFinanceSSBmoduleallowsuserstoquerybudgetinformaEon,submit

requisiEons,queryencumbrancebalances,makebudgettransfers,andapprove

documents.Accesstotheformsandqueriesgrantedtoeachuseriscontrolledbythe

standardFinanceFund/OrganizaEonandRuleClassSecurityinBanner.

4

Introduc5on

SelfServiceBannerFinanceforms

BudgetQueries EncumbranceQuery

RequisiEon PurchaseOrder*ApproveDocuments* ViewDocument

BudgetTransfer* MulEpleLineBudgetTransfer*

DeleteFinanceTemplate

*Denotesaformthatislimitedtousersbysecurityaccess

Features

SSBdeliversseveralaidstoeasilyfindinformaEonwithintheBannerFinance

database:

FOAPCodesLookup

Saving/DeleEngTemplates

SaveAsWarning

5

Introduc5on

AccessInforma5on

•  YoucanaccesstheProducEonversionofSelfServiceBanner(SSB)directlyathgp://banner.hda.edu/

•  FortrainingpurposesyouwillaccesstheSelfServiceBanner(SSB)

Pre‐produc5ondatabase(PPRD)

•  TheSSBUserIDandPINnumberareprovidedonlya9ercompleEonofaSelfServiceBannertrainingsession

•  Thedistrictwill“go‐live”withthefinancemoduleonJuly1,2009a9erwhichyouwillusethesameweblinktoaccesstheSelfServiceBanner(SSB)ProducEon(PROD)database

•  UserswillaccessSSBPRODthroughtheLuminusportalwhenitbecomesavailable

•  ToreportcorrecEonstoyourUserIDprofile,[email protected]

6

Introduc5on

SelfServiceBannervs.BannerINB

•  Self‐ServiceBanner(SSB)

–  80%ofallusers

–  Primarilyusedto:

•  Query

•  InputrequisiEons(maximum5lineitems)

•  Viewdocuments

•  Approvedocuments

•  CompleteBudgetTransfers•  BannerINB(InternetNaEveBanner)

–  UsesthesamedatabaseofinformaEon

–  ForPowerUsersOnly

•  Example:Accountants,BudgetOfficers,FETandFF&ECoordinators

–  Viewdetailedreports

–  DetailedfinancialacEviEes 7

Introduc5on

Terminology&Tips

•  Fund/OrganizaEon/Account/Program(FOAP)–  ReplacestheFRSAccountandObjectCodestring

•  Forms–  ThedifferentareaswithinSSBthatausercanaccessdependingonthelevelofsecuritygranted

•  Forms,etc.highlightedin“Blue”–  Double‐clicktheformtoview

•  Queries–  SearchcapabiliEeswithinBannerSSB–  BannerisCaseSensiEve

•  Wildcardsearches–  The“%”signcanbeusedtosearchatthebeginning,middleorendofaEtle,word,ornumber

(PurchaseOrders,RequisiEons,VendorIdenEficaEonnumbers,VendorNames,Invoices,etc.)–  BecauseBannerisCaseSensiEve,bewareofhowyourequestyourquerysearches(IE.Apple,vs.

apple,%Applevs.%Apple%vs.Apple%)

8

Introduc5on

Terminology&Tips–con5nued

•  DocumentlevelaccounEng

‐ TheFOAP(s)isequallydistributedtoallitemsonarequisiEon

•  Encumbrance‐ReservaEonsvs.Actual‐ ARequisiEonwill“reserve”anencumbrancethroughtheapprovalprocess‐ APurchaseOrderorChangeOrderwillcreatean“actual”encumbrancewhencompleted

•  StandingOrder–previouslyknownasan“OpenOrder”

•  ChangeOrder–previouslyreferredtoasa“PurchaseOrderRevision”

•  Always“complete”yourwork

•  Alwayswriteyourdocumentnumberdown

•  Print(andsaveasapdffile)yourdocumentforyourrecords

9

Introduc5on

•  F Fund(a6charactercodethatidenEfiesthefundingsource)•  O OrganizaEon(similartoFRS“account”code–a6character

codethatidenEfiescampus/division/department)•  A Account(a4charactercode‐formerlythe“objectcode”)

•  P Program(a6characterTOPS/ASAaccounEngsystemcode)

•  A AcEvity–notused

•  L LocaEon–notused

ThedistrictAccounEngServicesdepartmenthasprovidedFRS/Bannercross‐reference

informaEonathgp://business.hda.edu/accounEng/crosswalk.

Acrosswalkthatislocatedathgps://reports.hda.edu:446/php/finance_codes.phpwill

providetheFund,OrganizaEon,andProgramassociatedwiththecorrespondingFRS

accountcodeandobjectcode.

10

11

AccounEngServiceshasprovidedmanyassistancetoolstohelpyouwithconverEngcodesfromFRStoBanner

Day‐to‐DayOpera5onsOverview

Introduc5onThepurposeofthissecEonistoexplaintheday‐to‐dayoroperaEonal

procedurestoallowuserstoquerybudgetinformaEon,submitrequisiEons,

makebudgettransfers,andapprovedocuments.

Objec5ves

AttheendofthissecEon,youwillbeableto:

querybudgets queryencumbrancedata

createrequisiEons approvedocuments*

viewdocuments createbudgettransfers*

createmulEplelinebudgettransfers* deletefinancetemplate

*Denotesaformthatislimitedtousersbysecurityaccess

12

Day‐to‐DayOpera5onsAccessingFinanceSelf‐Service

Introduc5onInthislesson,youwillaccessFinanceSelfServiceBanner(SSB).Toproceedwiththis

andthefollowingexercises,youwillneedyourpersonalUserIDandPINprovidedby

thedistrict.

Loggingon

FollowthesestepstologintoFinanceSelfServiceBanner(SSB).

Step Ac5on

1  EntertheURLaddresshgp://banner.hda.edutoaccessSelfServiceBannerSSBPre‐producEon(PPRD),youwillaccessPRODthroughtheLuminusportalwhenitbecomesavailable

2  FromtheSSBPPRDdatabase,clickonEnterSecureAreatoaccesstheLoginPage.

3  EnteryourUserIDandPINnumberinthecorrespondingfields,andclick

Login

13

Day‐to‐DayOpera5onsAccessingFinanceSelf‐Service

Loggingon,con5nued

Step Ac5on4 FromtheMainMenu,clickFinancetoaccesstheFinanceMenu

5 TheFinanceMenucontainsthefollowingopEons:

14

Day‐to‐DayOpera5onsPerformingaBudgetQuery

Introduc5onTheBudgetQueriesopEonpermitstheFinanceSSBusertoaccessInformaEontoview

BudgetStatus.ThedataselectedthroughaFinanceSelfServicequerycanbe

downloadedtoaMicroso9Excelspreadsheet.Ausermaybuildorretrievethree

typesofqueries:

BudgetStatusbyAccount

BudgetStatusbyOrganizaEonalHierarchy

BudgetQuickQuery

15

Selecthere


Introduc5on‐con5nuedUsersmaychoosefromthefollowingOperaEngLedgerDataforBudgetStatusby

AccountandBudgetStatusbyOrganiza5onalHierarchy:

AdoptedBudget AccountedBudget

BudgetAdjustments YeartoDate

AdjustedBudget Encumbrances

TemporaryBudget ReservaEons

Commitments AvailableBalance

16


Comparisonqueries

Whenuserschoosetheirdesiredparameters,theymayselectaFiscalPeriodand

YeartocomparetotherequiredFiscalPeriodandYear.(BudgetQuickQueryonlydisplaysonefiscalyear).WiththisselecEon,allthedetailsthatareretrievedwill

beplacednexttothecorrespondingcomparaEveFiscalPeriod.

Downloadingquerydatatoaspreadsheet

UserscandownloadbudgetquerydatatoaMicroso9Excelspreadsheetand

theneditIt,accordingtotheirreporEngneeds.NOTE:SelectFILE/SAVEAStosaveas

anExceldocument.

17


Savingqueriesastemplates

Aquerycanbesavedasatemplateoneachscreen.However,eachEmeaquery

issaved,onlytheinformaEonenteredandqueriedupunElthatpointissaved.Ausercanenteraqueryandsaveitoneachscreenunderadifferentname,

creaEngseveraltemplates,eachwithitsowndetailorpath.

ThisfuncEonalityenablestheusertosavethequeryandretrieveitlaterfor

quickreferenceorcustomizing.‘Personal’queriesmaybeaccessed

onlybytheUserwhocreatedthem.TheSharedqueryopEonshouldnotbeselected.

Note:YoucanusetheDeleteFinanceTemplatelinktodeleteyourpersonaltemplates.

18


Savingqueriesandtemplates

TheFinanceformsandqueriesprovideuserstheopEontosavecompleted

transacEonsandqueriesforfutureuse.Therearetwotypesofqueries:Personal(retrievablebyuseronly)andShared(donotselect).Oncethequeryissavedasa

template,itcanberetrievedatanyEmeandtheinformaEonorparameterscanbe

changed.

AusercanusetheDeleteFinanceTemplatelinktodeletetheirpersonal

templatesorqueries.

SaveAswarning

AsmenEoned,usershavetheopEontosavetheirSSB‐completedFinancequeryasa

personaltemplateforfutureuse.TopreventaccidentaloverwritesofexisEng

templates,SSBdeliverstheSaveAswarningmessagetointerruptapotenEal

unwantedsave.19


User‐calculatedcolumns

Thedetailscreenprovidesthecapabilitytoadd“usercalculatedcolumns”toa

query.TheUsermayadd,subtract,mulEply,divide,orgetapercentageofanytwoOperaEngLedgerColumns,choosewheretheyshouldbedisplayed,and

namethem.Thesecolumnsmayberemoved,saved,oraddedfromaqueryor

templateatanyEme.

Note:TheUserCalculatedcolumnscannotbedownloadedintoExcelbecause

theyarejustcalculaEons.

20


BudgetStatusbyAccount

TheBudgetStatusbyAccountopEonallowsausertoreviewbudgetinformaEon

byaccountfortheFiscalPeriod,YeartoDate,andCommitmentTypeby:SpecificFOAPAL/Indexvalues ASpecificOrganizaEon

AllOrganizaEons Grant

FundType AccountType

RevenueAccounts

TherearefourlevelstoaBudgetStatusbyAccount:

AccountDetail

TransacEonsDetail

DocumentDetail

ViewtheDocument

21


BudgetStatusbyOrganiza5onHierarchy

TheBudgetStatusbyOrganiza5onHierarchyopEonallowsuserstoreview

budgetinformaEonfororganizaEons:HierarchicalStructure

SpecificFunds,high‐levelOrganizaEons,Accounts,andPrograms

FundType

AccountType

RevenueAccounts

Thelevelsofthistypeofqueryinclude:

OrganizaEonalHierarchy

ExternalAccountType(Levels1and2)

AccountDetail,TransacEonDetail

DocumentDetail

ViewtheDocument22


BudgetQuickQuery

TheBudgetQuickQueryisusedtoreviewbudgetinformaEonbyAdjustedBudget,

YeartoDate,Commitments,andAvailableBalanceby:specificFOAPAL/Indexvalues

aspecificorganizaEon

allorganizaEons

grant

revenueaccounts

Thelevelsofthistypeofquerydonotallowanytypeofqueryfor:

AccountDetail

TransacEonDetail

DocumentDetail

ViewtheDocument

23


Procedure

Followthesestepstocompletetheprocess.

Step Ac5on

1  ClickBudgetQueriesfromtheFinanceMenutonavigatetotheBudgetQueriespage

2  Under"CreateaNewQuery,"clickthedrop‐downTypemenutoviewvalues

‐ SelectBudgetStatusbyAccounttoviewbudgetinformaEonfororganizaEonsdetailedbyaccount

‐ SelectBudgetStatusbyOrganizaEonalHierarchytoviewsummarizedbudget

InformaEonusingactualorhierarchicalorganizaEonoraccountcodes

3 A9erselecEngaquerytype,clicktheCreateQueryicon

4  Checktheappropriatecheckboxesforyourquery

24


Procedure,con5nued

Step Ac5on5  EnteranameforyourqueryintheSaveQueryAsfield

‐ Note:Donotusethefollowingnon‐standardcharactersinyourqueryname.Theyarethesemicolon(;),slash(/),ampersand(&),atsign(@),andquesEonmark(?).

6 ClicktheCon5nuebugon

25

NameyourqueryandSave


Procedure,con5nued

Step Ac5on7 Entertheappropriateparametersforyourquery

Note:YoumustchooseeitheravalidorganizaEonoravalidgrantandchartof

accountstoretrieveanydata

8 SaveQuerytosavetheenErequeryforreuse

9  ClicktheSubmitQuerybugon

10  Thepagewillrefreshanddisplaytheresultsofyourquery,alongwiththeparametersthatwereselected

26

Day‐to‐DayOpera5onsPerforminganEncumbranceQuery

Introduc5onTheEncumbranceQueryfeatureofFinanceSelfServiceBannerallowsuserstoreview

outstandingencumbranceinformaEonsuchasPurchaseOrdersorspecialJournal

Vouchers.UsersmayenteranyFOAPALvaluestonarrowtheirselecEon.Theymust

populatetheOrganiza5onfieldstosubmitaquery,thoughwildcardsarepermigedin

theseFields.NotethataccessiscontrolledbyFundandOrganizaEonsecurity.

Encumbrancesummaryreport

OncetheparametersareselectedforaparEcularqueryandsubmiged,the

EncumbranceQuerybringsbackinformaEonontherelatedencumbrancesbyaccount.

27


DocumentAccoun5ngDistribu5onsscreen

ThefollowinginformaEonisdisplayedontheDocumentAccounEngDistribuEons

page:

Fiscalperiod

ChartofAccounts

Documentnumber,dateandcode

TransacEondescripEon

Ruleclass

EncumbranceinformaEonandamounts

Itemandsequencenumbers

28


Procedure


Step Ac5on

1  ClickonEncumbranceQueryfromtheFinanceMenutonavigatetotheEncumbranceQuerypage

2 EnterappropriateparametersorretrieveanexisEngquery

29

Donotselect

Day‐to‐DayOpera5onsCrea5ngaRequisi5on

Introduc5onPaperPurchaseRequisiEonformshavebeenreplacedwithelectronic“RequisiEons.”

TheFinanceSelf‐Service(SSB)RequisiEonforminterfaceswiththeBannerINB

RequisiEonFormanditstables.Therefore,ausermustinputarequestforpurchase

throughBannerSelf‐Service(SSB).

•  RequisiEonswillflowthroughandbeapprovedthroughanelectronicapprovalprocess•  IfarequisiEonisnotapprovedatanylevelthroughtheapprovalprocess,itwillberejectedalltheway

backtotheoriginator

•  ArequisiEoncannotbemodifiedinSSB‐ItcanonlybemodifiedinINB,andonlybysomeonewhohasFund/OrganizaEonposEngauthorityagainsttheFOAP

•  IfarequisiEonismodifiedinINB,thentherequisiEonwillberoutedbackthroughtheapprovalprocesstotheoriginator

•  ThestatusofarequisiEoncanbeviewedatanyEmeinSelf‐ServiceorBannerINB•  Youcannotsaveadocumentorleaveit“InProcess”inthemiddleofdataentry•  Oncethedocumentisstarteditmustbecompleted,orallinformaEonwillbelost

•  OncearequisiEonhasbeenapproved,itwillbepostedandforwardedtothePurchasingandProcurementmoduleofBannerforprocessing

30


PrerequisitesBeforeyouproceedtoenterarequisiEon,all(ormost)ofthefollowinginformaEon

shouldbereadilyavailable:

1Theexpecteddeliverydateforthegoods/servicesordered

2ThesuggestedvendornamethatexistsinBanner

3Theinternalcampus/end‐userdeliveryinformaEon

4ThedescripEonofthegood/service

5ThequanEtyofthegood/service

6Thepriceofeachgood/service

7TheFOAPstring(s)thatyouwillcharge

8AvailablefundsintheFOAP(FundandOrganizaEon)

Acrosswalkisavailableat:hgps://reports.hda.edu:446/php/finance_codes.php.

31


Procedure

FollowthesestepstocompletetherequisiEonprocedure:

Step Ac5on

1  FromtheFinanceMenu,clickonRequisi5ontonavigatetotheRequisiEonpage

2  Enterappropriatevaluesinthefields,orretrieveanexisEngtemplate

–  Transac5onDate–donotmodifyunlessyouareenteringarequisiEonforthenextfiscalyearbudget

–  DeliveryDate‐indicate+4weeksormoredependingonproductleadEme

–  VendorID–scrolldowntothebogomoftheformandperformaCodeLookupbyVendorType‐ BypassthesefieldsIfthevendorisnotfound

‐ ProvidevendorinformaEonintheDocumentText

–  SelectVendorValidateandtheselectedvendorinformaEonwillpopulate

32


Procedure–con5nued

Step Ac5on

–  Requestor–informaEonshouldpopulatetoyourdefaultinformaEon–  Aaen5onTo–ProvidetheInternalCampus/End‐UserDeliveryAddress

informaEoninthe“AgenEonTo”field‐ Theinternaldeliveryaddressprovidestheshippingandreceiving

departmentwithinformaEonthatindicateswhichcampus,where,andtowhothegoodsandmaterialsshouldbedelivered.SampledeliveryinformaEon:–  FHC/1921/A.Harrisx7144–  DAC/ADM150/P.Josephx8758–  DIST/G.Wux6269–  MDFLD/ADM/C.McKeller–  DSC/Plant/G.Lessliex6121

33



Step Ac5on

–  Comments‐RequiredfieldforallMeasureCfundedrequisiEonsandtechnologypurchases•  ForallotherrequisiEonsitisnotrequiredandusuallycontainsnotesto

thebuyer‐acommentdoesnotprintonaPurchaseOrder

•  Commentsamples:

»  MeasureC–Backupincluded»  MeasureC–FF&E

»  CallmeifquesEons

»  ChangeOrdertoPOHH000330

»  OpenOrderFY09‐10

»  Agreement–Backupincluded34

35

TheCommentsfieldprovidesashortnotetotheBuyer

TheAgenEonTofieldmustindicatetheinternalDeliveryinformaEon

Double‐clickheretoprovideaddiEonalinformaEonrelatedtothedocument



Step Ac5on

3 ProceedtotheCommoditysecEonoftheform

–  BypasstheCommodityCode(disabled)

–  CommodityDescrip5on–inputthedescripEonoftheitemthatyouarerequisiEoning,ifthedescripEonismorethanallowedwithinthefields,youcanselecttheitemnumber(highlightedin“blue”)andconEnueyourdescripEonintheItemText;includeproductmakeandmodelnumbers

–  CompletetheUOM/Quan5ty/TaxGroup/DiscountandAddi5onalAmountfields;takeintoconsideraEonaddiEonalchargesforFullServiceDirectDeliveryand/orShippingCharges

–  SelectCommodityValidate

36

37

IndicateaddiEonalItemTexthere



Step Ac5on

4  ProceedtocompletetheAccounEnginformaEonontheform

–  ThedefaultChartofAccountsischart“C”–  EnteryourFOAP(s)thatwillbechargedfortheitem

•  Fund/OrganizaEon/Account/Program

•  IndicatetheAccoun5ngdistribuEon–  Bydollars–  Bypercentage

–  SelectSaveTemplate

–  Validate–  Complete

5 PRINTyourrequisiEonforyourrecordsorSAVEasapdffileforreference

38

NotethatyourRequisiEonIsnowCompleted


Documentcomple5onThesuccessfulcompleEonofadocumentcreatedthroughFinanceSelfServiceBanner

willrequire:

1 AvailablebudgetatEmeofentry

2 Onceanentryformisprocessed,itmustbe“completed“

‐ Entryformscannotbele9inprocess;allinformaEonwillbelost

‐ Entryformscannotbemodifiedoncecompleted

Note: AsaformcreatedinSSBproceedsthroughtheapprovalque,itcannotbe

modifiedbysomeoneofapprovalauthority,theformmustbedenied.The

originatorwillberequiredtore‐entertheformcorrectly.

39


DisplayingTextTherearetwokindsoftextthatcanbeassociatedwithaRequisiEonandPurchase

Order:ItemTextandDocumentText.Eachtypeoftextcanbeviewedonlineonlyand

orprintedonthedocument.

1 ItemTextisadhoctextthatisenteredbytheenduserforanygivenitem.Thetextisonlystoredforthatiteminthatspecificdocument.ItemtextcanbeassociatedwithacommodityitemonrequisiEonsandpurchaseorders

2DocumentTextisadhoctextthatisrelevanttothewholedocumentandisenteredbyanenduser.Samplesofdocumenttextmaybe:

‐NewVendorinformaEon

‐SpecialinstrucEonsregardinginvoices

‐AddiEonalinformaEontobeprovidedtothebuyer

40


41

SamplesofDocumentandItemText,youcanchoosetoprintornottoprint


BackupMaterial•  ManyrequisiEonswillhaveaddiEonalmaterialsthatmustaccompanytherequest

•  Thebackupmaterialcanbe:

•  Copyofaboardagendaitem

•  VendorquotaEons

•  NewvendorinformaEon(W‐9)

•  SignedagreementsorICA’s

•  Thedistrictpurchasedaproductcalled“Extender”thatwillallowanend‐usertosubmitthebackupelectronicallywiththerequisiEon,unElthatproductisimplemented,theprocesstoincludebackupmaterialsisdescribedhere

42


BackupMaterial‐con5nued•  IntheCommentsfield,indicatethat“backup”isincluded

•  PrinttherequisiEoninSSB(keepacopyoftherequisiEonandallbackupmaterial)

–  YoucaneitherprintituponcompleEngtherequisiEonoryoucanprintitfromViewDocuments

•  AgachthebackupmaterialtotheprintedrequisiEonandforwardthepaperworkininter‐officemailtothefollowing:PURCHASINGSERVICESDEPARTMENT–ATTN:LindaMahi

•  DONOTsendbackupmaterialviae‐mail,fax,orothermeans

•  WhenthePurchasingServicesDepartmentreceivestheprintedrequisiEonwiththebackupmaterials,itwillbefilednumerically

•  Onlya9erarequisiEonisAPPROVEDandpostedwillitflowthroughBannertothePurchasingmoduleandbeassignedtoaBuyer

•  BackupmaterialwillbedistributedtotheassignedBuyerifitisreceivedbythePurchasingServicesDepartment

43


ChangeOrdersIntroduc5on‐ArequisiEonisenteredtoprocessRegularorStandingOrders.InBanner,therequisiEonISNOTEedtoaChangeOrder.However,arequisiEonwillbeRequiredtosubmitaChangeOrderrequest.

•  TheChangeOrderrequestwillflowthroughtheapprovalprocesswhenitisprocessedthrougharequisiEon‐therefore,arequestwillnotbecompletedunlessitismadethrougharequisiEon

•  AChangeOrdercanbeanyofthefollowing:•  Arequesttoincrease/decreaseanencumbrancebalanceagainstaStanding

Order•  ArequesttoaddaddiEonalitemstoapurchaseorder

‐ FreightCharges,addiEonalitemsactuallyreceived,etc.•  ArequesttoaddservicestoaRegularOrder

‐ ChangestoICA’s,Agreements,etc.•  ArequesttoaddConstrucEonChangeOrderstoaRegularOrder

44


ChangeOrders–con5nued•  TosubmitaChangeOrderrequest,completearequisiEonasyounormallywould•  IntheCommentsfieldindicate“ChangeOrdertoAA000001”‐thiswillalertthe

BuyersthattherequisiEonisnotforaneworder•  IntheCommodityDescrip5onfield,indicatethechange‐iffurtherdetailsare

required,thenprovideItemTexttodescribethosedetails•  ConEnuetoprocesstherequisiEonasyounormallywould•  UponcompleEngtherequisiEon,theChangeOrderrequestwouldfollowthe

approvalprocess•  OncetheRequisiEonisapprovedandposted,itwillbeassignedtotheoriginaEng

buyertoprocesstheChangeOrder•  OncetheChangeOrderisprocessed,therequisiEonwillbecancelledbythebuyer•  InViewDocumentyouwillnotseetherequisiEonassociatedtothechangeorder

sinceBannerdoesnotassociatethetwoforms

45

Day‐to‐DayOpera5onsApprovingDocuments

Introduc5onTheFinanceSelfServiceBannerApproveDocumentsformallowsausertoapproveor

disapproveadocument(requisiEon,invoice,journalvoucher,orencumbrance).A

usercanapproveadocumentonlyifsecurityhasbeengranted.

Youcansubmitadocumentqueryby:

userID

documentnumber

documentsforwhichyouarethenextapprover

alldocumentswhichyoumayapprove

46

Day‐to‐DayOpera5onsApprovingDocuments

Procedure


Step Ac5on

1  FromtheFinanceMenu,clickonApproveDocuments

2  Enterappropriateapprovalparameters

3  ClicktheSubmitQuerybugon

4  SelectthedocumentyouwouldliketoapprovebyclickingtheApprovelink

47

Day‐to‐DayOpera5onsViewingDocuments

Introduc5onTheFinanceSelf‐ServiceViewDocumentformallowsausertoviewdetailinformaEon

aboutadocument(requisiEon,purchaseorder,invoice,journalvoucher,

encumbrance,ordirectcashreceipt).YoualsohavetheopEontodisplaycommodity

textforpurchaseorders,requisiEons,andinvoices.ThisopEonisnotrestrictedto

documentscreatedinSSB.AnyexisEngBannerDocumentmayberetrievedand

viewedbythismeans.

Youcansubmitadocumentqueryby:

documenttype: RequisiEon R

PurchaseOrder AA,EE,HH,MC,ME

Invoice I

documentnumbersubmissionnumber

changesequencenumber 48

Day‐to‐DayOpera5onsViewingDocuments

Procedure


Step Ac5on

1  ClickonViewDocumentfromtheFinanceMenutonavigatetothedocumentpage

2  ChooseDocumentTypeandenteradocumentnumberintheDocumentNumberfield

4  Selectdisplaycriteria

5  SelectViewDocumenticontoperformquery

6  SelectApprovalHistoryicontoviewthedocument'sproperEes

49

50

51

SampleofarequisiEonthatwassavedasapdffileandthenprinted

Day‐to‐DayOpera5onsPerformingaBudgetTransfer

Introduc5onTheFinanceSelfServiceBannerBudgetTransferformallowsausertoprocessBudget

AdjustmentJournalVouchers.ThisformenablestheSSBusertotransferbudgetfrom

oneFOAPtoanother.

Abudgettransferrequires:

fund/organizaEonsecurity

ruleclasssecurity

availablebudget

mustbewithinsamechart

52

Day‐to‐DayOpera5onsPerformingaBudgetTransfer

Procedure


Step Ac5on

1  ClickonBudgetTransferfromtheFinancemenutonavigatetotheBudgetTransferpage

2 Enterappropriateparameters,orretrieveanexisEngtemplatebyselecEngitfromtheUseTemplatedrop‐downmenuandclickingtheRetrievebugon

53

Day‐to‐DayOpera5onsPerformingaMul5pleLineBudgetTransfer

Introduc5onTheMul5pleLineBudgetTransferformisthesameastheBudgetTransferForm

exceptthatItallowsbudgettransfersbetweenuptofiveFOAPs.Thefieldsonthese

formsareidenEcal.

Ineachdocumentcreated,thepluses(transfersto)mustequaltheminuses(transfers

from).TheseamountsmustoffsetoneanotherandadduptotheDocumentAmount.

TheruleclassesthatweprovideforthebudgettransfersareBD01,BD02,andBD04.

TheseArehard‐codedintheform.BD01isforpermanentbudget,BD02forbudget

Adjustments,andBD04fortemporarybudget.Discusstheappropriateuseofthese

designaEonswithyourbudgetofficer.ThisformisnotmeanttoallowcompleEon

ofdocumentsusingruleclassesthatarenotself‐balancing.

54

Day‐to‐DayOpera5onsPerformingaMul5pleLineBudgetTransfer

Procedure


Step Ac5on

1 ClickonMul5pleLineBudgetTransferfromtheFinancemenutonavigatetotheMulEpleLineBudgetTransferPage

2 Enterappropriateparameters,orretrieveanexisEngtemplatebyselecEngitfromtheUseTemplatedrop‐downmenuandclickingtheRetrievebugon

55

Day‐to‐DayOpera5onsDeleteFinanceTemplate

Introduc5onDeleteFinanceTemplateisanopEonontheFinanceMenuthatenablesauserto

deletetemplatesorqueries.Thiscanbehelpfulwhenatemplateisrenamedandthe

originalneedstobedeleted.Theabilitytodeletetemplatesdependsontheprivileges

associatedwithyourSSBuserID.

Procedure


Step Ac5on

1 ClickonDeleteFinanceTemplatefromtheFinancemenutonavigatetotheDelete

FinanceTemplate

2  EnterintheTemplate/QueryNameandTemplate/QueryType3 Checkthedeleteboxoftheitemstobedeleted

4 ClicktheDeleteBugon56

57

CheckthedeleteboxandselectDelete

Day‐to‐DayOpera5onsLookingUpCodes

Introduc5onFinanceSelfServiceBannerallowsuserstolookupvendorinformaEon,requisiEon

informaEon,oranyoftheFOAPcomponentcodesfortheChartofAccounts.Codes

canbequeriedbyIDaswellasbyEtle,andtheuseofwildcardsispermiged.

CodeLookupfunc5on

TheCodeLookupfuncEonisagachedtoanumberofopEonsfromtheFinanceMenu

(RequisiEon,PurchaseOrder,BudgetTransfer,andMulEpleLineBudgetTransfer).

Procedure

Step Ac5on

1 SelectRequisi5onfromtheFinanceMenu2  ScrolldowntotheCodeLookupsecEonnearthebogomofthepage

3 SelectaVendorcodefromthedrop‐downmenu 58

Day‐to‐DayOpera5onsLookingUpCodes


Step Ac5on4  UsetheTypedrop‐downmenutofindthevalueyouwanttoquery

5  Enterthewildcard(%)intheTitleCriteriafield

7  ClicktheExecuteQueryicontoviewtheListofValues‐thepagewillrefresh

anddisplaytheresultsofyourquery

59

Contacts&Support

CampusSupportPersonnelDistrict

EsperanzaContrerasx6297 [email protected] [email protected]

CaroleMillerx6140 [email protected]

TonegeTorresx6148 [email protected]

FoothillCollege

DianaCohnx7253 [email protected] [email protected]

LaureenWongx7363 [email protected]

DeAnzaCollege

TeriGerardx8938 [email protected]

MargaretMichaelisx8857 [email protected] [email protected] 60

Contacts&Support

ID/Passwordhelp–contactHectorQuinonezx6250or

[email protected]–MarEnVarelax6266or

[email protected]–contactEllenLyonx6253or

[email protected]

PurchasingServiceshelp–contactthefollowingpeople:  DawnAllshouse [email protected] x6162

  FrankGreco [email protected] x6284

  GinaBailey [email protected] x6165

  LindaMahi [email protected] x6193

  AnnegePerez [email protected] x6163

  [email protected] x616661

NOTES:

62

APPENDIX:

FOAPAL

CommonlyUsedAccountCodesEISFinanceTeamLisEng

MaptoBuildingD270MyPortalLogin

63

C - F O A P A LElement Chart Fund Organization Account Program Activity Location

A one digit code to identify an accounting

entity

C - FHDAChart of Accounts (6 Digits) (6 Digits) (4 Digits) (6 Digits)

Current FRS # --- 212256 4010 --- --- ---

New Banner # C 135530 237022 4010 709000 --- ---

The following example shows an expense for travel from Accounting Department in the old and new formats:Current FRS

# --- 144040 5510 --- --- ---New

Banner # C 114000 415000 5510 672000 --- ---

Current FRS # --- 768012 6620 --- --- ---

New Banner # C 472012 110001 6620 710000 --- ---

Departmental entities or budgetary units within the district

Describes the nature of expenditures, revenues, assets,

liabilities and fund balances

Functional reporting classification for tracking use of funds for financial

reporting purposes

Foothill-De Anza Community College DistrictBanner FOAPAL

A user defined element to be used for independent reporting needs not

required for external reporting purposes

Identifies physical location of financial activity and fixed assets

Required

Definition

Will Not Be Used

The following example shows an expense for Major Cap Equipment from the Measure C, FH Footbriddge Project in the old and new formats:

What we call it now in FRS Department or SL Accounts Object Code TOPS & ASA Code

Examples:

District Chart of Accounts

GL or SL Account from General, Grant, Agency, Foundation or

Capital Projects

The following example shows an expense for office supplies from a Grant Account in the old and new formats:

------

Indicates the source of money and how it must be used

6/18/09

Foothill-De Anza Community College District Self Service Banner (SSB) Training List of Commonly Used Account Numbers (Previously FRS Object Codes): 4010 Miscellaneous Supplies 4025 Instructional Materials 4060 Printing-General 5030 Dues and Memberships 5214 Technical & Professional Services 5218 Admin Expenses

5312 Computer Maintenance & Repair 5315 Software Maintenance & Repair 5350 Equipment Maintenance & Repair 5510 Domestic Conference & Travel 5735 Postage & Mailing 5745 Advertising 6410 FH-CS Minor Computer Software 6411 DA Minor Computer Software 6420 Minor Cap-Equipment 6461 FH-CS Minor Computer and Printer 6462 DA Minor Computer and Printer

New Banner Forms Available at: http://business.fhda.edu/accounting/banner_forms

Foothill-De Anza Community College DistrictEIS Finance Team

Name Position AreaLocation ExtensionShawna Aced Associate Registrar Admin & RecordsFoothill 7771Gina Bailey Senior Buyer PurchasingDistrict 6165Nancy Chao Cashiering Svcs Supv. Cashiering SvcsDe Anza 5308Patti Conens HR Specialist Human ResourcesDistrict 6220Janet Couch Vong Furn Fix & Equip Coord Foothill 8371Teri Gerard Budget/Enroll Analyst Budget/AcctgDe Anza 8938Asha Harris Furn Fix & Equip Coord Foothill 7144Joni Hayes Financial Analyst BudgetDistrict 6174Joe Lampo App. Program Supv. ETSDistrict 6190Henry Ly Computer Proj Coord District 6170Ellen Lyon Accts. Pay. Supv. AccountingDistrict 6253Margeret Michaelis Dir. Budget/Personnel FinanceDe Anza 8857Kathy Nguyen Accountant FoundationDistrict 6923Annette Perez Senior Buyer PurchasingDistrict 6163Hector Quinonez Controller AccountingDistrict 6250Ron Rayas Programmer Analyst II District 6188Steve Schmidt Special Project Coord District 6168Bernata Slater Dir. Budget Operations BudgetDistrict 6261Tonette Torres Accounting Supervisor Construction AcctgDistrict 6148Martin Varela Senior Accountant AccountingDistrict 6266Rhoda Wang Assistant Controller PayrollDistrict 6262Bret Watson Sen. Acct/Grants Mon. Business ServicesDistrict 6272Laureen Wong Budget/Enroll Analyst Ed. Res. & InstrucFoothill 7363Gloria Wu Chief Accountant AccountingDistrict 6269

Inters

tate

280

El M

onte

Roa

d

Moo

dy R

oad

Moo

dy R

oad

Entra

nce

One

Way Mai

n En

tranc

e

Stad

ium

Stad

ium

Low

er C

ampu

s Co

mpl

ex

Cam

pus

Cent

er

1 1D 1H 2 2A 3 3A

4 4A 4B 5 5A 6 7

4 4 7 4 6 4 3

6 6 4 3 3 4 8

Lot

Min

utes

Lot

Min

utes

Wal

kin

g Ti

me

from

Par

kin

g Lo

ts to

Up

per

Cam

pus

= Pe

destr

ian Pa

th

1234

5 El

Mon

te R

oad

(Off

Inte

rsta

te 2

80)

Los A

ltos H

ills,

CA 9

4022

-459

9w

ww

.foot

hill.

edu

(650

) 949

-777

7

Disa

bilit

y Acc

ess I

nfor

mat

ion

(650

) 949

-701

7, vo

ice;

(650

) 948

-602

5, TD

D

D=

Des

igna

ted

Smok

ing

Area

= A

cces

sible

Ram

p

= A

cces

sible

Park

ing

= A

cces

sible

Bus S

top

= A

utom

ated

Telle

r Mac

hine

ATM

= R

estro

om

= Em

erge

ncy P

hone

911

= El

evat

or

= P

ay P

hone

= St

eps

= C

onstr

uctio

n Zo

ne

Fire

Stat

ion

D180

D170

D160

D140 D1

20

D130

D100

Softb

all/S

occe

r Fie

ld

D260D210

D220D230

D250

D240

Adm

issio

ns

8400

8000

Lohm

an Th

eatre

LOT 8

Cam

pus

Entra

nce 8

8500

– 87

0081

00–

8300

7400

7300

7200

7100

7000

LOT 7Ca

mpu

s En

tranc

e 7

6700

6600

6500

6400

630062

00

6100

6000

Japa

nese

Cultu

ral C

ente

r

Azum

aya

LOT 6

Cam

pus

Entra

nce 6

5999 5998

59925991

59825981

5971 5972

5960595059425941

5931–5134

592259215912 5911

5710

Tem

pora

ry V

illag

e 5

910–

5999

580057

0056

00

5500

5400

5300

5200

5100

5000

LOT 5

LOT 5

-A

Cam

pus

Entra

nce 5

4300

4500 44

00

42004100

4000

4050

Obse

rvat

ory

LOT 4

LOT

4-A

LOT

4-B

Cam

pus

Entra

nce 4

Krau

se C

ente

r for

Inno

vatio

n

3600

3500

Lib

rary

3400

3300

3200

3100

3000

Cam

pus

Entra

nce 3

LOT 3

LOT

3-A

LOT

2-A

PE 2

00

PE 2

40

2800

2600

2500

2300

2200

–

2100

2000

–Po

ol

Polic

e

Golf

Com

plex

Cam

pus

Entra

nce 2

Book

store

2900

2700

Tenn

is Co

urts

Prac

tice

Fiel

d

Tem

pora

ry

Addi

tiona

l

Park

ing

LOT 2

Food

Se

rvice

s

1900

1800

1700

1600

1500

1400

1300

1200

1100

1000

Smith

wick

Thea

tre

Adm

inist

ratio

n

Cam

pus

Entra

nce 1

LOT 1

LOT

1-H

LOT 1

-ALO

T 1-

B

LOT

1-C

LOT

1-D

LOT

1-E

LOT

1-F

LOT

1-G

D

D D

DD

D

D

D

911

911

911

911

911

911

911

911

911

911

911

911

911

911

911

911

911

911

911

911

911

911

911

911

911

D270

MyPortal, the FHDACCD secure gateway for Foothill, De Anza and Central Services online services Rev. 06/25/09 p.1

First-Time Login

Open an Internet browser and type in the following URL: http://banner.fhda.edu

You will see the Banner Link Page shown above; click the Click here to Enter to enter the Banner My Portal sign on page shown below:

Login Process

1. Enter your login information in the Secure Login area and click the Login button.

a. Your Username is your 8-digit employee ID. Look it up at http://employeeid.fhda.edu. b. Your Password is your district-provided PIN number used for Liquid Office and the wireless

FHDA network. Look it up at http://employeepin.fhda.edu. c. For people who have already attended the Banner SSB training, you should have the Username

and Password provided to you in a sealed envelop.


IMPORTANT: If you are unable to log in with the Username and Password (PIN) described above, contact the ETS Call Center at 408.864.TECH (8324) or e-mail [email protected].

2. Upon successful login, you will be asked to complete a Secret Questions and Answers Setup form.

a. Answer at least two questions based on the listed constraints and click the Submit Setup

button. NOTE: You may create your own questions based on the minimum number of significant characters. Simply type over an existing question.

b. Once complete, you should receive the following message: Secret questions setup successful!

3. To enter MyPortal, click the link that says “Click here to continue.” You may also be automatically redirected to your home page inside the portal.

NOTE: Once logged in, you should see the portal page for your primary work location: Foothill, De Anza or Central Services. If you do not see the appropriate campus/district logo on your portal home page, contact the ETS Call Center at 408.864.TECH (8324) or e-mail [email protected].

How to Change Your PIN Password for MyPortal (Optional)


1. Click on My Account in the upper left corner of the window.

2. Follow the directions to change your PIN password to a strong alphanumeric password as described.

3. When done, click the Save Changes button at bottom right corner of the window. You should see a

message in the Change Password area confirming you have successfully changed your password.

Log Out of MyPortal

1. Click the Logout icon in the upper right corner of the window.

Already Forgot Your Password?

1. Click the Forgot Your Password? link in the Secure Login area. 2. You will be prompted to enter your 8-digit username and the answers to two of the secret questions

that you set up in Step 3 during your first-time login.

Once inside, click on the Tutorial Tab to learn more!