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Sam Houston State University Welcome to Banner Finance. Using our New System Wilbert Hightower, Roz Kieschnick & Paige Smith. Introductions. Name Department Title/Function Job Responsibilities Banner experience Expectations. What is Banner?.

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sam houston state university welcome to banner finance

Sam Houston State UniversityWelcome to Banner Finance

Using our New System

Wilbert Hightower, Roz Kieschnick & Paige Smith

introductions
Introductions
  • Name
  • Department
  • Title/Function
  • Job Responsibilities
  • Banner experience
  • Expectations
what is banner
What is Banner?

Banner consists of Internet-native software applications for finance, student accounts receivable, student information, financial aid, human resources, advancement, and more.

terminology
Terminology
  • LEGACY = NELL/SamMenu/SamWeb
  • FOAPAL/FOAP/FOP = Account Number
  • Account Code = Object Code
  • Form = Program/Screen/Report
banner finance modules
Banner Finance Modules

Banner Finance consists of 7 interrelated modules:

  • General Ledger
  • Purchasing
  • Accounts Payable
  • Fixed Assets
  • Research Accounting (Grants and Contracts & Inception to Date)
  • Accounts Receivable
  • Budget Development
finance general ledger
Finance - General Ledger
  • The General Ledger (GL) is the core module in the Finance System
  • Includes accounting, Chart of Accounts, system table maintenance and update, and grants and contract accounting
  • The GL is fully integrated with the other Finance modules
finance general ledger7
Finance - General Ledger
  • The General Ledger stores transactions for assets, liabilities, and fund balance
  • There is also an Operating Ledger (OL) that stores transactions for revenues, expenditures, budgets, and encumbrances
  • There are specific forms in Banner Finance that allow for querying GL transactions and others for OL transactions
foapal
FOAPAL
  • FOAPAL

is the acronym for the new account numbers that will be used in Banner

A FOAPAL consists of six elements that are defined as:

Fund, Organization, Account, Program, Activity, and Location

SHSU will not use Activity and Location at this time.

foapal11
FOAPAL

Required – FUND

  • Identifies where the money comes from
  • Retain similar titles to current fund sources
  • Use Fund for General Ledger and Operating Ledger
  • Data entry is 6 digits
foapal12
FOAPAL

Required – FUND (Cont’d)

foapal13
FOAPAL

Required – Organization (ORGN)

  • Identifies whose money, budgetary responsibility
  • Data came from organization charts
  • Data entry is 6 digits
foapal14
FOAPAL

Required – ORGN (Cont’d)

foapal15
FOAPAL

Required – Account (ACCT)

  • Identifies what is spent/receipted
  • Data entry is 6 digits
  • Account in Banner = Object in NELL
foapal16
FOAPAL

Required – ACCT (Cont’d)

foapal17
FOAPAL

Required – Program (PROG)

  • Identifies why the money is spent
  • Defined by National Association of College & University Business Officers standards
  • Data entry is 2 digits
foapal18
FOAPAL

Required – PROG (Cont’d)

a word about foaps
A Word about FOAPs
  • This is a sneak peak at a transaction such as a requisition… Just remember: FOAP is your FRIEND!

The entire FOAP must be entered for any TRANSACTION in Banner

In Legacy, this would have been 424-14-T040 Object Code 7378

self service banner
Self-Service Banner

Questions about FOAPALs, FOAPs & FOPs?

internet native banner naming conventions
Internet Native 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 7

naming conventions continued
Naming Conventions (Continued)
  • They are written in acronym form and actually do have meaning. For example, the highlighted screen name is FGIBAVL or sometimes referred to as BAVL (we often drop the first three letters when referencing forms). FGIBAVL stands for:
  • Finance
  • General
  • Inquiry
  • Balance AVaiLability

(‘BAVL’ is a budget office screen so we cover it briefly later in this training class.)

fgibdst budget status nell sammenu program post53r rg
FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG
  • Requires Org only
  • Can use Fund/Org
  • Or Fund/Org/Acct
  • From here you

can access the

following forms:

    • FGIBSUM
    • FGITRND
      • FGIDOCR
fgibdst budget status nell sammenu program post53r rg26
FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG

Chart Code is always S. Accept the default fiscal year of 11.

Type in 6 digit ORGN Code

Most ORGNs for most queries will want to uncheck this box. We’ll discuss this later.

fgibdst budget status nell sammenu program post53r rg27
FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG

With ORG only, you are getting ALL funds that your ORG has budget in – Not necessarily the clearest picture…

fgibdst budget status nell sammenu program post53r rg28
FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG

If your ORG is tied to more than one FUND, add a FUND, to narrow your results.

fgibdst budget status nell sammenu program post53r rg29
FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG

This is clearer… But… Most of us, don’t view our budgets with O&M and Salaries all mixed together… right?

Let’s “roll back” and narrow this down to an even more useful query – based on our budget “pools”.

fgibdst budget status nell sammenu program post53r rg30

By querying on “account type” 71, I can see my Direct Expenditure Budget Pools – These are separate from my Salaries & Fringe budgets. These are the only pools that I’m allowed to make Departmental Budget transfers between using Self Service (Future Training**)

FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG

We could also query on a specific account code, or budget pool… I’ll do one more…

fgibdst budget status nell sammenu program post53r rg31
FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG

This time, I queried on a specific “budget pool” and this form will bring back information from that account and everything after.

Banner offers so many ways to query and “drill down” to detail. Once you get familiar with it, and come to some additional training, we are convinced you will enjoy the many benefits!

fgibdst budget status nell sammenu program post53r rg32
FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG

While in this form, I can select a specific Account Code and use the Options Menu to select Transaction Detail Information to see all the transactions that make up that activity.

fgibdst budget status nell sammenu program post53r rg33
FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG

Now I can see that six individual transactions made up the activity on code 720300!

fgibdst budget status nell sammenu program n a
FGIBDSTBudget StatusNell/SamMenu Program: N/A

In cases where a department has revenue, auxiliaries for example, you can use BDST to see the whole picture, including your revenues. ONLY departments with collected revenues will ever leave the “Include Revenue Accounts” check box checked. (Banner defaults with this box checked. You will always have to uncheck it.) Look what happens to a department without revenues, (mine), when the box is left checked in BDST…

I

What Banner does is subtract expenses from total collected revenues…Even if there are none. Since my FUND/ORG combination has none, the result is a big ‘ole negative… Unless you are an Auxiliary, or it is a Scholarship, Endowment, Grant, Enrichment/Gift type account, you will probably always uncheck “Include Revenue Account”. Also, when you are “narrowing your query” to look at expenditures by pools, etc., even if you are an ORG with revenues, you will want to uncheck this box.

Let’s look it one where leaving this box checked works!

fgibdst budget status nell sammenu program post53r rg35
FGIBDST Budget StatusNell/SamMenu Program: POST53R/RG

Rec Sports has Designated Student Fee Income

fgibdst budget status nell sammenu program n a36
FGIBDST Budget StatusNell/SamMenu Program: N/A

As you can see, their Rec Sports Fees budget line appears on BDST

This line represents a net total of revenue and expense budget –

In an actual budget, this would typically equal $0 for the original adopted budget, unless the auxiliary has a profit budgeted.

fgibavl budget availability nell sammenu post81
FGIBAVLBudget AvailabilityNell/SamMenu: POST81
  • Shows budget availability for the budget pools occurring after “71”.
  • BAVL is the best place to check for available funds before requisitioning something.
banner tips
Banner TIPS:

As you are probably aware, the University’s fiscal year is September 1 through August 31. The accounting periods for Banner do not coincide with calendar months. They are as follows:

  • 01 – September
  • 02 – October
  • 03 – November
  • 04 – December
  • 05 – January
  • 06 – February
  • 07 – March
  • 08 – April
  • 09 – May
  • 10 – June
  • 11 – July
  • 12 – August
banner inb queries
Banner INB Queries

Questions and answers regarding INB Queries??

self service banner40
Self-Service Banner

Self-Service budget status queries will be reviewed in Banner Finance 102

approvals in banner
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.
slide42
Advanced training for Approvers will be provided later this Fall – Approvers will be specifically notified and invited to the training.
approvals
Approvals

Questions and answers regarding Approvals & Approval Queues

questions and answers
Questions and Answers??
  • Thank you for participating.