Banner Finance

1. Banner Finance Research Accounting INB Forms

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3. Banner Finance Hotlines Three Banner Hotlines to answer questions and assist users  Each hotline will be staffed 8 a.m. and 5 p.m. Financial Reporting - 828-0388 or e-mail your question to finsecurity@vcu.edu. Grants and Contracts - 828-8104 or e-mail your question to gcavcu@vcu.edu. Procurement & Payment - 828-1077 ext. 164 or ext. 138 or email evapurch@vcu.edu. (No need for extensions as of 9/28)

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9. Example: 5 Year Grant Tree

10. FTMFUND – Fund Code Maintenance This will display Fund details and the related Grant Code. Each Fund record also displays the related Grant Code. This form also displays the Termination Date; this is the date to stop spending. If there is a deficit in the Grant, then the termination Date may change to an earlier date, so you need to verify this information. You will also find the name of the Fiscal Administrator on this form. Navigate to this form by typing FTMFUND in the Go To box. Press F7 on your keyboard (enter query). Then, type in the Grant number and press F8 (execute query). You can navigate from this form to the FRMFUND (Research Accounting Fund Maintenance) form by clicking: Options > I/C C/S Code Information from the menu bar. I/C C/S = Indirect Cost, Cost Share (Indirect Cost = F&A)

12. FRMFUND – Research Accounting Fund Maintenance Displays the budget period and indirect cost setup for the specific grant fund. VCU isn’t using this for the Cost Share purpose. VCU sets up a separate Index for Cost Share. This is the start and end date for the budget period of a specific fund. Note that the Effective Date is when the Record was last updated. To exit the form and return to FTMFUND, click on the black X icon.

14. FTMFUND to FRAGRNT – Grant Maintenance To exit form FRMFUND and return to FTMFUND, click on the black X icon. On the FTMFUND form, click on Options>Grant Information on the Menu bar. This will take you to the FRAGRNT form. The Grant code transfers to this form. You may also enter the grant number and click on the Next Block icon.

15. Note: the PI field will be populated with the grant accountant information, since this field is printed on the sponsor’s bill.

18. While the cost code information is included on the FRAGRNT form, the actual computation is based on the cost information on the FRMFUND form.

21. FRIPSTG – Grant Personnel Inquiry Form Once on the Form, type in either the Principal Investigator’s (PI’s) V# or his/her name. You can also do a search for the name. (ex:V00236567) Once you have the correct person, click Next Block to populate the Information Block. Choose the grant that you need to verify by clicking on the grant code, then go to Options > Grant Information. When you do this, FRAGRNT (the Grant Maintenance Form) will come up with the Grant Code populated.FRIPSTG – Grant Personnel Inquiry Form Once on the Form, type in either the Principal Investigator’s (PI’s) V# or his/her name. You can also do a search for the name. (ex:V00236567) Once you have the correct person, click Next Block to populate the Information Block. Choose the grant that you need to verify by clicking on the grant code, then go to Options > Grant Information. When you do this, FRAGRNT (the Grant Maintenance Form) will come up with the Grant Code populated.

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24. FRIGITD – Grant Inception To Date From FRAGRNT, click on File>Direct Access. Type FRIGITD in the Go To box. The grant code will be transferred to this form. Click on the Next Block icon to view. View budget-to-actual grant results Adjusted Budget Activity (project-to-date) Commitments (open purchase orders) Available Balance Can access “Grant Detail Information – FRIGTRD” to display detailed account transactions. FRIGITD – Grant Inception To Date Form Go under File and click on Direct Access. Type FRIGITD in the Go To box and hit enter. Going to the form this way will transfer the Grant Code and the COA. Once in the form, click the Next Block icon. To view information for a specific Index or Fund, enter either the Index or the Fund. The Grant code will be populated automatically when you Tab off of the Fund field. If you enter an Index code, the Grant code will be populated when you click Next Block. Remember to use the Rollback icon to navigated between blocks. This form is used to view budget-to-actual grant results. This form shows Adjusted Budget, Activity (project-to-date: i.e. any changes such as expenses, credits, etc.), Commitments (open purchase orders) and Available Balance. (Follow the User Guide to read the criteria and values of each field in Key Block.) The Information Block – Account: displays all accounts with posted activity; Type: displays the type of Account Code: R(evenue), L(abor), E(xpenditure). Adjusted Budget: includes original budget and any adjustments; Activity: includes all expenditure or revenue transactions; Commitments: includes all open, approved purchase orders, and general encumbrances; Available Balance: calculated by subtracting activity and Commitments from the Adjusted Budget. If you want to display the info for total grant (all funds included), delete the ORG and the Fund. Then click Next Block. You want to scroll down to make sure the totals are correct. (No ? in the record at bottom left.) To view Hierarchy and Include Revenue Accounts information: Rollback, enter the Grant, check the Hierarchy box and the Include Revenue Accounts box, click Next Block. This will include all Fund codes related to the Grant with the project-to-date info for the Grant code entered beginning with Revenue accounts with posted activity. Rollback, click on Fund Summary: the Grant Summary Activity by Fund Code Window opens. 1st block shows summary data for each Fund associated with the Grant code. The bottom block – account info is displayed. Arrow down to view account info for each Fund. From this form, you can access the “Grant Detail Information – FRIGTRD” form, which displays detailed transaction information for the specific info highlighted in the key block on FRIGITD. If you want to Query by ORG, then make sure you have the ORG in the key block in FRIGITD, or Rollback and enter the info. (MUST be in the Fund Summary screen and click – highlight – a particular account number.) Let’s move on to FRIGTRD.FRIGITD – Grant Inception To Date Form Go under File and click on Direct Access. Type FRIGITD in the Go To box and hit enter. Going to the form this way will transfer the Grant Code and the COA. Once in the form, click the Next Block icon. To view information for a specific Index or Fund, enter either the Index or the Fund. The Grant code will be populated automatically when you Tab off of the Fund field. If you enter an Index code, the Grant code will be populated when you click Next Block. Remember to use the Rollback icon to navigated between blocks. This form is used to view budget-to-actual grant results. This form shows Adjusted Budget, Activity (project-to-date: i.e. any changes such as expenses, credits, etc.), Commitments (open purchase orders) and Available Balance. (Follow the User Guide to read the criteria and values of each field in Key Block.) The Information Block – Account: displays all accounts with posted activity; Type: displays the type of Account Code: R(evenue), L(abor), E(xpenditure). Adjusted Budget: includes original budget and any adjustments; Activity: includes all expenditure or revenue transactions; Commitments: includes all open, approved purchase orders, and general encumbrances; Available Balance: calculated by subtracting activity and Commitments from the Adjusted Budget. If you want to display the info for total grant (all funds included), delete the ORG and the Fund. Then click Next Block. You want to scroll down to make sure the totals are correct. (No ? in the record at bottom left.) To view Hierarchy and Include Revenue Accounts information: Rollback, enter the Grant, check the Hierarchy box and the Include Revenue Accounts box, click Next Block. This will include all Fund codes related to the Grant with the project-to-date info for the Grant code entered beginning with Revenue accounts with posted activity. Rollback, click on Fund Summary: the Grant Summary Activity by Fund Code Window opens. 1st block shows summary data for each Fund associated with the Grant code. The bottom block – account info is displayed. Arrow down to view account info for each Fund. From this form, you can access the “Grant Detail Information – FRIGTRD” form, which displays detailed transaction information for the specific info highlighted in the key block on FRIGITD. If you want to Query by ORG, then make sure you have the ORG in the key block in FRIGITD, or Rollback and enter the info. (MUST be in the Fund Summary screen and click – highlight – a particular account number.) Let’s move on to FRIGTRD.

26. FRIGITD-continued To view information for a specific Index or Fund, enter either the Index or the Fund. The Grant code will be populated automatically when you Tab off of the Fund field. If you enter an Index code, the Grant code will be populated when you click Next Block. Remember to use the Rollback icon to navigate between blocks. This form is used to view budget-to-actual grant results. This form shows Adjusted Budget, Activity (project-to-date: i.e. any changes such as expenses, credits, etc.), Commitments (open purchase orders) and Available Balance. (Follow the User Guide to read the criteria and values of each field in Key Block.) The Information Block – Account: displays all accounts with posted activity; Type: displays the type of Account Code: R(evenue), L(abor), E(xpenditure). Adjusted Budget: includes original budget and any adjustments; Activity: includes all expenditure or revenue transactions; Commitments: includes all open, approved purchase orders, and general encumbrances; Available Balance: calculated by subtracting activity and Commitments from the Adjusted Budget. If you want to display the information for total grant (all funds included), delete the ORG and the Fund. Then click Next Block. You want to scroll down to make sure the totals are correct.

27. FRIGITD-continued To view Hierarchy and Include Revenue Accounts information: Rollback, enter the Grant, check the Hierarchy box and the Include Revenue Accounts box, click Next Block. This will include all Fund codes related to the Grant with the project-to-date info for the Grant code entered beginning with Revenue accounts with posted activity. Rollback, click on Fund Summary: the Grant Summary Activity by Fund Code Window opens. First block shows summary data for each Fund associated with the Grant code. The bottom block – account info is displayed. Arrow down to view account info for each Fund. From this form, you can access the “Grant Detail Information – FRIGTRD” form, which displays detailed transaction information for the specific info highlighted in the key block on FRIGITD. If you want to query by ORG, then make sure you have the ORG in the key block in FRIGITD, or Rollback and enter the info. (MUST be in the Fund Summary screen and click – to highlight – a particular account number.) Let’s move on to FRIGTRD.

28. FRIGTRD – Grant Transaction Detail Information Displays transactions for a Grant, Index or Fund and Account combinations Access Directly from the Go To box (type in form name) or Options menu from the FRIGITD form Parameters Must enter the Grant code. If only the Index or Fund is entered, no information will be returned Leave Year blank for project-to-date or enter Grant Year (Grant Year and Grant Period is not the Fiscal Year) Click on Next Block, then Execute Query (F8). Use Options>Query Total for all Records from the Menu Bar View transaction activity for all accounts or a single account Based on combination of the Grant and either the Index, Fund, Organization or Program You can display more detailed document transaction information by clicking on the desired Account Code, then Options, and then Query Document. This brings up FGIDOCR – the Document Retrieval Inquiry Form

32. FGIDOCR – Document Retrieval Inquiry Displays detail accounting information for any document Journal Entries Purchase Orders Invoices Access Directly from the Go To box or Options menu from the FRIGTRD form Must enter document number if not linked from FRIGTRD

34. FGITBAL – General Ledger Trial Balance Displays a balance sheet/trial balance/cash for each fund entered. Displays a debit or credit indicator. To query budget detail for specific funds and accounts, choose Options>GL Activity Info, opens form FGIGLAC. FGITBAL – General Ledger Trial Balance This reports the same information as the Zero Ledger Report from FRS. (Go back to the General Menu and type FGITBAL. File > Main Menu) In the Key Block area enter a Fiscal year (07 or 08) and a valid Fund code (ask for a Fund Code – use this ONLY if no one answers 20593S), and Click the Next Block icon. This form displays a balance sheet/trial balance information, i.e. cash, for each fund for all General Ledger accounts and account types. Every account balance always displays a debit or credit indicator. Use this form to query budget detail for specific funds and accounts. This is where your Cash Balance is. To view the detail of the transactions that have posted to the Fund’s accounts, such as sponsor billings: Place the cursor on the desired Account code to query. Click Options > Query General Ledger Activity Info (FGIGLAC), described next, to view the transactions posted to the Account. Then, you can click Options > Query Transaction Source Info to open FGIDOCR, and then click the Next Block icon to see the document level detail, as described earlier. Use an example of the Query TYPE of GRPM. Notice: this is where you will answer the question, “Where’s the check?” This shows that the checks were posted.FGITBAL – General Ledger Trial Balance This reports the same information as the Zero Ledger Report from FRS. (Go back to the General Menu and type FGITBAL. File > Main Menu) In the Key Block area enter a Fiscal year (07 or 08) and a valid Fund code (ask for a Fund Code – use this ONLY if no one answers 20593S), and Click the Next Block icon. This form displays a balance sheet/trial balance information, i.e. cash, for each fund for all General Ledger accounts and account types. Every account balance always displays a debit or credit indicator. Use this form to query budget detail for specific funds and accounts. This is where your Cash Balance is. To view the detail of the transactions that have posted to the Fund’s accounts, such as sponsor billings: Place the cursor on the desired Account code to query. Click Options > Query General Ledger Activity Info (FGIGLAC), described next, to view the transactions posted to the Account. Then, you can click Options > Query Transaction Source Info to open FGIDOCR, and then click the Next Block icon to see the document level detail, as described earlier. Use an example of the Query TYPE of GRPM. Notice: this is where you will answer the question, “Where’s the check?” This shows that the checks were posted.

37. Remember: Contact the Grants and Contracts Accountant responsible for the Grant when any information needs to be changed within the Banner Forms. Contact Grants and Contracts with any questions at 828-8104.

38. Quiz There is a Quiz on Blackboard that you must take before access to Banner Research forms is granted. Go to: http://blackboard.vcu.edu Click on Courses and search for Banner Finance Research Accounting. Enroll in the course and follow the directions in the Course Information tab to complete the Quiz. You will need to get a grade of 80% to pass and qualify for access to Banner Research forms. You may take the quiz as many times as needed.