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Banner Finance C INB Query Screens

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					College of William and Mary



Banner
Finance – INB
Query
Screens
A Reference and Training Guide


Banner Support
12/17/2007
                                                                   Banner Finance - INB Query Screens



                              Table of Contents
                                                            Page

What is a FOAPAL?                                             3
Types of Ledgers                                              4
Document Types                                                5
Rule Class Codes                                              5
Tips for all Banner Screens                                   6
Account Level Types                                           7
FGIBSUM - Organization Budget Summary Screen                  8
FGIBAVL - Budget Availability Status Screen                   9
FGIBDSR - Executive Summary Screen                           10
FGIBDST – Organization Budget Status Screen                  11
FGITRND - Detail Transaction Activity Screen                 13
FRIGITD - Grant Inception to Date Screen                     15
FGITBAL - General Ledger Trial Balance Screen – GL Screen    18
FGIGLAC - General Ledger Activity Screen – GL Screen         19
FAIVNDH - Vendor Detail History Screen                       20
FOIDOCH - Document History Screen                            21
FGIDOCR - Query Document Screen                              22
FAIINVE - Invoice/Credit Memo Query Screen                   23
FAICHKH - Check Payment History Screen                       25
FPIPURR - Purchase/Blanket/Change Order Query Screen         26
FGIOENC - Organizational Encumbrance List Screen             27
FGIENCD - Detail Encumbrance Activity Screen                 28
Extract Data Feature                                         29
Data Extract Note – FGITRND                                  31




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What is a FOAPAL?
FOAPAL („fo-pal) is an acronym representing the Chart of          Fund           The funding source. Examples: State, Auxillary
                                                                                 Enterprises, Financial Aid, and private funds.
Accounts elements. F=Fund, O=Organization, A=Account,
                                                                  Organization   The organization unit responsible for financial
P=Program, A=Activity, and L=Location. Each element is a set of                  activity within the fund or grant code. “Org” is your
identifying codes.                                                               department.
                                                                  Account        Classifies revenues and expenditures by type and
An Index is a six-character shortcut to a FOAPAL. When creating                  spending categories.
a query, entering all the FOAPAL codes would be time consuming.
An Index can be entered instead, and the available FOAPAL                        Revenue account codes are codes for the types of
                                                                                 revenue received, such as tuition or auxillary sales
element will automatically be filled. Not all FOAPAL elements                    revenue.
are available.
                                                                                 Expenditure account codes are codes for the types
                                                                                 of expenditure, such as salaries or supplies.
                                                                  Program        The major purpose of expenditures. This is an
                                                                                 additional department identifier. Program codes
                                                                                 accumulate expenditure information into major
                                                                                 categories such as instruction, research, and
                                                                                 academic support. The Program‟s hierarchy follows
                                                                                 the state‟s hierarchy.
                                                                  Activity       Information for a specific event or major activity.
                                                                                 Activity codes are assigned to transactions that are
                                                                                 funded or shared by more than one organization.
                                                                                 Not all FOAPALs have an Activity.
                                                                  Location       The physical location of an asset being purchased
                                                                                 or a transaction if different from the physical location
                                                                                 of the organization. Not all FOAPALs have a
                                                                                 location.




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                                                                             Encumbrance Ledger contains all encumbrance activity
Types of Ledgers                                                              detail.
    In Banner Finance, financial activity is recorded in four                         o The required FOAPAL elements for financial
    ledgers: general, operating, encumbrance, and grant.                                transactions recorded in the encumbrance ledger
                                                                                        are fund, organization, account and program.
        General Ledger contains all balance sheet accounts. These                    o Encumbrances can be reviewed using
         are assets, liabilities, fund balance and revenue, expenditure                 FGIOENC and FGIENCD.
         and transfer control accounts.
                 o The required FOAPAL elements for financial                Grant Ledger contains all revenue, expenditure and
                      transactions recorded in the general ledger are         transfer activity for grants and projects maintained on a
                      fund and account.                                       grant inception to date basis. The benefit of the grants
                 o General Ledger transactions can be viewed                  ledger is that financial activity can be accumulated for
                      using the following screens: FGITBAL and                periods other than fiscal years as is done in the operating
                      FGIGLAC.                                                ledger.
                                                                                      o The required FOAPAL elements for financial
        Operating Ledger contains all revenue, expenditure and                           transactions recorded in the grant ledger are
         transfer accounts. Budget, actual and encumbrance activity                       fund, organization, account and program. Both
         is recorded in the operating ledger (encumbrance activity is                     the Grants and Capital Outlay Departments are
         also recorded in the encumbrance ledger). The operating                          using the grants ledger.
         ledger is linked to the general ledger. For example, revenue                 o Grant or project Inception to Date can be
         accounts in the operating ledger are linked to the revenue                       viewed using FRIGITD.
         control accounts in the general ledger. A similar linkage
         exists for expenditure and transfer accounts.
                 o The required FOAPAL elements for financial
                      transactions recorded in the operating ledger are
                      fund, organization, account and program.
                      Indexes have been set up to automatically
                      populate the required elements except account.
                 o Operating ledger activity can be viewed using
                      the following screens: FGIBDST, FGIBDSR,
                      FGIBSUM and FGIBAVL.




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Document Types                                                          3. Process codes- the actual posting instructions.
                                                                        4. Posting Modifiers, where you can specify FOAPAL
Banner uses document types to define types of transactions. You            overrides for the posting action of the process code.
can use document types when using the Document History screen
(FOIDOCH) and the Query Document (FGIDOCR). The listing              Some of the common rule class codes that you will encounter
below is the most common type of documents found in Banner:          while working with various Banner screens are listed below. This
                                                                     list is only a few common ones as there are hundreds and hundreds
        CHK       Check Disbursement                                of rule classes in Banner; many are invisible in their use.
        CM        Credit Memo
                                                                     BD01         Original Adopted Budget
        DCR       Direct Cash Receipt                               BW1          Budget Office Budget Transfer (W&M only)
        ENC       Encumbrance                                       BW2          Departmental Budget Transfer
        INV       Invoice                                           CR05         Cash Receipt Entry
        JV        Journal Document                                  DNEI         Check Invoice with Encumbrance
        PO        Purchase Order                                    INNI         Invoice without Encumbrance
                                                                     INEI         Invoice with Encumbrance
                                                                     JE15         For JV‟s that are self balancing within a fund (i.e. has both
Rule Class Codes                                                                  DR & CR entries to a fund).
By Banner definition, rule classes are packets of posting            JE16         For JV‟s between different funds.
                                                                     MLB          Lockbox Payment
instructions. It provides instructions to Banner so that the         MDP          Miscellaneous department deposit
transactions post and apply to the various modules and ledgers.      MWI          Wire Receipt (Use on FGAJVCD)
Most screens automatically invoke specific rule classes, and the     MWR          Wire Receipt (Used on Detail Codes)
user is never prompted to provide the rule class that is used.       PORD         Establish Purchase Order
                                                                     JT1          Detail Code Charge
Basic knowledge on rule classes allows you greater flexibility       JT3          Application of Payments
when using the various query screens in Banner. Both the Detail
Transaction Activity Screen (FGITRND) and the General Ledger         Please see the complete list of Rule Class transaction codes at
Activity Screen (FGIGLAC) allow querying on rule class codes.        http://www.wm.edu/it/banguides.

Rule classes are composed of four elements:
   1. A „Balance Rule‟ which controls how the JV that employs
       this rule is to be balanced.
   2. Edits, which controls what can be entered in any given field
       of the JV screen.



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                                                                         Scroll Bars - Use the arrow buttons to scroll or use your mouse to
Tips for all Banner Screens                                              move the scroll bar to display other records that do not fit in the
                                                                         information block.
Auto Hint Line - The message display area at the bottom left of
the screen displays error messages for a screen, provides short cuts     Rollback, to return to the Key Block - To return to the Key
to other screens, or other information that is helpful about the field   Block in any screen, use the function Rollback (       or Shift/F7)
where the cursor is located.
                                                                         Next Block, to move to and through the Information Blocks -
                                                                         To move from one block of information to the next, use the
                                                                         function Next Block, (     or Ctrl/PgDn).
                                  or




Review the message area on all Banner screens, as some errors do
not „pop up‟, but appear as a note in the message field. This is
especially true if you receive no data from your query!

Wildcard Character - The wildcard % can also be used in many
query fields, even date and account number fields!

Options Menu - Clicking on the Options menu in various screens
may display other options available for many of the Finance Query
screens, as shown below.




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Account Level Types
COA    Type   Desc                              Pred   Level Ledger   COA   Type   Desc                                Pred Level Ledger
W       10    Assets                                   1       GL     W      60    Labor Expense                            1      Oper
W       11    Cash                               10         2 GL      W       6    Undesignated Budget Salary           60     2 Oper
W       12    Cash Equivalents                   10         2 GL      W      61    Salaries                             60     2 Oper
W       13    Investments                        10         2 GL      W      62    Wages                                60     2 Oper
W       14    Investments with Trustees          10         2 GL      W      63    Fringe Benefits                      60     2 Oper
W       15    Investments with Treasurer         10         2 GL      W      64    Termination Payments                 60     2 Oper
W       16    Appropriations Available           10         2 GL      W      65    Special Payments                     60     2 Oper
W       17    Appropriations & Allotments        10         2 GL      W      66    Disability Payments                  60     2 Oper
W       18    Accounts Receivable                10         2 GL      W      67    WTA                                  60     2 Oper
W       19    Due from Other Funds               10         2 GL      W      68    Misc. Personal Service               60     2 Oper
W       1A    Inventories                        10         2 GL      W      69    Recoveries                           60     2 Oper
W       1B    Prepaid Expenses                   10         2 GL      W      70    Expense                                  1      Oper
W       1C    Other Assets                       10         2 GL      W       7    Undesignated Budget Direct Expend    70     2 Oper
W       1D    Investment in Plant                10         2 GL      W      71    Contractual Services                 70     2 Oper
W       20    Liabilities                              1       GL     W      72    Supplies and Materials               70     2 Oper
W       21    Accounts Payable                   20         2 GL      W      73    Transfer Payments                    70     2 Oper
W       22    Accruals                           20         2 GL      W      74    Continuous Charges                   70     2 Oper
W       23    Retainage Payable                  20         2 GL      W      75    Property and Improvements            70     2 Oper
W       24    Adv from the Treasurer of VA       20         2 GL      W      76    Equipment                            70     2 Oper
W       25    Deposits and Deferred Revenue      20         2 GL      W      77    Plant and Improvements               70     2 Oper
W       26    Deposit held in Custody for Others 20         2 GL      W      78    Obligations                          70     2 Oper
W       27    Other Liabilities                  20         2 GL      W      79    Indirect Costs                       70     2 Oper
W       28    Compensated Absences -Current 20              2 GL      W      7A    Cost Sharing                         70     2 Oper
W       29    Notes Payable - Current            20         2 GL      W      7S    VIMS Service Centers                 70     2 Oper
W       2A    Bonds Payable - Current            20         2 GL      W      80    Transfers                                1      Oper
W       2B    Installment Purchases - Current 20            2 GL      W      81    Transfers                            80     2 Oper
W       2C    Compensated Absences - LT          20         2 GL      W      90    Non-Operating Revenues                   1      Oper
W       2D    Notes Payable - LT                 20         2 GL      W      91    Gifts                                90     2 Oper
W       2E    Bonds Payable - LT                 20         2 GL      W      92    Investment Income                    90     2 Oper
W       2F    Installment Purchases - LT         20         2 GL      W      93    Other Non-Operating Revenue          90     2 Oper
W       2G    Due to Other Funds                 20         2 GL      W      94    Capital Gifts                        90     2 Oper
W       2H    Depreciation                       20         2 GL      W      95    Fund Deductions                          1       GL
W       2J    Appropriations & Allotment Offset 20          2 GL      W      96    Fund Deductions                      95     2    GL
W       30    Control Accounts                         1       GL     W      97    Transfers To                         95     2    GL
W       31    Account Controls                   30         2 GL
W       40    Fund Balance                             1       GL
W       41    Fund Balance                       40         2 GL
W       50    Revenues                                 1      Oper
W       51    Tuition and Fees                   50         2 Oper
W       52    Appropriations                     50         2 Oper
W       53    Grants & Contracts                 50         2 Oper
W       54    Sales & Services Educ Activities 50           2 Oper
W       55    Other Revenue                      50         2 Oper
W       56    Auxiliary Revenue                  50         2 Oper
W       56    State Auxiliary Revenue            50         2 Oper
W       57    Athletics Revenue                  50         2 Oper
W       58    Local Revenue                      50         2 Oper
W       58    Local/Local Aux Revenue            50         2 Oper
W       59    Gifts - For Endowment Pool Only 50            2 Oper




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                                                                     FGIBSUM - Organization Budget Summary Screen

(The next five screens are Operating Ledger screens.)




Criteria                                  Values
Chart                     All must be entered
Fiscal Year
Organization
Fund                      Enter desired fund. May be a required
                          field, depending on security of user. If
                          allowed to be blank, all funds will be
                          co-mingled.




                                                                        Use FGIBSUM to view summarized budget information by account type
                                                                         for a selected organization.
                                                                        Displays the organization‟s budget, year-to-date activity, encumbrances,
                                                                         and available balance, summarized by major category type. (Revenue,
                                                                         Labor, Direct Expenditures and Transfers (not used at WM), which is
                                                                         Account Type Level 1).
                                                                        To see account details, click Options, Budget Status Information
                                                                         (FGIBDST).
                                                                        You must EXIT (       or Ctrl-Q) the form, to return to FGIBSUM


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Criteria                      Values                             FGIBAVL - Budget Availability Status Screen
Chart                         All must be entered.
Fiscal Year
Index / FOAPAL                When using an index, the FOAPAL
elements                      will populate.
Account                       Must be entered.
                              Enter the desired pooled account
Only for accounts             code.
starting with a 6 or 7.       Will display all subsequent
                              account codes.
                                    600000 Undesignated
                                       Budget
                                    611100 Benefits
                                    611200 Salary-Wages
                                    611100 Benefits
                                    712000 Contractual
                                       Services
                                    712800 Travel
                                    713000 Supplies and
                                       Materials
                                    714000 Transfer Payments
                                    715000 Continuous
                                       Charges
                                    721000 Property and
                                       Improvements
                                    722000 Equipment

Commit Ind                    Default is Both
Control Keys                  Display only. Will populate when        Provides a query of the fiscal year-to-date budget and expenditure
                              Next Block function is executed.
                                                                       activity.
                                                                      Allows you to review your budget status using Banner‟s Pool Budget
                                                                       functionality.
                                                                      To return to the Key Block in any screen, use the function Rollback.
                                                                      No Options exist for this screen.




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Criteria                      Values                               FGIBDSR - Executive Summary Screen
Chart                         All must be entered.
Fiscal Year

Index or FOAPAL               Orgn and fund codes can be any
elements                      high-level orgn (2 or 3 digits)
                              and/or fund within the hierarchy.

                              When using an index, the
                              FOAPAL will populate.
Account                       Leave blank to display all account
                              codes within the organization or
                              enter a desired code. It will
                              display all subsequent account
                              codes.
Acct Type                     Leave blank to display all account
                              types within the organization or
                              enter a desired code. (Level 1 or
                              Level 2 account types. See
                              Account Types).
Query Specific Account        If a specific account code is
                              entered in Account, screen will
                              display that account, and all
                              subsequent accounts, unless
                              ‘Query Specific Account’ is
                              selected.
Include Revenue               Should be unchecked for most
Accounts                      department accounts.                    Provides query roll up of activity by higher-level organization codes or fund codes
                              Default is checked.                      using Banner‟s hierarchy feature.
                              Banner subtracts total expenses         Useful for a department that has several sub-departments or multiple funds within
                              from revenues when checked.              a fund type.
                              Therefore, for accounts that do
                              not have revenues, uncheck              Summarizes activity by account code for all Indexes that roll up to the
                              „Display Revenue‟ box. Banner            organization level entered.
                              will then display positive totals       NOTE: Type = R(evenue), L(abor), E(xpenditure)
                              and a total available balance.          To see transaction details, choose Options, Transaction Detail
Commit Ind                    Default is Both                          Information (FGITRND)
                                                                      If using high level orgn (2 or 3 digits), cannot view details!



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Criteria                      Values                                FGIBDST – Organization Budget Status Screen
Chart                         All must be entered.
Fiscal Year

Index or FOAPAL               When using an index, the FOAPAL
elements                      will populate.

                              Activity and Location are optional.

                              Leave blank to display all account
Account                       codes within the organization, or
                              enter a desired code. See Query
                              Specific Account below.
                              To see ALL Expenses only, enter
                              „700000‟
                              Leave blank to display all account
Acct Type                     types within the organization, or
                              enter a desired Level 2 account
                              type code (>50, >60 or >70).
                              If a specific account code is
Query Specific                entered in Account, screen will
Account                       display that account, and all
                              subsequent accounts, unless
                              ‘Query Specific Account’ is
                              selected.
                              Should be unchecked for most
Include Revenue               department accounts.
Accounts                      Default is checked.
                              Banner subtracts total expenses          Provides a query of the budget availability by Index.
                              from revenues when checked.              Displays budget, encumbrance, and expenditure activity by account code.
                              Therefore, for accounts that do not       (This is the closest format in Banner to FRS screen 19.)
                              have revenues, uncheck „Display
                                                                       Type = the type of Account Code: R(evenue), L(abor), E(xpenditure)
                              Revenue‟ box. Banner will then
                              display positive totals and a total      Use the Options Menu to access other related screens (Each of these
                              available balance.                        screens is addressed separately in this document):
                                                                            o Budget Summary Information FGIBSUM
Commit Ind                    Default is Both                               o Organization Encumbrances FGIOENC
                                                                            o Transaction Detail Information FGITRND



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   To view the detail transactions for values in any of
    the columns: (Adj Budget, YTD Activity, or
    Commitments):


         1. Click in the amount field you wish to query.
            This will highlight the line.




         2. Select Options, Transaction Detail
            Information.




         3. This will display the FGITRND (Detail
            Transaction Activity screen), which
            provides dates, document types, document
            number, and amounts for all transactions,
            for that specific account.


   You must EXIT these screens to return to
    FGIBDST!




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                                                                        FGITRND - Detail Transaction Activity Screen

Criteria                      Values
Chart                         All must be entered.                                                                                             Can Query by
Fiscal Year                                                                                                                                    Fiscal Period
Index or FOAPAL               When using an Index, the FOAPAL
elements                      will populate.
Account                       Blank for all, or enter specific
                              account code. (Q must = S)
Prd (Fiscal Period)           Blank for all, or enter specific period
                              (“01”=July, “12” = June).
Q (Query Type)                Enter R (relative starting point) or S
                                                                                                                                           Can Query by
                              (specific account)
                                                                                                                                           Fld codes
Cmt                           Blank is default. Commitments not
                              used.


                                                                                                                                   Scroll to the right to
                                                                                                                                   see the description,
                                                                                                                                   fund, activity and
                                                                                                                                   location




                                                                           Displays detailed transaction activity for operating accounts. This is a
                                                                            powerful screen and can provide very detailed information.
                                                                           Can display month-to-date transactions by fiscal period.
                                                                           In the information block, you must Execute Query (F8) or, query in a
                                                                            specific field.
                                                                           To start a new query, use the function Enter Query (F7).




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Examples of searching on this form:                         QUERY: ENC > Execute Query

1. Leave all fields blank and Execute Query.
2. Enter search criteria in a specific field
       a. Ex: To query for a specific date, enter DD-
           MMM% (13-NOV%) in Date field.
       b. Ex: To query all invoices, enter “IN%” in
           Type field
       c. Ex: To query by Field Codes, enter:
           (defines transactions, this screen only)
                ABD (budget adjustments)                   RESULTS:
                OBD (original budget entries)
                YTD (actual activity)
                ENC (encumbrance activity)
3. Click on an account and select Options, Query
   Document by Type, to see transaction detail.
4. Or, select Options, Query Total for all records to
   see grand total of all records. Total is running total
   of records displayed on the screen; it is NOT the
   available balance!




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                                                                    FRIGITD - Grant Inception to Date Screen


Criteria                      Values
                              Must be entered.                                                                                            Selection of Level
                              Must be entered. OR, If a Grant                                                                             1 or Level 2 will
Chart                         Index is entered, this will                                                                                 provide summary
Grant                         populate.                                                                                                   by account type.
Year                          Optional.                                                                                                   (See Account
Index or FOAPAL               When using an Index, the                                                                                    Types)
elements                      FOAPAL will populate.
                              (a FUND code may be required
                              depending on security access)
                              Level 1 (60, 70), Level 2 (71, 72,
Account Summary               etc.) or All Levels (all accounts).

                              Will populate from the Grant
                              number entered. OR
                              Can query activity for a specified
                              period using the Date From and
Date From - To                Date To fields, or for a single
                              month, enter the same month
                              and year in both the Date From
                              and Date To fields.

                              If checked and no Fund code
                              entered, will display all sources        Displays detail transaction activity for grants or capital outlay projects
Fund Summary                  of funds for the Grant, if                from inception of the project to date.
                              additional grant funds exist.
                                                                       This is a very flexible screen with many options.

                                                                       Orgn and fund codes can be any high-level orgn and/or fund within the
                                                                        FOAPAL hierarchy.
                                                                       Other options include Hierarchy, transactions by Sponsor Accounts, and
                                                                        Include Revenue (Revenue used only for Contracts, not Grants).
                                                                       Perform the function Next Block to move to the information block.
                                                                       T column = the type of Account Code: R(evenue), L(abor), E(xpenditure).



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                                 To see more detail, place the cursor on an account code you wish to query.

                                 From the Information Block, select Options, Grant Detail Information
                                  (FRIGTRD) to display the detail transactions by account. The FRIGTRD
                                  screen will provide dates, document types, document number, and amounts
                                  for all transactions, which make up the total.




                                 From FRIGTRD, Select Options again and select either
                                  o Query Document by Type, or
                                  o Encumbrance Detail FGIENCD, if type is PORD.




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If Fund Summary is chosen:                                Fund Summary




    To view the transactions that make up the values in
    any of the columns:

         1. Place the cursor on the desired Fund Code
            at the top of the screen.
         2. The account detail will then display on the
            lower portion of the screen.
         3. To display more detail, place your cursor
            on the account code you wish to view.
         4. Select Options, Transaction Detail
            Information (FRIGTRD), to display the
                                                                                      Place the cursor
            detail transactions by account.                                           on the fund you
                                                                                      wish to view and
                                                                                      the details will be
                                                                                      displayed below
                                                                                      for that fund.




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                                                                  FGITBAL - General Ledger Trial Balance Screen – GL
                                                                  Screen

Criteria                 Values
Chart                    All must be entered.
Fiscal Year
Fund
Account Type             Blank for all or enter desired General
                         Ledger account type. (< „50‟)
Account Code             Blank for all or enter desired General
                         Ledger account code
D= debit
C= credit
* = the account balance differs from the normal setup
balance




                                                                     Displays a trial balance for each fund for all General Ledger accounts,
                                                                      account types or account codes. Every account balance always displays a
                                                                      debit or credit indicator.
                                                                     Use to query budget detail for specific funds and accounts.
                                                                     Select Options, Query General Ledger Activity Info (FGIGLAC), to
                                                                      display the detail transactions of the balance amount.




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                                                                    FGIGLAC - General Ledger Activity Screen – GL Screen
Criteria                      Values
Chart                         Must be entered.
Period                        Blank for all, or enter specific
                              Fiscal Period.
Fiscal Year                   Must be entered.
Index or Fund                 When using an Index, the Fund
                              will populate.
Account                       Blank for all, or enter specific GL
                              Account (< 500000)

Once you enter the first query, you may initiate a more
detailed query.

1. Use the function Enter Query (F7).
2. Enter the specific elements.
3. Use the function Execute Query (F8).

To return to the Key Block in any screen, use the
function Rollback (Shift/F7)




                                                                       Use to view detail transactions activity for General Ledger accounts by
                                                                        account number.
                                                                       Query on a specific account, transaction type, document number, amount,
                                                                        only debits or only credits.
                                                                       Use Execute Query to search information.
                                                                       Select Options, Query Total for all records, to display the last record
                                                                        retrieved by the query and display the total for all records retrieved.




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                                                                     FAIVNDH - Vendor Detail History Screen

Criteria                  Values
Vendor                    Must be entered. Enter Vendor 93
                          number, FIN, or search.
Selection                 “All” is the default. Choices are credit
                          memo, open, or paid.
Fiscal Year               Must be entered.

Column Headings
APPR                      Approved
VIC                       Multiple Invoices
C/M                       Credit Memo
O/P                       Open or Paid
Cncl                      Cancelled




   Use the function Search (           ) to search for a
    vendor code.




                                                                        Provides a list of invoice, credit memo, and payment transactions for a
                                                                         particular vendor.
                                                                        Provides vendor invoice number, document number, invoice amount,
                                                                         Due/Paid date and check number.
                                                                        To display the invoice, highlight the line and select Options, View Invoice
                                                                         Information.




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Criteria                 Values                                 FOIDOCH - Document History Screen
Doc Type                 Must be entered first.

                         INV for invoice, PO for purchase
                         order, CHK for check

Doc Code                 Enter the document number or search.

INV                      FAIINVL – Inv/Cr. Memo
PO                       FPIPOHD-PO Validation                                                                               Status Code:
CHK                      FTICHKS – CK# Validation                                                                            The Status code indicates
                                                                                                                             the document‟s status in
                                                                                                                             the system:
                                                                                                                             A: Approved
                                                                                                                             C: Completed
Depending on what Doc Type you entered, different                                                                            O: Open
search screens will open.                                                                                                    P: Paid
                                                                                                                             S: Suspended
                                                                                                                             X: Cancelled
    1. Enter search criteria and use the function                                                                            F: Final Reconciliation
       Execute Query (F8).                                                                                                   V: Void
                                                                                                                             H: Hold
    2. Double click the desired document code to                                                                             T: Tagged Permanently
       return the value to FOIDOCH.                                                                                          R: Receipt Required
    3. Use the function Next Block (or Ctrl/PgDn) to
       move between the blocks.

 (Check status of „F‟ = check has cleared the bank and
                                                                   Displays document processing history. The system displays each
is reconciled.)
                                                                    transaction that relates to the document queried.
                                                                   Select Options, View Status Indicators, to view status indicators for the
                                                                    document numbers shown.
                                                                   Complete information is also available for each transaction type.
                                                                   With the cursor on the desired document number, select Options and its
                                                                    related screen – FAIINVE (Invoices); FAICHKH (Checks); FPIPURR
                                                                    (Purchase Orders).




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                                                           FGIDOCR - Query Document Screen



Criteria                  Values
Document                  Enter the document number or
                          search.

Header information shows the transaction date, fiscal
year and period and how many items are in the
document.

Initiate a more detailed query in the Information block:

        Use the function Enter Query (F7) and enter
         the field criteria you wish to query.
        Use the function Execute Query (F8) to
         display the results.




                                                              Provides online query capability for all transactions.
                                                              Can query all document types including purchase orders, journal vouchers,
                                                               checks, and invoices.
                                                              Does NOT allow viewing of an incomplete document or one in suspense.
                                                              Displays transaction date, description, amount and the accounting
                                                               distribution.
                                                              May initiate another query by identifying specific elements to query.




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Criteria                  Values
Document                  Must be entered. Enter invoice or PO   FAIINVE - Invoice/Credit Memo Query Screen
                          number, or search.

To search for a Document code:
    1. Click the Search tool (         ). The FAIINVL
         screen will open.
    2. Click the radio button for Open, Paid,
       Suspense or Hold status for the Invoice
    3. Use the function Next Block (Ctrl/PgDn).

    4. Either scroll through the invoices, or initiate a
       more detailed query in the Information block:
       a. Use the function Enter Query (F7) and
           enter the invoice # criteria to query.
       b. Use the function Execute Query (F8) to
           display the results.




                                                                      Provides detailed accounting distributions, address, tax information,
                                                                       and payment due date for a specified invoice.
    5. Double click on the desired Invoice number to                  There are several blocks of information to this screen.
       return the info to the FAIINVE screen.




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                              The key block displays type of invoice. If it is a “Regular” pay invoice, the
                              associated purchase order number is displayed.

                                 1. Use the function Next Block (Ctrl/PgDn) to move through the
                                    multiple information blocks.
                                        Invoice/Credit Header
                                        Commodity Information
                                        Accounting Amounts
                                        Balancing Completion

                                 2. At each block, the Options Menu provides access to additional
                                    information about the invoice.

                                     a. On the Account Amounts block: Options>Accounting
                                        Distribution information to view the FOAPAL charged on the
                                        invoice.
                                     b. Use the up and down arrow at the „Seq‟ field to determine if more
                                        that one FOAPAL was charged.

                              To return to the Key Block in any screen, use the function Rollback
                              (Shift/F7).




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                                                                FAICHKH - Check Payment History Screen

Criteria:                 Values:
Check Number              Enter check number or search.

Bank                      Must be entered. Enter “02” for WM,
                          “12“ for VIMS.

        Displays the Banner 93 Vendor ID number,
         Vendor name, the check date, and the check net
         amount.
        The associated invoices are also displayed. If
         cancelled, the cancel date is shown.
        Choose Options, Document Inquiry,
         FAIINVE, to view the invoice detail.




                                                                     FAICHKH displays summary information about check transactions.




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                                                          FPIPURR - Purchase/Blanket/Change Order Query
Criteria:              Values:                            Screen
Purchase Order         Enter Purchase Order number or
                       search by Vendor.



Use the function Next Block (Ctrl/PgDn) to move
through the information blocks.

        Block one displays the order dates and totals.
        Block two displays the Requestor, COA,
         Organization codes charged and the Ship To
         address.
        Block three displays the vendor name and
         address.
        Block four displays commodity description
         and accounting information.




                                                               Displays Purchase Orders that are completed, approved, closed,
                                                                cancelled, or in process.




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Criteria:                     Values:                      FGIOENC - Organizational Encumbrance List Screen
Chart                         Must be entered.
Fiscal Year
Index or FOAPAL               When using an index, the
elements                      FOAPAL will populate.

        Displays all purchase orders by number. The
         available balance and account codes are also
         displayed.

        Choose Options, Query Detail Encumbrance
         Info, FGIENCD, to view the more detail.

Initiate a more detailed query in the Information block:

        Use the function Enter Query (F7) and enter
         the criteria you wish to query.
        Use the function Execute Query (F8) to
         display the results.




                                                              Displays a listing of all encumbrances by organization.




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Criteria:                     Values:
                                                              FGIENCD - Detail Encumbrance Activity Screen
Encumbrance                   Must be entered. Enter PO or
                              Encumbrance number or search.

   Use the function Next Block (Ctrl/PgDn) to move
    through the information blocks.

    o Block one displays the vendor name, status,
      type, purchase order date and balance
      remaining.
          o Status – (O)pen or (C)losed
          o Type - (E)ncumbrance, (M)emo,
              (L)abor, (R)equisition, and (P)urchase
              Order

    o Block two displays the accounting information.

    o Block three displays the transaction dates and
      amount of all payments made against the
      purchase order, as well as any change orders
      posted. Action – (P)artial payment, (F)inal
      payment, (T)otal Liquidation.

                                                                   Provides a query of detailed transaction activity for an original
                                                                    encumbrance entry as well as all transaction activity against the
                                                                    encumbrance.




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                                                           Extract Data Feature
                                                           Many Banner screens will allow you to extract and download the screen data to
                                                           a file.

    1. Select Help.
    2. Select either Extract with Key or Extract
       Data No Key and the following information
       block will appear.
           a. If „Extract Data with Key‟ or „Extract
               Data No Key‟ is black, that screen‟s
               data may be downloaded.                                                             “Extract Data…” will
                                                                                                   be BLACK if the
           b. The difference between „With Key‟ and                                                Extract feature is
               „No Key‟ is that the Key block                                                      active for this screen.
               information will display in the first row
               of the downloaded spreadsheet file.




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    3. Select Save.
    4. Choose a location where to save the .csv file
    5. Choose a name for the .csv file that is
        meaningful as Banner uses a default name.
    6. Click Save.
    7. You will receive a confirmation window when
        the download is complete.
    8. Click Close to return to the screen.
    9. .csv files can be opened in Excel and
                                                          Select “Save” to download
        manipulated to create a custom spreadsheet.       to a defined location.
    10. Select Save As in Excel, to save the file as an
        Excel .xls file type.




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                                                          Data Extract Note – FGITRND

        After you choose Help/Extract Data… in
         FGITRND, the screen fields will be blank.

        You must specify your query criteria again, if
         any, and then perform Execute Query a second
         time, to complete the Extract Data process.




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