Banner Self Service Training

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Banner Self Service
Training at East Carolina
University
Introduction:
Banner introduces many new terms and concepts which are important for you to
understand to make effective use of the system. In this first section, we will explain the
Chart of Accounts and its elements (FOAPAL) and how those elements translate from
FRS terminology. We will also describe the different screens you will see for making
queries and displaying documents, and the different columns that you can manipulate to
get the information you need. This course is designed as a first exposure to Banner. Its
goal is to familiarize you with Banner and demonstrate navigation.

What is Banner?
Banner is a web-based, administrative software application developed specifically for
higher education institutions by a company called SunGuard. Banner provides an online
environment that will allow ECU to perform administrative functions in a highly
effective manner as all data will now be totally integrated and shared among different
departments across the University.

Banner comes in two different flavors: INB or Internet Native Banner and Self Service
Banner. Self Service Banner is what we will be working with today in class. Self
Service Banner is a more user-friendly interface that only allows a specific set of
processes to be completed.

What is Self-Service Finance?
Finance Self Service is the web interface that allows users to perform designated
financial operations and procedures in a user friendly environment.

Chart of Accounts:
The Chart of Accounts is the numbering system used by Banner to capture financial
transactions and facilitate retrieval of information and financial reporting. The Chart of
Accounts is defined by the letter “E”.

The Chart of Accounts structure is composed of six elements: Fund, Organization,
Account, Program, Activity, and Location (FOAPAL).
Some of the FOAPAL elements represent information that is similar to the Account
Numbers and Object Codes in FRS. Each element of the Chart of Accounts is described
below.

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Terminology
FOAPAL
Fund
A six-character code that identifies a self-balancing set of accounts and identifies
ownership. Similar to FRS GL Account.
Examples of Funds:
111170-State accounts for East Campus
310900 -Auxiliary
EA3976-Foundations

Organization
A six-character code that identifies a unit of budgetary responsibility and/or department
within an institution. It is normally used to define “WHO” spends the money. Similar to
FRS SL account. Houses information regarding revenues and expenses.
Examples of Organizations:
240901- AF Systems Coordination
230601- Purchasing
240204-Accounts Payable

Program
A four-character code that identifies a function and enables the institution to establish a
method of classifying transactions across an organization. The program code is similar to
the purpose code in FRS.
Examples of Program:
1010-Instruction
1100-Research
1510-Library
1600-Student Services

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Terminology

Activity
An optional six-character code that is non-hierarchical and can be used to further define
an object of expenditure, like, temporary units of work, subsidiary functional
classifications, or short duration projects. Activity codes are often used to account for
tracking of special events.

Location
An optional six-digit code used to specify assigned physical location of an asset being
purchased. This code is optional.

Index
A six-character code used in banner as a shortcut to the fund, organization and program
code. The index is entered into the system when recording transactions and performing
queries. When the index is entered, the system retrieves the fund, organization and/or
program codes that correspond to the index. Most auxiliaries and state accounts do not
default an organization so you may have to enter that information.

Finance Self Service Terminology

Adopted Budget Original budget allocation given at the
beginning of the Fiscal Year
Budget Adjustment An increase/decrease to budget
Adjusted Budget An increase/decrease to budget
Temporary Budget Adjustments done in the current year that
are temporary in nature. (Budget
Adjustments that will not role over to the
next fiscal year)
Accounted Budget Original Budget plus or minus any Budget
Adjustments. Total of all budget
transactions. Similar to revised budget in

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FRS.
Year to Date Year-to-Date activity; The transactions from July
1 to current for fiscal year
Encumbrances Generated by outstanding purchase orders;
funds committed for future payments
Reservation Funds set aside for purchase orders and
requisitions regardless of whether a PO is
issued or not
Commitment Outstanding purchase orders and
requisitions
Available Balance Remaining Budget left to spend;
Adjusted budget less year to date less
outstanding commitments

Terminology Continued

Field Description/Explanation
Fiscal Year (Required) Fiscal Year represents the University’s
fiscal year from July 1st-June 30th. For
example “2005” relates to the year starting
July 1st 2004, and ending June 30th, 2005.
This field will default to the current year
but can be overridden.
Fiscal Period The number of fiscal month you wish to
query.

Note: The University fiscal year starts July
(not January). Therefore, if you wish to
query the month of May, you would enter
“11” in this field (not 05). If you would
like to query in July, you would enter “01”.
Comparison Fiscal Year The fiscal year you would like to compare
the first one to.
Comparison Fiscal Period The fiscal month to which you want to
compare with the first one.
Commitment Type TBD

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Terminology Continued

Field Description/Explanation
Chart of Accounts (Required) “E”, represents the chart of accounts.
Index Shortcut number that will display the
default Fund, Organization, and Program
field data, if available.
Fund (Required) Represents the source of funds. The Fund
code will default when the Index is used.
Activity An optional element used for independent
reporting needs.
Organization (Required) Departmental entity or budgetary unit
responsible and accountable for
transactions. Sometimes, the Organization
Code may default when the Index is used.
Location Identifies the physical whereabouts of
property. Optional element.
Grant Grant identification number. Only required
when viewing Grant Inception to Date
Information. All other FOAPAL code
numbers must be removed prior to
submitting a query on a grant inception to
date.
Account Identifies objects, such as the general
ledger accounts (assets, liabilities, and fund
balances) and the operating ledger accounts
(income, labor, expenditures, transfers).
The account code in Banner represents the
same information as the FRS object code.
Fund Type The type of fund allowing high-level rollup
(consolidation). This could be used if you

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want to query budget information for a
specific organization using only one
hierarchy source of funds.
Account Type Higher-level category of account if rollup
or consolidation is desired.
Program (Required) Function reporting classification for tracking
the use of funds. The Program code will
default when using the index code.

Field Description/Explanation
Chart of Accounts Code “E”, which should appear by default,
represents the Chart of Accounts.
Type Type is the actual item you are querying.
Please refer to the following table for
further descriptions of type items.
Code Criteria The search criteria for the type of item you
are searching. You may use the Banner
Wild Card (%) to assist in the search.
Title Criteria Use this field if you know at least part of
the title from the above chosen field type.
Enter the letter followed and/or preceded
by the percentage sign (%-represents a
wild card, any number of unspecific
characters). For example, %Finance%
would result in showing all the
organizations that have the word Finance in
them. All titles in banner are case sensitive
in that all names and organizations begin
with a capital letter, followed by lower case
letters.
Max Number of Rows to be Returned Enter the number of results you would like
to view at a time. For example, if you pick
ten, ten rows will show for your review.

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Terminology

Under the Type field form on the Code Lookup screen (See info on Code Lookup fields
above) you will find a list of items. Currently, the majority of the listed items are not
being used. Those items that will be used are defined below.

Account A five-character code that identifies
objects, such as the general ledger accounts
(assets, liabilities, and fund balances) and
the operating ledger accounts (income,
expenditures, transfers). The account code
in Banner represents the same information
as the FRS object code.
Address Type Assorted Vendor address types
Buyer Who in purchasing created the PO
Chart Chart of Accounts Code; “E”
Commodity What has been bought
Currency The type of currency being used (i.e. US
Dollars; Canadian dollars, Pesos, etc.)
Discount Usually determined by Vendor; such as
discounts if paid by a certain date, etc.
Fund A six-character code that identifies a self-
balancing set of accounts and identifies
ownership. Fund Code is similar to the
general ledger used in FRS.
Index A six-digit code used in Banner as a
shortcut to the Fund, Organization, and
Program Code.

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Location Optional-identifies the physical
whereabouts of property.
Organization A six-digit code that identifies a unit of
budgetary responsibility and/or
departments within an institution.
Normally used to define “WHO” spends
the money
Program A four-digit code that identifies a function
and enables the institution to establish a
method of classifying transactions across
organizations.
Ship Where goods will be shipped
Tax Group TBD
Unit of Measure Unit of measure of what has been
purchased. For example, each inch, case,
ream, etc.
Vendor The Vendor associated with the transaction.

Course/Exercise Usage Data
The following data is to be used during the training course for completing all processes.

Field Date to be used
Fiscal Year 2006
Fiscal Period 14
Budget Period 01-July, 02-August, 03-September; etc.
Chart of Accounts E
Index 910112 & 111170
Fund 910112 & 111170
Organization 240400 & 240901
Program 3120 & 1700

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Process I

.
Logging into Banner Finance Self Service

1) The web address to access East Carolina’s Banner System:
http://ecuinb1.intra.ecu.edu:9090/

For training class, select Training Database (TRNF). Beginning January 2006, select
Production Database.

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Logging In

Self Service Menu

To log into Self Service Banner, select Enter Secure Area from the Self Service Main Menu.

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Logging in

To Log In

The user ID and Personal Identification Number (PIN) will be specific to each user.
Login is case sensitive.

The first time you log in, you will receive the following page. It requires you to enter a
security question along with an answer. This enables you to retrieve your password if
you forget it. Keep in mind that the userid and PIN are case sensitive.

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Logging In

Forgot PIN?

Select the Forgot PIN? button. The Security Answer page provides the user a Hint

Question. Provide the answer and select Submit. Enter a new PIN, select Reset PIN, and

continue.

Select Finance from Main Menu.

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Process II

Budget Status by Account Query
Budget status by account query allows you to look up budget information for one organization or grant. It does not
allow for hierarchy roll up, but is the quickest way to get details on transactions. Similar to screen 19 and 23 in
FRS.

Budget Status by Account:
To complete a Budget Status by Account
1. Click Budget Queries

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2. Select Budget Status by Account.

3. Click Create Query.

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Budget Status by Account

4. Click on the desired data columns that you want displayed.

The selected columns will be your Operating Ledger Data you wish to display as a
Column in your query. We recommend Adopted Budget (Original Budget),
Accounted Budget (Revised Budget), Year to Date, Commitments, and Available
Balance.
After selecting the appropriate columns, select Continue.

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Budget Status by Account

5. Enter in the following information on the next screen:
a. Fiscal Year
b. Fiscal Period
c. Chart of Accounts
d. Index

6. Select submit query; review the displayed screen for Fund, Organization, and Program
accuracy. An Organization may or may not populate based on Fund Type you are using. An
Organization or Grant has to be keyed to perform a query.

7. Click on the Submit Query again.

8. The query results screen will display desired budget information.

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Budget Status by Account Query

Additional account information can be displayed by selecting the “drill downs.” Select
the underlined information for further details on the account.

 Expenses and revenues shown as same sign (+) in the detail, however, the total
show the actual sign. Report total in example is (-) therefore, expenses are greater
than revenues by amount shown.
 Total Budget Balance Available will not calculate if revenues and expenses are
shown together in a query.

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Process III

Budget Status by Organizational Hierarchy
Budget Status by Organizational Hierarchy Query allows you to review budget
information of organizations for the Fiscal Period and Year to Date by: Hierarchical
Structure, Specific Funds, High-level Organizations, Accounts, Programs, Fund Type,
Account Type, or Revenue Accounts.

To complete a Budget Status by Organizational Hierarchy:
1. Click on the Budget Queries link

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2. Choose the Budget Status by Organization Hierarchy from the drop-
down window.
Budget Status by Organizational Hierarchy

3. Click on the Create Query button.
4. Click the desired data column titles (headers) that you want displayed in the query
results. (See pages 3-4 for column title definitions)

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Budget Status by Organizational Hierarchy

5. Click on the Continue button.
6. Enter the following information:
a. Fiscal Year
b. Fiscal Period
c. Chart of Accounts
d. Index

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7. Select the Submit Query button.
8. Review the resulting Fund, Organization, and Program fields for accuracy.
*Organization or Grant field must be populated to perform a query.
9. Select Submit Query again.
10. The Query Results screen will display desired budget information.
11. To get further information on a transaction, click on the purple and underlined
items to “drill down” for more information.

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Budget Status by Organizational Hierarchy

 Expenses and revenues show with different signs unlike the other Self Service
Banner Queries.

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Process IV
Budget Quick Query
This process allows the end user to do a very fast query. The columns are already
defined. The end user can not “drill down” in a quick query.

To complete a Budget Quick Query:
1. Click the Budget Queries link.

2. Choose Budget Quick Query from the drop down window.

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Budget Quick Query

3. Click the Create Query button.
4. Enter the following information
a. Fiscal Year
b. Chart of Accounts
c. Index
5. Click the Submit Query button
6. Review the result screen for Fund, Organization, and Program accuracy.
*Organization or Grant field must be populated.

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Budget Quick Query

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Budget Quick Query

Quick Queries will not allow you to drill down for specific data and you cannot
determine your columns for the report.

**If you would like another query, select the Another Query button.**
 Expenses and revenues show as same sign (+) in the detail, however the total
shows actual signs.
 If revenues are included in query, then total Budget Balance Available is not
calculated.

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Process V
Encumbrance Query
An encumbrance query allows you to view encumbrance information by account for a
specific FOAP (Fund, Organization, Account, and Program).

To complete an Encumbrance Query:
1. Click on the Encumbrance Query link

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Encumbrance Query

2. Enter the following information:
a) Fiscal Year
b) Fiscal Period
c) Chart of Accounts
d) Index

3. Click on the Submit Query button.
4. Review for Fund, Organization, and Program data accuracy.
*A value must be entered for Organization or Grant field.
5. Click on the Submit Query again.

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6. Review Query results for accuracy.
7. If you wish to see more on a particular Document Code, you can “drill down” by
clicking the purple and underlined data.

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Process VI
Budget Transfers (Single Line)
This process allows the user to move non-salaried expense items within a fund. This
process is for a single line transfer. The journal type you will be selecting will always be
B22. Only valid account types are 70 and 80.

To complete a budget transfer (single line):
1. Click on the Budget Transfer link.

2. Confirm the Journal Type field displays B22.
3. Enter the amount you wish to transfer into the Transfer Amount field.

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Budget Transfer Single Line

4. Enter the following information:
a) From Index-Enter an index number for the account from which the funds
are being transferred.
b) To Index-Enter an index number for the account to which the funds are
being transferred.
c) Budget Period-Must reflect the effective month.

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Budget Transfer single Line

5. Click Complete button.
6. Confirm that Fund, Organization, and Program Codes are correct.
*Organization field must be populated.
7. Enter the account numbers to which you want to transfer the funds for each
Organization.
8. Click the Complete button again.

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9. If this process is successful, the Document Number will appear along with a
green check mark on the resulting screen.

*When you have clicked Complete for the last time, and you’ve received the
Document Number confirmation screen, make sure that you DO NOT click the
complete button again or else another budget transfer will be performed.

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Process VII

Budget Transfers (Multiple Lines)
This process allows the user to transfer budget between multiple accounts or multiple
organizations. In each document created, the pluses (transfer to) must equal the minuses
(transfer from). These accounts must offset one another and add up to the total
Document Amount. The journal type will always be B22. This Budget Transfer code
allows for transfer of non-salaried expense items.

To complete a budget transfer (multiple line):

1. Click the Multiple Line Budget Transfer link.

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Budget Transfer Multiple Lines

2. Confirm that the Journal Type field displays B22
3. In the Document Amount field, enter the total document amount.
**The Document Amount is the total amount transferred on the document between
the to account and the from account.

4. Enter the Chart of Accounts code in the Chart field.
5. Enter the first index number from which you are transferring funds into the first
Index field.
6. Enter the amount you wish to transfer out into the Amount field.
7. Choose the minus sign (negative symbol) from the Debit/Credit (D/C) field.

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Budget Transfer Multiple Lines

8. Repeat steps 4-6 if there is more than one Org/Account from which you are
transferring funds.
9. Tab to the next line.
10. Enter the correct chart code in the Chart field.
11. Enter the second index number to which you are transferring funds into the
second Index field.
12. Enter the amount you wish to transfer in into the Amount field.
13. Choose the plus sign (positive symbol) for the D/C field.
14. Repeat steps 10-12 on the following rows if there is more than one Org/Account
to which you are transferring funds.
15. Confirm that all pluses (+) and minuses (-) add up to the value entered into the
Document Amount field at the top of the screen.
16. In the Budget Period field, choose budget period of the effective month that are
available by default.
17. Click on the Complete button.

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18. The screen will display all Funds, Organizations, and Program fields. Confirm
that these are correct, or add any missing Organizations and enter the correct
Account Codes on each line.
19. Click the Complete button again to finish the transfer.
20. Confirm a document number and statement showing that it has been forwarded to
the posting process appears.

**Make sure that you DO NOT select the Complete button again. This will transfer the
amounts for a second time.**

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Process XIII
Viewing a Document
This process allows the user to display the details of financial documents, such as
Requisitions, Purchase Orders, and Journal Vouchers.

To View a Document:
1. Click on the View Document Link.

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Viewing A Document
2. Choose the type of document to view from the Choose type drop down field.

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Viewing A Document
3. Enter the Document Number (if known) in the Document Number field textbox.
*If you do not know the Document Number, please see the next page.
4. Click on View Document button.
5. Data from the chosen document will appear for viewing.

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To find a document that you don’t have a number for:
1. Click on the View Document link

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Viewing A Document

2. Choose the type of Document to view from the choose type drop down field.

3. Click on Document Number Button.
4. Your ID will appear.
*You do not have to use this as query criteria.
5. Enter as much information that you know into the fields provided.

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Viewing A Document

6. Click on the Execute Query and a list of transactions will show.
7. Click the Document Number of the document you wish to view.

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Process IX

Saving and Retrieving a Query
Some queries may be valuable enough to save so that you can run them again at a
later date. Finance Self Service allows you to create your own personal queries and
also “shared” queries. Shared queries may be viewed by all system users, cannot be
deleted by the creator and will be removed from the system in a periodical system
sweep. ECU requests that you only create your own personal queries, and not any
shared queries.

To Save a query:
1. Configure a query as desired.
2. Click in the Save Query As textbox. Type the name of configured query.

3. Click on the Submit Query button.
4. You will receive a message that the query has been saved at the top of the
screen.

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To access saved queries:
1. Access any Finance Self Service query area.
2. Select the desired query from the saved query drop-down box.

3. Click on the Retrieve Query button.

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Process X
Saving and Retrieving a Template

Budget queries can be saved as Saved Queries (See Process 9). Budget Transfers can
also be saved and are referred to as templates. If you are going to transfer budgets on a
regular basis, creating a template will automate this process.

To Save a Template:
1. After you have completed filling in all the required information for budget
transfer, click in the Save as Template textbox and name the template what you
would like to save it as.

2. Click on the Complete button .
3. A statement will appear stating the template has been saved.

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Saving and Retrieving a Template
To Retrieve a Saved Template:
1. Click either the Budget Transfer or Multiple Line Budget Transfer links.
2. Choose the template you would like to use from the Use Template drop-down
window at the top of the screen.
3. Click the Retrieve button.
4. The template you previously saved will display

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Process XI

Downloading Queries to a Spreadsheet
To allow review of budget information for transactions, Banner Self Service allows all
queries to be downloaded to a Microsoft Excel Spreadsheet. The spreadsheet can then be
printed and/or edited for further analysis, calculation, etc. You can download all
available query headers to a spreadsheet or only selected ones. This is not allowable in
Quick Query.

To download all available query column titles (headers) to a
spreadsheet:
1. After completing a query, click on the Download Ledger Columns button to
download all available columns to a spreadsheet.

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Downloading Queries to A Spreadsheet

2. Choose Open from the file Download window.
3. Excel will open up and display all columns available.

You can then format and calculate the worksheet data in Excel to suit your needs.

To Download Selected Query Column Titles (headers) to a Spreadsheet:
1. After completing a query, click on the Download Selected Ledger Columns.
The columns download will be only the ones you chose at the beginning of the
query.

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Downloading Queries To A Spreadsheet

2. Choose Open from the File Download window.

3. Excel will open up and display all columns available.

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Process XII
How to Use Code Lookup

If you are not sure where you’d like to transfer the funds, you may use the code look up
feature. Scroll down past the screen that allows you to enter the Transfer information.
You will see the following:

1. Enter the correct Chart of Accounts field (“E”)
2. Enter the type of code you wish to view from the Type drop down field.
3. Enter any Code Criteria field. (For example, you could use 7 with the wildcard
symbol (%) to pull a range of expenditure accounts).
4. Enter the number of rows you would like to view in the Maximum Rows to
Return Field. **It’s encouraged that you set the Maximum rows to return to a
high number as you can not view any additional rows past the maximum number
indicated even if there are more available**
5. Click on the Execute Query button.

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How to use Code Lookup

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Appendix

Installing A Java Applet for Banner

The first time you attempt to connect to Banner from a computer, you’ll need to
install a JAVA Applet that allows Banner to run on your machine. This Applet,
which is around 11 Mb, should take a few minutes to download and install. The
machines in the lab already have it installed, but you’ll need to install the Applet
when you go back to your desk. If you need assistance installing this program,
please contact the Helpdesk at ext 6866.

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