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Banner Finance Data Review User Manual - Training

1. E T d 4 v1 1 February 2013 Banner Finance Data Review FOAPAL Chart of Accounts Structure What is FOAPAL FOAPAL is the acronym for the account number within the Banner system Each letter represents a piece of the account number Fund Organization Account Program Activity and Location Required Segments Optional Segments Chart Fund Organization Account Program Activity Location C F O A P A L There are 36 possible characters in the FOAPAL FOAPAL is the key to entering financial transactions Required Segments Chart refers to the chart of accounts NMSU will have two charts of accounts N for NMSU and F for Foundation On most application forms the Chart will have a default value of N already populated Fund indicates the ownership of money There are five types of funds e Unrestricted e Endowment e Restricted e Plant oan Organization is used to track financial activity by department and designates the department responsible for payment Account designates the type of expenditures The first character of the account code indicates the type of account Balance Sheet Income Statement 1xxxxx Assets 5XXXXX Revenues 2xxxxx Liabilities 6xxxxx Labor Expenditures JXxxxx System Controls 7XXXXX Non Labor Expenditures Axxxxx Fund Balance 8xxxxx Transfers Program designates functional classification for example Instruction Research Public Service
2. Record 1 1 1 Enter the Location code in the Location field in the Key Block area 2 Click on the Next Block button redd 36 v1 1 February 2013 Banner Finance Data Review Fund Code Validation FTVFUND Use the Fund Code Validation form FTVFUND to see a list of fund codes defined in Banner Access the Fund Code Validation form by entering FTVFUND in the Direct Access Go To field File Edit Options Block Item Record Query Gu BI ga Fund Code Validation FTW Record 1 Chart of Fund Accounts Code DO NOT USE TERMED WRONG TERMED WRONG TERMED wRONG CAMPUS 09 CLEARING PHONATHON CLEARING i A PAPRESEXCEL o PA PRES EXCEL HISPANO BANQUET YMCA BLD RENOVAT DIAMOND A ANDRSN ey rrr MCCUNE PRES DSCRTNRY Bl me m e e we erlejeer erejsoroejoej jore 2 9 9 2 9 9 9 9 sS 8 8 9 9 9 o o ejejejlejejrjejrjejejejljejejojojojojo eolojejejejejejejejeloejeijeijerjejo FIBIsisigisisisisiegisisisisisie BHlo l ola ala lal nin elo supa iu ste u e ADMISSIONS NMSU FACULTY EXCLNCE ENROLLMENT MANAGEMENT NMSU MARIACHI GROUP z cie ADMINISTRAT 3 3 3 3 T D 3 T 3 R 3 m T T 3 Iv 3 3 3 T R ee eE ojojo ojojo ojojo ejeje ol ala 1 Use the scroll bar to view the list of fund codes or 2 Use the query buttons to search for a particular fund code wo H mao H FRIENDS OF BR
3. 4 Click on the Options menu to see what additional information is available for the record 5 Select an option in this case Document Query FAIINVE 10 v1 1 February 2013 Banner Finance Data Review The Invoice Credit Memo Query form FAIINVE will be displayed File Edit Options Block Item Record fs Help aM RI AABRI RY Sia S BB BR KISIA a Invoice Credit Memo Query FAIINVE 8 3 UB EEE ELE EE ELLE a M ILI I Iu I uta ev dat a I a atu EX Document 10369180 7 C Multiple You can now use this form just as if you had accessed it from the General Menu 6 Click on the Next Block button e February 2013 v1 1 11 Banner Finance Data Review The Invoice Credit Memo Header block will be displayed File Edit ejaaisigeg Block Item Record Query Tools Help B wA Invoice Header Header Additional Information View Vendor Address View Document Status Docun View Document Indicators Purch commodity Information Vendo Accounting Amounts L Multiple Regular Balancing Completion Document Text FOATEXT 3 UBNBY eer ere pero a eA LIL DLISTED ELSINORE ra Invoice Invoice Date 24 JUN 2009 Transaction 01 AUG 2009 Cancel Document Accounting Check Vendor Address Code eu Sequence Number 2 Collects Tax N Collects no taxes City Chicago Street Line 1 o beusa OS State or Province i
4. Using View Document to look up an invoice associated with a purchase order can provide a full summary of the Purchase Order including amount of original order amount received by department or central receiving process amount invoiced and amount approved by accounts payable You will see a screen that looks like this my NMSU edu TER E mail Calendar Groups Logout Help Personal Information Student Employee EEA Search MENU SITEMAP HELP View Document To display the details of a document enter parameters then select View document To display approval history for a document enter parameters then select Approval history If you do not know the document number select Document Number to access the Co Qokup feature This enables you to perform a query and obtain a list of document numbers to choose from Choose type Invoice Document Number 10038608 Submissions Requisition Change Seq r Purchase Order 9 a eference Number Invoice Journal Voucher Encumbrance Direct Cash Receipt wi Ter Display Accot Yes Display Document Line Item Text Display Commodity Text O All Printable None All Printable None View document I Approval history Budget Queries Encumbrance Query Approve Documents View Document H owered by RELEASE 8 2 SUNGARD SCT HGHER EDUCATION 1 From the Choose type field and from drop down box select Invoi
5. Budget Queries Encumbrance Query Approve Documents View Document H owered by RELEASE 8 2 SUNGARD SCT HGHER EDUCATION 27 All additional documentation relating to this transaction will be listed at the bottom of the window in the Related Documents section 28 Click on any blue Document Code to see the related document f eam Tip The Related Documents section provides the same information available on the FOIDOCH form in Banner including detailed receiving invoice and payment information February 2013 v1 1 63 Banner Finance Data Review The document will be displayed in the View Document function This can also be viewed by using View Document as referred to on page 68 my NMSU edu gg Back to 4 amp Q E mail Calendar Groups Logout Help Personal Information Student Employee ETA s Search MENU SITEMAP HELP Employee Tab View Document Purchase Order Header Purchase Order Changes Order Date Trans Date Delivery Date Print Date Total P0078767 Aug 25 2009 Aug 25 2009 Sep 30 2009 Aug 25 2009 2 999 98 Origin BANNER Complete Y Approved Y Type Regular Cancel Reason Date Requestor REQUESTOR NAME 300000 ORGANIZATION NAME Phone Number 575 646 2090 E mail NAME amp nmsu edu Accounting Commodity Level Matching Required Ship to Ofc Central Receiving MSC 3545 1600 Wells Street PO Box 30001 575 646 7709 Las Cruces NM 88003 8001 United States of America Attention Ofc
6. 1 Use the scroll bar to view the list of program codes or 2 Use the query buttons to search for a particular program code 40 v1 1 February 2013 Banner Finance Data Review Activity Code Validation FTVACTV Use the Activity Code Validation form FTVACTV to see a list of activity codes defined in Banner Access the Activity Code Validation form by entering FTVACTV in the Direct Access Go To field iS File Edit Options Block Item Record Que Help awa 78 Activity Code Validation FTV Ears EEE EEE LEIS EEE EEE ELSES ES EEE EEE EEEE EPE Chart of Activity Effective Termination Accounts Code Date Date o1 3UL 1950_ o1 3uL 1950 o1 3UL 1950 01 JUL 1950 D1 JUL 1950 fo1 3uL 1950 01 JUL 1950 D1 JUL 1950 o1 3uL 1950 01 JUL 1950 fe RITO ACEQUIA DITCH RIO DE LAS GALLINAS ACEQUIA DITCH LA SIERRA ACEQUIA DITCH RIO POJOAQUE ACEQUIA DITCH saura CRUZ ACEQUIA DITCH RAMAH ACEQUIA DITCH RIO ARRIBA ACEQUIA DITCH SAN JOSE ACEQUIA DITCH SUNSET ACEQUIA DITCH TAOS VALLEY ACEQUIA DITCH rESUQUE ACEQUIA DITCH sss S RIO VALLECITOS ACEQUIA DITCH RIO DE CHAMA GALLINA CAPULIN O RIO DE LAS GALLINAS LA ACEQUIA DE LA SIERRA RIO POJOAQUE ACEQUIA amp WATER WELL RIO QUEMADO RIO ARRIBA RIO SAN JOSE TAOS VALLEY ACEQUIA ASSOCIATION RIO DE TESUQUE ee E olojo olejo olojo olojo RIo m zy o o o o a 01 JUL 1950 01 JUL 1950 elelee eeN E e
7. February 2013 v1 1 5 Banner Finance Data Review Optional Segments Activity designates temporary units of work subsidiary functional classifications or short duration projects special events Location designates a physical location of building and room number Location will primarily be used for fixed assets Index An Index is an abbreviation of the F O and P segments of the FOAPAL also A and L when applicable Indexes are six characters long and are much easier to use than the full FOAPAL To process accounting transactions departments will only need to enter an Index and an Account code Entry of the index will automatically populate the corresponding Fund Organization Program and in some cases Activity and or Location Index Fund Orgn Account Program Activity Location Project 7 C C C 2 a 107122 181611 530200 8001 00173 In this example the index number 107122 was entered The Fund Orgn and Prog fields were automatically populated In this instance the Index number did not populate the Actv and Locn fields 6 v1 1 February 2013 Banner Finance Data Review Logging on to Banner Banner supports authenticated user access meaning that the system verifies your credentials and you are given access to the system based on your assigned security To use Banner as an authenticated user you must successfully log on by providing your credentials NMSU Username and Banner P
8. OPERATING ACCOUNTS MAIN Account Type Adjusted Budget YTD Activity Commitments Available Balance IEEE p D REX IDER ZE I Labor Expenditures 1 366 15 14 519 27 0 00 13 153 12 Direct Expenditures 88 280 01 25 393 15 2 856 06 60 030 80 Transfers m Net Revenue minus Labor Expense Transfer 89 646 16 39 912 42 Total Commitments 2 856 06 Press Count Query Hits for Organization Budget Status Record 1 4 Dl cu 1 Enter the Organization number in the Organization field 2 Click on the Next Block button t5 28 v1 1 February 2013 Banner Finance Data Review General Ledger Activity FGIGLAC Use the General Ledger Activity form FGIGLAC to view detailed transaction activity for General Ledger accounts by account number in an online summary Access the General Ledger Activity form by entering FGIGLAC in the Direct Access Go To field File Edit Options Block Item Record ery Tools Help asp 24GB PP Bas va General Ledger Activity FGIGLAC 8 0 0 1 UBM Chart In 7 Period Fiscal Year fio v Index 100000 Fund 110006 v Account Account Transaction Date Type Document Description Amount EEUU Lose costenane zore BER 111000 28 FEB 2010 Cs000074 CLOSE COSTSHARE 2010FEB28 1 311 20 111000 28 FEB 2010 CSs000074 CLOSE COSTSHARE 2010FEB28 7 284 46 11000 zs FEB 2010 CS000074 CLOSE COSTSHARE 2010FEB28 4
9. To browse through all documents of a specific type use the following procedure my NMSU edu gg Bock o Employee Tab E mail Calendar Groups Logout Help Personal Information Student Employee Search MENU SITEMAP HELP View Document fi To display the details of a document enter parameters then select View document To display approval history for a document enter parameters then select Approval history If you do not know the document number select Document Number to access the Code Lookup feature This enables you to perform a query and obtain a list of document numbers to choose from Choose type Requisition v Document Number _ Submission Change Seq Reference Number l Display Accounting Information O No Display Document Line Item Text Display Commodity Text All Printable None All Printable None View document J Approval history Budget Queries Encumbrance Query Approve Documents View Document owered by RELEASE 8 2 SUNGARD SCT HGHER EDUCATION 1 Select the Document Type from the drop down list 2 Click on the Document Number button 68 v1 1 February 2013 Banner Finance Data Review The Document Lookup page will be displayed my NMSU edu q Back to amp Q id Employee Tab E mail Calendar Groups Logout Help Personal Information Student Employee Search s9 MENU SITEMAP HELP Docum
10. Running total 1 484 61 898 74 9 516 45 0 00 8 031 84 Report Total of all records 86 664 62 65 804 00 18 764 43 3 655 34 64 244 85 Previous 15 Next 15 Download All Ledger Columns Download Selected Ledger Columns Save Query as Shared Compute Additional Columns for the query Column 1 Operator Column 2 Display After Column New Column Description FY10 PD05 Adopted Budget x percent of FY10 PD05 Adopted Budget l FY10 PD05 Adopted Budget b Perform Computation 25 Click on any blue amount to view the underlying transactions The amount will appear underlined when you move the cursor over it February 2013 v1 1 61 Banner Finance Data Review A new report will be displayed listing the transactions my NMSU edu Back to a E Employee Tab Personal Information Student Employee Search Go Report Parameters Organization Budget Status Detail Report Summary Year to Date Transaction Report Period Ending Nov 30 2009 As of Mar 29 2010 Chart of Accounts N New Mexico State University Commitment Type All Fund 110006 OPERATING ACCOUNTS MAIN Program 1310 PROGRAM DESCRIPTION Organization 399000 ORGANIZATION NAME Activity All Account 740100 FURNITURE AND EQUIPMENT LT 5000 Location All Document List Transaction Date Activity Date Document Code Vendor Transaction Description Amount Rule Class Code Oct 26 2009 Oct 27 2009 103967
11. https my nmsu edu cp home displaylogin The Finance menu has the following options Budget Queries allows you to review budget information compare fiscal periods and years and download query data to a spreadsheet e Encumbrance Query allows you to review outstanding encumbrance information Approve Documents allows departmental approvers to approve purchase requisitions e View Document allows you to view detail information about a requisition purchase order invoice journal voucher encumbrance or direct cash receipt February 2013 v1 1 53 Banner Finance Data Review Budget Queries The Budget Query option permits you to access the same information you would review in Banner using the Executive Summary form FGIBDSR or the Organization Budget Status form FGIBDST You can save your queries and retrieve them later for quick reference or customizing From the Finance menu select Budget Queries my NMSU edu ray Back to z amp 9 Empl Tab mployee Ta E mail Calendar Groups Logout Help Personal Information Student Employee search _ Go MENU SITEMAP HELP Budget Queries p To create a new query choose a query type and select Create Query To retrieve an existing query choose a saved query and select Retrieve Query Create a New Query Type Budget Status by Account v Create Query Retrieve Existing Query Saved Query None Retrieve Query Budget Queries Encumbrance Query
12. 28 82 0 00 212 95 2 999 98 0 00 0 00 58 v1 1 February 2013 Banner Finance Data Review my NMSU edu Back to z amp Emph Tab mployee Tal E mail Calendar Groups Logout Help 722100 IN STATE TRAVEL 0 00 441 90 722110 IN STATE CONFERENCE AND E A 0 00 0 00 REG FEE 723100 OUT OF STATE TRAVEL 1 558 82 0 00 1 558 82 723110 OUT OF ST CONF FEE y 0 00 269 00 0 00 269 00 723150 ONE DAY PER DIEM OUT OF 0 00 0 00 0 00 0 00 STATE 725600 SEMINARS AND TRAINING 0 00 0 00 1 325 00 0 00 1 325 00 730200 FUEL AND LUBRICANTS 0 00 0 00 467 83 0 00 467 83 731000 OFFICE SUPPLIES 0 00 0 00 368 48 0 00 368 48 731100 COMPUTER SUPPLIES 0 00 0 00 37 99 0 00 37 99 Screen total 1 484 61 898 74 3 425 65 0 00 1 941 04 1 484 61 898 74 3 425 65 0 00 1 941 04 64 62 65 804 00 18 764 43 3 655 34 64 244 85 Download All Ledger Columns Download Selected Ledger Columns p B Shared Compute Additional Columns for the query Column 1 Operator Column 2 Display After Column New Column Description FY10 PD05 Adopted Budget percent of FY10 PD05 Adopted Budget FY10 PD05 Adopted Budget v Perform Computation Another Query X Budget Queries Encumbrance Query Approve Documents View Document powered by RELEASE 8 1 SUNGARD SCTHGHEREDUCATION v If there are more than 15 records in your query they will not all be displ
13. Click on the Submit Query button gan T d You can click on the Organization Grant or Index button to perform a search if you do not know the organization grant or index number 56 v1 1 February 2013 Banner Finance Data Review The populated parameters are displayed my NMSU edu LE ond e E mail Calendar Groups Logout Help Personal Information Student Employee Go MENU SITEMAP HELP Fiscal period 05 v Comparison Fiscal year None v Comparison Fiscal period None v Commitment Type All v Chart of Accounts N Index Fund Activity erant Fund Type Account Type 1201 O Include Revenue Accounts Save Query as O Shared Submit Query Budget Queries Encumbrance Query Approve Documents View Document powered by SUNGARD SCT HIGHER EDUCATION 14 Click on the Submit Query button again Note This step populated the Fund Organization and Program February 2013 v1 1 57 Banner Finance Data Review The results of your query will be displayed my NMSU edu Back to Employee Tab B de E mail Calendar Groups Logout Help PersonalInformation Student Employee e search MENU SITEMAP HELP Pi Select a link in the Query Results list to retrieve detail information for the specific item chosen Select one of the Download option
14. HEEL Payroll Employee Liability HERL Payroll Employer Liability HFEX Payroll Actual Fringe Benefit Distribution HFNL Payroll Fringe Chargeback without Liquidation HFRC Payroll Fringe Chargeback Clearing HGNL Payroll Gross Expense No Liquidation HNET Payroll Net Pay ICEI Cancel Invoice with Encumbrance ICNI Cancel Invoice without Encumbrance IDV Interdepartmental Voucher INEC Credit Memo with Encumbrance INEI Invoice with Encumbrance INNI Invoice without Encumbrance JE16 General Journal Entry Inter Funds PCLO Cancel PO Reinstate Request PCRD Cancel Purchase Order POBC Purchase Order Batch Close POLQ Purchase Order Request Liquidation POPN Purchase Order Open PORD Establish Purchase Order PSL PSL Labor Feeds RCQP Cancel Requisition REOP Requisition Reservation TS Treasure Services JE Inter Fund February 2013 v1 1 81 Banner Finance Data Review Appendix B Document Type Description Prefix Doc Type DESCRIPTION Commitment Open Close Document Agreements Bids BUDGET BOOKSTORE FEED CARLSBAD MANUAL CHECKS UAR MAN CHECKS CASHNET FEED Document tag Number Fixed asset Commitment Number COMMITMENT CONVERT Interface Document Number Payroll FINAID CHECKS AL FINAID CHECKS CA FINAID CHECKS GR FINAID CHECKS MA FOUNDATION BGT FINANCE HR PAYROLL Deferred Grant Calculations JV Direct
15. Styles 2 Clear Filter Select Editing Clipboard w Font m Alignment g Number m n Qu Organization Budget Status Report Gi bwfksdld csv Read Only Or 2 By Account 3 Period Ending Feb 28 2010 _4 As of Mar 23 2010 5 6 Chat of AN New Mexico State University m4 Fund 111260 HUMAN RESOURCE SERVICES 8 Organizati 530350 CENTER FOR LEARNING amp PROF DEV 9 Account All 10 Program 1800 INTERNAL SERVICE 11 Activity All 12 Location All 13 Commitm All 21 15 16 chart Fund Type Fund Type Fund Type Fund Type Fund Fund Title Organizati Organizati Account Account T Account T Account T Account T Account T Program Program T Fiscal Yeai Fiscal peri 17 N Ul Unrestrict 10 111260 HUMANR 530350 CENTER F 613300 ADMIN SU 61 Operating 60 Labor Exp 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTER F 614100 EXEMPT R 61 Operating 60 Labor Exp 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTER FC 618100 STUDENT 61 Operating 60 Labor Exp 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTER F 618400 STU WOR 61 Operating 60 Labor Exp 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTER F 619200 OVERTIME 61 Operating 60 Labor Exp 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTERF 619330 TAXABLE 61 Operating 60 Labor Exp 1800 INTERNAL 2010 Ul Unrestrict 10 111260 HUMANR 530350 CENTERFC 621910 FRINGE RZ 61 Operating 60 Labor Exp 1800 INTERNAL
16. 1 38 Enter a Fund number or a Fund number and Account code combination 2 Click on the Next Block button ed February 2013 v1 1 31 Banner Finance Data Review Chart of Account Queries Fund Hierarchy Query FTIFNDH Use the Fund Hierarchy Query form FTIFNDH to obtain an online view of the hierarchical relationship between funds Access the Fund Hierarchy Query form by entering FTIFNDH in the Direct Access Go To field File Edit Options Block Item Record z Y Tools Help aogi o aegigmtvEmREIIBI ca Fund Hierarchy Query FTIFNDH 8 0 UBN8 LLL veeDeLSUSUVLSUVSSN coa w RerfflG ACCOUNTS MAIN Predecessor Fund MIXED FUNDING SOURCES ica lias 1611 I G LAS CRUCES IGLC ra LAS CRUCES MXIG1A mIxED FUNDING SOURCES 110006 OPERATING ACCOUNTS MAIN 1 Enter the Fund code in the Fund field in the Key Block area 2 Click on the Next Block button ed 32 v1 1 February 2013 Banner Finance Data Review Organization Hierarchy Query FTIORGH Use the Organization Hierarchy Query form FTIORGH to obtain an online view of the hierarchical relationship between organizations Enter either an Organization code or a Time Sheet Org code Access the Organization Hierarchy Query form by entering FTIORGH in the Direct Access Go To field File Edit Options Block Item Record Ye Gols Help afb 2488137126810 5 OR ERIS ca Organization Hierarchy Que
17. 100008 PRESIDENTS SALARY SAVINGS 100008 PRESIDENTS SALARY SAVINGS 100009 PRESIDENT 1 amp G FUNCTIONS 100009 PRESIDENT I amp G FUNCTIONS 100010 MCDONOUGH S OPERATING ACCOUNT MAIN 100010 MCDONOUGH S OPERATING ACCOUNT MAIN 100011 UNITED WAY CAMPAIGN 100011 unrreo WAY CAMPAIGN p1 3uL 1950 09 NOV 2007 01 JUL 1950 28 JUN 2005 16 MAY 2008 01 JUL 1950 n9 NOv 2007 01 JUL 2005 09 NOV 2007 01 JUL 2005 09 NOV 2007 01 JUL 2006 09 NOV 2007 01 JUL 2006 EJ EIEI EIEI EJ EIEI EJ EI EIEI EIEI EJ EIEI EIEI EIEI EI B r r r r rr r r 09 NOV 2007 4 tj 0 t lw a a Iv t tg f s i Iv t a i tj Iv a 1 Use the scroll bar to view the list of organization codes or 2 Use the query buttons to search for a particular organization code 38 v1 1 February 2013 Banner Finance Data Review Account Code Validation FTVACCT Use the Account Code Validation form FTVACCT to see a list of account codes defined in Banner Access the Account Code Validation form by entering FTVACCT in the Direct Access Go To field Chart of Account Data Account Internal Accounts Code p Entry Class Status Type Effective Date Termination Date ou 2uL 1950 01 JUL 1950 o1 uL 1950 D1 JUL 1950 01 JUL 1950 01 JUL 1950 26 JUL 2005 o1 2uL 1950 26 3UL 2005 01 JUL 1950 26 JUL 2005 01 JuL 1950 26 JUL 200
18. 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTER F 621950 FRINGE RZ 61 Operating 60 Labor Exp 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTER F 621970 FRINGE R4 61 Operating 60 Labor Exp 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTER F 722190 IN STATE F 71 Operating 70 Non Labo 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTER F 725600 SEMINARS 71 Operating 70 Non Labo 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTERF 731000 OFFICE SU 71 Operating 70 Non Labo 1800 INTERNAL 2010 Ul Unrestrict 10 111260 HUMANR 530350 CENTERF 732001 NON OFFI 71 Operating 70 Non Labo 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTER F 732010 EDUCATIC 71 Operating 70 Non Labo 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTER FC 733001 PRINT ANI 71 Operating 70 Non Labo 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTERF 733310 COPY MAC 71 Operating 70 Non Labo 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTER F 737001 FOOD PRC 71 Operating 70 Non Labo 1800 INTERNAL 2010 ul Unrestrict 10 111260 HUMANR 530350 CENTERF 737010 DRINKING 71 Operating 70 Non Labo 1800 INTERNAL 2010 Ul Unrestrict 10 111260 HUMANR 530350 CENTERF 738011 MISC SUPI 71 Operating 70 Non Labo 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTERF 739100 BOOKS 71 Operating 70 Non Labo 1800 INTERNAL 2010 Ui Unrestrict 10 111260 HUMANR 530350 CENTER FC 740100 FURNITUR 71 Oper
19. Cash Receipts Invoice Code Journal Voucher Code Commodity Budget Line Item Fixed Assets Accounting Adjustments MISC FEED 1 A B BG BK CA CK CN D E EN F FA FC FG FM FN FO G H I J K L M MA MB MC MD MS N OF P MISC FEED 2 N MISC FEED 3 MISC FEED 4 MISC FEED Permanent Tag number OFS FEED Purchase Change Order Code PD PSLFEED PL PSL LABOR PR PROCURE FEED PCard Transaction PS PSL COMMITMENT Q Ledger Reclassification Document R Requisition Code S State 1099 AR amp Pcard Inv Proposal SC FINAID CHECKS ST STUDENT FEED T Origination Tag Num Fixed Assets TL TELEPHONE BILLING U Issues W Inventory Adjustments X Stores Transfers Y Receiving 82 v1 1 February 2013 Banner Finance Data Review Notes February 2013 v1 1 83 Banner Finance Data Review Notes 84 v1 1 February 2013
20. Click on the Next Block button ed BR WN DB 26 v1 1 February 2013 Banner Finance Data Review Detail Transaction Activity FGITRND Use the Detail Transaction Activity form FGITRND to display an online view of detailed transaction activity for operating ledger accounts Access the Detail Transaction Activity form by entering FGITRND in the Direct Access Go To field COA Fiscal Fund Organization Account Program Activity Location Period Query Type Commit Type X v E 7 7 J 7 7 fuso moo B fF FE E E E Increase or Account Organization Program Activity Date Type Document Amount Decrease 530350 eoo jos MAR 20107 Foos7is6 HR Payroll zoso st sz FH 613300 613300 530350 11 FEB 2010 Foosesos HR Payroll 2010 st YTD 615 60 613300 530350 1800 28 Jan 2010 Foosese2 HR Payroll 010 s fro 619 88 613300 530350 1800 14 Jan 2010 Fo038439 HR Payroll 2010 st vro 41040 613300 530350 1800 22 Dec 2009 Fo038011 HR Payroll 2009 st YTD 752 40 613300 530350 1800 14 Dec 2009 Foos7811 HR Payroll z009 sL YTD 613 46 613300 530350 1800 30 Nov 2009 Fo037249 HR Payroll 2009 st vro 337 73 613300 530350 1800 12 Nov 2009 Fo036781 HR Payroll 2009 st YTD 681 86 613300 530350 1800 29 ocT 2009 Foo36320 HR Payroll z009 sL YTD 752 40 613300 530350 1800 14 0cT 2009 Foo35889 HR Payroll 2009 st vro 615 60 613300 530350 29 Sep 2009 Fo035518
21. Documents View Document H owered by RELEASE 8 2 SUNGARD SCT HIGHER EDUCATION Rz l Line item will display amount Ordered Accepted Invoiced and Approved 2 When you are finished reviewing the document you can perform additional Finance Self Service functions by clicking on the menu options at the bottom of the window 74 v1 1 February 2013 Banner Finance Data Review Help If you need HELP with Banner Queries or Self Service Call the ICT Help Desk at 646 HELP 4357 E mail help_admin nmsu edu For online help documentation and interactive demos go to http hr nmsu edu clpd busprocdocs html February 2013 v1 1 75 Banner Finance Data Review Glossary The following information describes standard navigation and accounting terms used within the Banner System Account balance The difference in dollars between the total debits and the total credits in an account Accounts payable Accounts which a company or government agency owes its creditors for goods and services purchased on credit Alert Box A type of dialog box that pops up to notify you of a condition that may affect how you can enter information or the kind of information you can enter It requires you to acknowledge the message before you can continue Application form Form used to enter update or query information An application form will have the letter A in the third position of the form name Bid process
22. Fund Type ian Save Query as j n E Shared Submit Query x Budget Queries Encumbrance Query Approve Documents View Document wered by RELEASE 8 1 SUNGARD SCT HGHER EDUCATION 1 To create a new query enter the appropriate parameters 2 If this is your first time using Encumbrance query enter N in Chart of Accounts field 3 You must enter either an Organization Index or a Grant to retrieve any data If you enter an Index the Organization code will automatically be populated for you 4 If you wish to save this query to run it in the future enter a name for it in the Save Query as field 5 If you wish to make this query available to other users click on the Shared checkbox 6 Click on the Submit Query button February 2013 v1 1 65 Banner Finance Data Review The parameters are displayed my NMSU edu ai amp 5 E mail Calendar Groups Logout Help Personal Information Student Employee EEA Search MENU SITEMAP HELP Encumbrance Query amp Choose an existing query and select Retrieve Query or create a new query Select Submit Query to display the query results For an Encumbrance Query to be successful you must enter a value in the Organization Field or the Grant Field Existing Query None z Retrieve Query Fiscal year 2010 v Fiscal period Encumbrance Status Open Commitment Type v Organization Location
23. OCT 2006 01 JUL 1950 Gs ocr200 30 ocT 2006 so ocr 2006 01 JUL 1950 30 ocT 2006 so ocT 2006 01 JUL 1950 30 ocT 2008 so ocT 2006 01010000N01010000S FD BAL 01010000N01010000S FD BAL 01100001N010100001 G REVENUE a E 2 o 2 o sas 100101 100102 01111005N01010000STAFF TUITI 100102 01111005N01010000STAFF TUITI 100103 o1111006N01010000DEPENDNT TU 100103 01111006N01010000DEPENDNT TU 0104 o1111010N01010000ADMISS FEE fo11z1o10No1010000aDMISS FEE o1111011N01010000DEF PAYMENT 01111011N01010000DEF PAYMENT o1111012wo1010000aDMIss FEE 01111012N01010000ADMISS FEE 01111013N01010000GRADUATION 01111013N01010000GRADUATION 1 Hd 01111013N01010000GRADUATION 01111014N01010000LANG LAB FE 01111014N01010000LANG LAB FE 01111015N01010000MISC TUIT 4 3 a t ig t fv n 100105 n 100105 tg ig i tg i i Jg i fi elelee eee E olololololol loleo olololalolololo BPlBP eB eB eB el el eB olejlolejelejrjojo e wo joelojxl jo 01111015N01010000MISC TUIT Record 1 eu 08C 1 Use the scroll bar to view the list of activity codes or 2 Use the query buttons to search for a particular activity code 42 v1 1 February 2013 Banner Finance Data Review Account Index Code Validation FTVACCI Use the Account Index Code Validation form FTVACCI to see a list of indexes defined in Banner Access the Account Index Cod
24. Shared checkbox 6 Click on the Continue button ul February 2013 v1 1 55 Banner Finance Data Review The parameters you can select for your query will be displayed my NMSU edu gan Back to E3 amp 8 Employee Tab E mail Calendar Groups Logout Help Personal Information Student Employee Search Go MENU SITEMAP HELP Budget Queries Fiscal year 2010 Fiscal period Comparison Fisca None i Comparison Fiscal period Commitment Type v Chart of Accounts Fund Activity Organization ES d oo Account Account Type Program o Include Revenue Account lt 1 Save Query as Shared Submit Query Budget Queries Encumbrance Query Approve Documents View Document powered by SUNGARD SCT HIGHER EDUCATION 7 To create a new query enter the appropriate parameters 8 If this is your first time using Budget queries enter N in chart of accounts field 9 You must choose either a valid Organization or a Grant to retrieve any data If you enter an Index the Organization code will automatically be populated for you 10 Click on the Include Revenue Accounts checkbox if you wish to display revenue accounts 11 Enter a name in the Save Query as optional field to save the entire query for reuse 12 Click on the Shared optional checkbox if you wish to make this query available to others 13
25. This occurs when potential vendors compete for a contract to produce a good or provide a service Block An information area on a form separated by a solid line Calling form Form from which you accessed another form Cancel Exits you from an Option List List of Values Editor window or Dynamic Help Clear form Clears all information and returns you to the first enterable field in the key information area Commit Saves all changes entered since the last time you saved Commodity The good or service that is being purchased In Banner commodities can be user defined or the NIGP National Institute of Governmental Purchasing code may be used Commodity level accounting A way of processing requisitions or purchase orders in which each line commodity of the requisition will have its own accounting distribution Supplies and equipment can still be ordered on one requisition Count Hits In query mode counts the number of records that meet the search criteria and displays that number in the Auto Help Line 76 v1 1 February 2013 Banner Finance Data Review Count Query Hits In query mode counts the number of records that meet the search criteria and displays that number in the Auto Help Line To retrieved records select the Execute Query Function Credit memo A credit is a deduction from an amount which is otherwise due A memo is an informal record Enter a credit memo against a vendor s account when for vari
26. ZIP or Postal Code 60680 2816 Street Line 2 PO Box 802816 Nation Street Line 3 Discount Code N3 Payment Due 01 AUG 2009 Receipt Required Receipt Required Bank 74 WELLS FARGO DISBURSEMENT O Credit Memo Vendor Invoice XD8KJ4899 B 11099 Vendor Text Exists 1099 Tax ID Direct Deposit Status n Income Type O Direct Deposit Override User ID MICHERNA Activity Date 31 AUG 2009 7 There is a new set of Options which you can access for further information from this form 8 When you are finished click on the Exit button X until you return to the calling form This drill down technique is available on most query forms in Banner Check the Options menu on individual forms to see what additional information can be accessed 12 v1 1 February 2013 Banner Finance Data Review Procurement and Vendor Queries Purchasing Inquiries Open Requisition by FOAPAL Query FPIORQF The Open Requisition by FOAPAL Query form FPIOROF provides a list of open requisitions by accounting distribution This includes any combination of fund organization account program activity and location Access the Open Requisition by FOAPAL Query form by entering FPIOROF in the Direct Access Go To field Help Acct Locn 110006 732090 v v v Requisition Type Item Commodity Quantity R0083971 fP 1 6699 Instruments Lab Surveying Eqp Sup Non Capi
27. and is useful for researching transaction or document history For example this is the Vendor Detail History form FAIVNDH It provides an online list of vendor invoice credit memo payment transactions for any vendor in the system File Edit esame i aw View Invoice Information FAIINVE Fy d ITE Commodity Information FOICOMM es RHEINE View Vendor Invoice FATVINV Block Item Record Query Tools Help Query Total for all records Selection All Invoice Date From 3 Invoice Date To Vendor 800092920 ben Marketing LP Fiscal Year fio 7 Indicators Credit Open Vendor Check Check Vendor Invoice Invoice Approval VIC Memo Paid Cancel Invoice Amt Due Date Date M c mmm EE S BGB EE ee ES NN gt XDSFBWW33 10369184 v n n P n 3 824 00 o1 auG 2009 s1 auc z009 01391735 XDBPF6169 10371082 f n n fP Moof 21 776 00 o1 Auc 2009 o7 Auc zoo9 01382223 XD91XR353 10371931 ho RM Rn P ow 2 662 23 oz AUc 2009 o3 auG z009 01381608 XD8X512X8 10371951 f y n P n 9 420 00 oi Auc 2009 o7 Auc 2009 01382223 XDBTOXFM6 10373159 n n fP n 3 080 60 26 2uL 2009 27 JuL 2009 01380889 XD93MMK26 10373437 hy fy MN P n 1 241 85 o4 auG 2009 p4 auc 2009 01381791 MD92DM325 10373438 Momo wo fp m nee oz auc 2009 o3 auc zo09 01381608 MD92XW2N6 10373443 f n n fP Iv 40 392 80 oi sEP
28. in the Organization field A query using a specific Index can also be used and may provide different results 2 Click on the Next Block button red February 2013 v1 1 15 Banner Finance Data Review Detail Encumbrance List FGIENCD The Detail Encumbrance Activity form FGIENCD provides an online query of detailed transaction activity for an original encumbrance entry as well as all transaction activity against the encumbrance Access the Detail Encumbrance List form by entering FGIENCD in the Direct Access Go To field File Edit Options Block Item Record 2X Help AYE AER RI FFP QZSS QA SBA PRI FG lolx 7a Detail Encumbrance Activity Encumbrance P0083427 Encumbrance Period Description Amazon com Status C Type P Date Established 05 JAN 2010 Balance vendor 800427151 Amazon com Item 3i Samsung LN52B550 52 inch LCD Display Sequence Fiscal Year 10 Status a Commit Indicator lu COA Index Fund Orgn Acct Prog Actv Locn Proj In 700000 800222 470610 780450 C20631 OFFC Encumbrance 1 119 00 Liquidation 1 119 00 Balance 0 00 Transaction Date Type Document Code Transaction Amount Remaining Balance 21 JAN 2010 10413957 1 119 00 0 00 Press Next Record or Previous Record to scroll accountingitransaction details Record 1 1 iss ZA 08C Enter an encumbr
29. query LIST amp COUNT HITS available Record 1 1 ListofValu 08 Enter the Vendor number in the Vendor field 2 Click on the Next Block button e February 2013 v1 1 23 Banner Finance Data Review File Edit Options Block It ao Bo 9aemm amp t ravendor Invoice Query FAIVINV 8 0 UBNB8 Vendor 800092920 Dell Marketing LP Document Number GZECEZE Vendor Invoice Number XDM4TDCD1 Vendor Invoice Date 12 JAN 2010 Vendor Invoice Total 1 549 00 PO or Encumbrance Document Date Document Total Number Open or Paid Hold 12 JAN 2010 1 549 00 P0083160 NN Nn In Item Commodity Description U M Quantity Unit Price 1 computer EA 1 1 549 00 Record 1 1 To display information for all invoices for this vendor Gen 3 Click on the Execute Query button J or press the F8 key 4 Details of the most recent invoice will be displayed 5 If applicable use the scroll bar to view additional invoices To display information for one specific invoice for this vendor 6 Click on the Next Block button ed 7 Enter the NMSU invoice number in the Document Number field or the Vendor s invoice number in the Vendor Invoice Number field 4 Click on the Execute Query button or press the F8 key 9 Details of the invoice will be displayed d 24 v1 1 February 2013 Banner Fina
30. 0000 111000 28 FEB 2010 CSs000074 CLOSE COSTSHARE 2010FEB28 104 72 111000 28 FEB 2010 Cs000074 CLOSE COSTSHARE 2010FEB28 3 611 11 11000 os MaR 2010 01450052 Sky Blue a 1 000 000 00 111000 O5 M4R 2010 01450052 Sky Blue 10 000 000 00 111000 O5 M4R 2010 01450052 Sky Blue 1 000 000 00 11000 os MaR 2010 o1450047 Ocean Jewel 4 190 00 111000 O5 M4R 2010 01450047 Ocean Jewel 1 015 00 111000 O5 M4R 2010 01450038 Ocean Jewel 1 000 000 00 111000 os MaR 2010 01450042 Discount Media Products 4 282 50 111000 O5 MAR 2010 01450028 Thyssenkrupp Elevator 140 25 111000 D05 MAR 2010 01450028 Thyssenkrupp Elevator 7 01 11000 os MaR 2010 01450028 Thyssenkrupp Elevator fo 14028 111000 O5 MAR 2010 01450028 Thyssenkrupp Elevator 7 01 Total 13 018 715 73 a Iz M eo Sede oyoyoyoroyroroyoroyoroyororoyroroye Press Duplicate Item for Transaction Source Form Dup Record for full total Record 1 9 m eal 08c 1 Enter your department s Index 2 Click on the Next Block button i February 2013 v1 1 29 Banner Finance Data Review General Ledger Trial Balance FGITBAL The General Ledger Trial Balance form FGITBAL provides an online display of a trial balance Access the General Ledger Trial Balance form by entering FGITBAL in the Direct Access Go To field File Edit Options Block Item Reco g B AaB Re 4ery Tools Help AIRD Smil
31. 0032245 LGAMBOA De 006 Dec 06 2006 800092751 Sehi Procomp Computer Products LISA GAMBOA Yes Yes 23 documents selected Exit without value Another Query 5 Click on a Document Number to select and view the document 6 Click on the Exit without Value button to return to the View Document page 7 Click on the Another Query button to return to a blank Document Lookup page 70 v1 1 February 2013 Banner Finance Data Review To view a single document use the following procedure my NMSU edu E amp o Empl Tab mployee Tal E mail Calendar Groups Logout Help Personal Information Student Employee Search MENU SITEMAP HELP View Document p To display the details of a document enter parameters then select View document To display approval history for a document enter parameters then select Approval history If you do not know the document number select Document Number to access the Co ookup feature This enables you to perform a query and obtain a list of document numbers to choose from Choose type Requisition v Document Number J Roo09485 Change Seq Reference Number Purchase Order Display Document Line Item Text Display Commodity Text All Printable None All Printable None View document Approval history Budget Queries Encumbrance Query Approve Documents View Document powered by BEERS SA SUNGARD SCT HIGHER EDUCATION 1 Select the Docume
32. 01 Super Warehouse GOV 2 999 98 INEI Report Total of all records 2 999 98 Available Budget Balance 2 999 98 Save Query as Shared Another Query Budget Queries Encumbrance Query Approve Documents View Document a amp 9 9 E mail Calendar Groups Logout Help MENU SITE MAP 26 Click on any blue Document Code to view the details of that particular transaction HELP 62 v1 1 February 2013 Banner Finance Data Review The details of the selected transaction will be displayed my NMSU edu am Back to amp 0 Empk Tab mployee Ta E mail Calendar Groups Logout Help Personal Information Student Employee Search MENU SITEMAP HELP Select Document Detail Transaction Report Document Type Invoice Commitment Type All Document Code 10396701 Description Super Warehouse GOV Transaction Date 26 Oct 2009 Accounting Information Chart of Accounts Fund Organization Account Program Activity Location Amount Rule Class Code N 110006 KKK 740100 1310 2 999 98 INEI Save Query as Shared Another Query Related Documents Transaction Date Document Type Document Code Status Indicator Aug 13 2009 Requisition R0078923 Approved Sep 23 2009 Receiving Documents Y0035726 Completed Oct 29 2009 Fixed Assets U422083 Tagged Permanently Aug 25 2009 Purchase Order P0078767 Approved Oct 27 2009 Check Disbursement 01403459 Final Reconciliation
33. 1 7 Banner Finance Data Review The Logon screen will be displayed ETT ENEMIES Username Password Database 3 Enter Username and Password 4 Database field remains blank 5 Click on the Connect button The General Menu form GUAGMNU will be displayed File Edit Options Block Item Record Query Tools Help u I AGRE RPP Qa 2 OB Sai Si Pl lex General Menu GUAGMNU 8 2 UBN8 Tuesday March 23 2010 Last login Thursday March 18 2010 05 45 PM Fx GoTo v Welcome Dee O Larey Products B Menu Site Map Help Center f My Banner My Links Banner C student STUDENT Change Banner Password O Advancement ALUMNI Check Banner Messages 1 Financial FINANCE UNO Project Site A Human Resources HRS Financial Aid RESOURCE UNO Documentation E M ceneral GENERAL UNO News O Banner XtenderSolutions System Menu BXS Banner Security SECURITY Banner Resource Information Business Finance and HR Personal Link 6 My Institution Banner Broadcast Messages Enter the object name Press LIST for listing Record 1 1 ml lt osc gt 8 v1 1 February 2013 Banner Finance Data Review Drilling Down for additional information Many of the query forms in Banner will allow you to access additional information about documents or transactions that they display This capability is referred to as drill down
34. 1 MAR 2010 01427681 XDMKSIC39 10419006 7 750 47 19 FEB 2010 19 FEB 2010 01426139 1 435 21 23 FEB 2010 o1 MAR 2010 01427681 561 30 26 Fe8 2010 onmaR 2o10 ora27681 57 39 02 MAR 2010 2 MAR 2010 01440012 3 148 74 0 1 MAR 2010 764 94 01 MAR 2010 XDMPN74C6 10419361 komzo 10419369 XDNIRXRD 10419510 XDMWKDTB9 10419644 xomwws7we 10419650 XDMTBNBX5 10419654 XDMXJMW69 10419862 XDN3D8RT4 10420286 JMOORE EIEI EIEI EI EI 4 838 00 oi Mam 2010 oi Man 2010 01427681 3 646 44 o Man 2010 1 047 104 97 Record 257 270 Enter the Vendor number in the Vendor field 2 The default in the Selection field is All 3 Click on the Next Block button ed Note With a Vendor Invoice selected and from the Options menu additional forms can be accessed to view To narrow a query the Invoice Date From and Invoice Date To can be used 22 v1 1 February 2013 Banner Finance Data Review Vendor Invoice Query FAIVINV Use the Vendor Invoice Query form FAIVINV to view detailed information about invoices for a particular vendor Access the Vendor Invoice Query form by entering FAIVINV in the Direct Access Go To field File Edit cons Block Item Record Qu Help aw nm amp Bia ie i BB DPRaIiE Sil i eix Nus IS SUMMONS cat UTR Md M a E Enter vendor code and press NEXT FIELD Press NEXT BLOCK to
35. 2009 os seP 2009 01392931 xDepMaFs 10373528 Y n n fP n 1 369 00 z1 suL 2z009 z1 3uL 2009 01380104 XD8N2RTT9 10373574 fo fy mo fp fw Tf 45 434 64 2o un 2009 z1 JuL 2009 01380105 MDBKR2X57 10373579 fy iw iw fp m ff 84 98 fat sut 2zo09 at suL 2z009 o1380105 xDemaTrK2 10373586 E fy fy P fw ff 2 557 62 21 Jul 2009 so uL 2009 01381434 XDSX3TNT9 10373594 v n n fP n 3 148 80 30 3uL 2009 30 JuL 2009 01381324 Tota 80 221 89 1 Highlight the record of interest 2 Click on the Options menu to see what additional information is available for the record 3 Select an option in this case View Vendor Invoice FAIVINV February 2013 v1 1 Banner Finance Data Review The Vendor Invoice Query form FAIVINV will be displayed with the information from your highlighted record in the Key Block area elp Sm SiO See Sill X Vendor 800092920 Dell Marketing LP Document Number 10369180 Vendor Invoice Number xD8KJ4899 EH Vendor Invoice Date 24 JUN 2009 Vendor Invoice Total 2 930 37 p PO or Encumbrance Document Date Document Total Number Open or Paid Hold Cancel 24 JUN 2009 2 930 37 P0075362 NN UN In Item Commodity Description U M Quantity Unit Price 1 o9 Dell OptiPlex 760 Computer 224 2211 EA CO sas eem t a on Lo S ee d DL
36. 5 Budget Queries Encumbrance Query Approve Documents View Document red by RELEASE 8 1 SUNGARD SCT HIGHER EDUCATION 3 Click in the checkboxes for the columns you need displayed on your query Most common selection would be Adopted Budget will display the budget allocated to the fund by fiscal year Will allow you to drill down to view original budget allocated Adjusted Budget will display the original budget allocated and adjustments made to the fund through the fiscal period Year to Date will display all expenses paid to selected fiscal period e Commitments will display both outstanding reservations and encumbrances purchase requisitions and purchase orders Available Balance will display listed balance by account code Note Other Data columns options to view e Accounted Budget will display the budget allocated to the fund by fiscal year Will allow you to drill down to view adjustments made to the original budget allocated Encumbrances will display the encumbrances made by fiscal period Will allow you to drill down to view the encumbrance purchase order Reservations will display the reservation made by fiscal period Will allow you to drill down to view the reservation purchase requisition 4 If you wish to run this query in the future enter a name for it in the Save Query As field If you are saving this query and wish it to be available to others click in the
37. 5 01 JUL 1950 z6 3uL 2005 01 JUL 1950 z6 3uL 2005 01 JuL 1950 26 JUL 2005 01 JUL 1950 26 JUL 2005 p1 3uL 1950 26 JUL 2005 4 lt o CASH ON HAND CASH ON HAND ED SERVICES CASH ON HAND STATE TREASURER CASH ON HAND SPEC EVENTS FIRST NATIONAL ALAMO CHECKS FIRST NATIONAL ALAMO CHECKS GRANTS STATE BANK GRANTS CHECKS GRANTS STATE BANK GRANTS CHECKS EAST TEXAS NATIONAL PALESTINE EAST TEXAS NATIONAL PALESTINE WELLS FARGO COMBINED BALANCE WELLS FARGO COMBINED BALANCE FIRST NATIONAL ALAMO DEBT SERVICE FIRST NATIONAL ALAMO DEBT SERVICE WELLS FARGO DABCC DEBT RET TREAS weus FARGO DABCC DEBT RET TREAS e OFA CREDIT CARDS B OFA CREDIT CARDS WESTERN COMMERCE CARLSBAD CHECKS WESTERN COMMERCE CARLSBAD CHECKS WESTERN COMMERCE CARLSBAD DEPOSIT 111127 WESTERN COMMERCE CARLSBAD DEPOSIT 1 a GI GJEJ EI EI EJ GI EI GJ EI EJ GJ EI GI GI EJ EI EI GI EI EI EI nl m FEEFFEFEEES TEE e H e o i d ZEE y H 3 a m uy o FEE ma o H CXJX YXXxxaxxxxaxxaxxxxxxx13 GYSQ UTQY EYYEPEYEYRYEYYEERYYRYEYRYY Y i n m m In g n n n m n a n n m n in TEA E Record 1 08c 1 Use the scroll bar to view the list of account codes or 2 Use the query buttons to search for a particular account code February 2013 v1 1 39 Banner Finance Data Review Program Code Valid
38. 7 93 Year to Date 479 79 1 949 27 3 617 93 Commitments 120 21 1 050 73 1 238 83 Cmt Type Used 79 97 Uncommitted 64 98 Uncommitted 74 49 Uncommitted Report Total of all records 7 800 00 6 046 99 6 046 99 2 409 77 71 50 Another Query lt e RELEASE 8 1 EC Budget Queries Encumbrance Query Approve Documents View Document powered by SUNGARD SCT HIGHER EDUCATION 8 The parameters you entered for the query will be displayed at the top of the page 9 The first fifteen records returned by your query or all of the records if there are fewer than 15 will be displayed Use the scroll bar to move to the bottom of the page if applicable To view document click on the Document Code number displayed as a blue link Click on the Another Query button to perform another Encumbrance Query When you are finished reviewing the document you can perform additional Finance Self Service functions by clicking on the menu options at the bottom of the window 10 11 12 13 February 2013 v1 1 67 Banner Finance Data Review View Document The View Document option allows you to retrieve and view detail information about a document requisition purchase order invoice journal voucher encumbrance or direct cash receipt Click on View Document from the Finance menu to navigate to the View Document page Additionally within the Finance tab you can access View Document from any screen
39. 9325 Leases Equipment LOT Vendor ikon Office Solutions Unit Price Purchase Order Item Commodity U M Quantity P0075767 2 9329 Leases Equipment LOT Vendor IKON Office Solutions Unit Price Purchase Order Item Commodity U M Quantity P0076011 1 9329 Leases Equipment EA Vendor IKON Office Solutions Unit Price List for Purchase Order Inquiry FPIPURR Record 1 2 xul lt osc gt 1 Enter the FOAPAL elements for which you wish to display open requisitions or enter a specific Index number 2 Click on the Next Block button ed 14 v1 1 February 2013 Banner Finance Data Review Organizational Encumbrance List FGIOENC The Organizational Encumbrance List form FGIOENC displays an online list of all encumbrances by organization A query can also be performed by a specific Index this will provide different results Access the Organizational Encumbrance List form by entering FGIOENC in the Direct Access Go To field File Edit Options Block Item Record Dols Help ial Si aa Chart Ga Organization 530350 v CENTER FOR LEARNING amp PROF DEV Fiscal Year fio 7 Fund D Encumbrance Vendor Amount P0075767 IKON Office Solutions P0076011 IKON Office Solutions Commit Type TUBE LLLA FRM 40106 No navigable items in destination block Record 1 3 ll ul lt osce 1 Enter your Organization number
40. A Color Laserjet Printer Model 4730MFP fro110s394 Printer HP Color Laserjet 4700dn u421890 U421061 420930 ro1106541 701104284 701103970 Copier Printer Sharp MX 3100NP2 Color MF P Designjet Printer Model T1120ps Color Laserjet Printer Model CP3525X u420912 U420672 U420671 r01104359 701105162 701105161 LaserJet Printer Model P4015X Color LaserJet Printer CP3525x Color LaserJet Printer Model CP3525x u420670 Record 1 ro1105160 Color LaserJet Printer Model CP3525x yzyeyeyererrererererererererzrzms Re ec Ra eed Ga ed Gd ad ed a ad ea ead a ead ee ed ed TET 5 If you accessed this search form from the FFIMAST form highlight the record you need and click on the Select button B to return otherwise 6 Click on the Exit button X to return to the General Menu after reviewing the record you need 50 v1 1 February 2013 Banner Finance Data Review Fixed Asset Procurement Query FFIPROC Use the Fixed Asset Procurement Query form FFIPROC to search for an asset by purchase order number Access the Fixed Asset Procurement Query form by entering FFIPROC in the Direct Access Go To field or selecting Procurement Query Form FFIPROC from the Asset Tag search Option List on form FFIMAST File Edit Options Block Item Record Query Top AOR BARR FPIBSR QA SBA ESERICISIBllix Origination Tag Origination Tag Cancel Date Purc
41. Account Account Type Save Query as o Shared Submit Query 7 Budget Queries Encumbrance Query Approve Documents View Document owered by RELEASE 8 1 SUNGARD SCT HGHER EDUCATION 7 Click on the Submit Query button again Note This step populated the Fund Organization and Program 66 v1 1 February 2013 Banner Finance Data Review The results of your query will be displayed my NMSU edu Ir Back to lt S Employee Tab Personal Information Student Employee Search i E 4d 00 E mail Calendar Groups Logout Help MENU SITEMAP HELP Select a Document Code link to display accounting distributions for a specific document Report Parameters Organization Encumbrance Status Report Open Encumbrance Summary by Document Account Distribution Period Ending Mar 31 2010 As of Mar 29 2010 Chart of Accounts N New Mexico State University Fund Code 111260 FUND DESCRIPTION Orgn Code 3000001 IZATION NAME Account Code All Account Document Commitment Type All Program Code 1800 PROGRAM NAME Activity Code All Location Code All Code 737010 P007576 753200 P0075767 753200 P0076011 Aqua Perfect Inc dba Streamline Wat IKON Office Solutions IKON Office Solutions Original Commitments 600 00 3 000 00 4 200 00 Encumbrance Adjustments Encumbrance Liquidations 479 79 1 949 27 3 61
42. Approve Documents View Document owered by RELEASE 8 1 SUNGARD SCT HGHER EDUCATION 1 To create a new query select the type of query from the drop down list Budget Query by Account allows you to review financial information by account code for the Fiscal period Year to Date and Commitment Type by specific FOAP Index values or Grant Budget Query by Organization Hierarchy allows you to review financial information for Organizations by Hierarchical structure specific Funds high level Organizations Accounts and Programs Fund Type or Account Type Budget Quick Query can be used to review financial information by Adjusted Budget Year to Date Commitments and Available Balance by specific FOAP Index values or grant This is a default selection of column headings for your report 2 Click on the Create Query button 54 v1 1 February 2013 Banner Finance Data Review The budget information and selection criteria will be displayed UVANI ORS i E Back to Empl Tab mployee Ta E mail Calendar Groups Logout Help Personal Information Student Employee Search MENU SITEMAP HELP Budget Queries Select the Operating Ledger Data columns to display on the report Adopted Budget v Year to Date Budget Adjustment Encumbrances v Adjusted Budget Reservations Temporary Budget y Commitments v v Available Balance Save Query as m
43. Banner Finance Data Review Confidential Business Information This documentation is proprietary information of SunGard SCT and New Mexico State University NMSU and is not to be copied reproduced lent or disposed of nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard SCT or NMSU Portions of this manual 1992 1995 1997 1999 2002 2003 2006 SunGard SCT Portions of the Glossary 2004 by Fitchburg State University Used with permission Data Standards adapted from General Person Data Standards Document Number GP001 by New Mexico State University s Institutional Research Planning amp Outcomes Assessment IRP Department All rights reserved The unauthorized possession use reproduction distribution display or disclosure of this material or the information contained herein is prohibited SCT SunGard SCT the SCT logo Banner and the Banner logo are trademarks of SunGard SCT Third party hardware and software product names and trademarks are owned by their respective third party owners providers and SunGard SCT makes no claim to such names or trademarks Use of this material is solely for the support of SunGard SCT Banner products and New Mexico State University Banner Finance Data Review Table of Contents FOAPAL Chart of Accounts SU UCHITE 4 iie eus te ttes etr Fi ERE Eva YR e EVE sousdesdesibsonkvoaasbissaubiskoratebeatase 5 What is FOA Vu Er
44. Central Receiving Amanda S Contact Ofc Central Receiving Amanda S Phone Number 575 646 7709 Vendor 800107061 Super Warehouse GOV 6779 Mesa Ridge Rd Ste 200 San Diego CA 92121 Phone Number 800 814 5410 Fax Number 858 453 9200 Currency Budget Queries Encumbrance Query Approve Documents View Document D jowered by ELEASE 8 2 SUNGARD SCT HIGHER EDUCATION 29 When you are finished reviewing the document you can perform additional Finance Self Service functions by clicking on the menu options at the bottom of the window 64 v1 1 February 2013 Banner Finance Data Review Encumbrance Query The Encumbrance Query feature allows you to review outstanding encumbrance information You can enter an Index or you can enter any FOAP values to narrow your selection From the Finance menu select Encumbrance Query my NMSU edu mm s I Employee Tab E mail Calendar Groups Logout Help Personal Information Student Employee Search Ge MENU SITEMAP HELP Encumbrance Query Choose an existing query and select Retrieve Query or create a new query Select Submit Query to display the query results For an Encumbrance Query to be successful you must enter a value in the Organization Field or the Grant Field Existing Query None x Retrieve Query Fiscal year 2010 Fiscal period Encumbrance Status Open vw Commitment Type All Chart of 4 Organization Location
45. HR Payroll 2009 st YTD 669 04 613300 530350 14 SEP 2009 Foossos2 HR Payroll 2009 sL vro 752 40 613300 530350 28 auG 2009 Fo034669 HR Payroll 2009 st vo 549 34 613300 530350 13 auG 2009 Fo034226 HR Payroll 2009 st vo 760 95 613300 530350 30 JUL 2009 F0033934 HR Payroll 2009 SL 684 00 614100 530350 O5 M4R 2010 HGNL F0097187 HR Payroll 2010 SC 25 204 51 614100 530350 1600 11 FEB 2010 Hent Foos6810 HR Payroll 2010 SC 25 204 51 com a aed ce Ga ae Ge ee ee 1 011 748 12 Press Key Dup Item for document query forms Count Query for encumbrance detail Record 1 E EI lt 050 gt 1 Enter an Index number 2 Click on the Next Block button ed 3 Click on the Execute Query button Team Tip Use the Extract Data No Key option from the Help menu to download this information to a spreadsheet February 2013 v1 1 27 Banner Finance Data Review Organization Budget Summary FGIBSUM Use the Organization Budget Summary form FGIBSUM to view summarized budget information by user defined account type for a selected organization fund combination Access the Organization Budget Summary form by entering FGIBSUM in the Direct Access Go To field File Edit Options Block Item Record awn Aaa S31 hie Birel i orx Chart of Accounts n gt Organization 500000 7 Organization Name will appear Commit Indicator Fiscal Year 10 Fund 110006
46. I NATIVE AM GIFTS AIP MIN RECRUITMENT lt 050 gt Effective Date o1 3UL 2005 01 JUL 2005 01 AUG 2007 zL SEP 2007 22 SEP 2007 31 OCT 2008 forres 01 JUL 1950 01 JUL 1950 223AN 2008 01 JUL 1950 01 JUL 1950 Termination Date rm 31 OCT 2008 m 01 JUL 1950 o1 3uL 1950 01 JUL 1950 01 OCT 2007 01 JUL 1950 o1 3UL 1950 o1 3uL 1950 01 JUL 1950 01 JUL 1950 February 2013 v1 1 Banner Finance Data Review Organization Code Validation FTVORGN Use the Organization Code Validation form FTVORGN to see a list of organization codes defined in Banner Access the Organization Code Validation form by entering FTVORGN in the Direct Access Go To field File Edit Options Block Item Record Query Tgols Help Chart of Organization Data Effective Termination Accounts Code Entry Status Date Date Booz AGENCY biouasso fo oo0002 AGENCY 20 MAR 2008 100001 PRESIDENT OFFICE 100001 PRESIDENT OFFICE 100003 BOARD OF REGENTS 100003 BOARD OF REGENTS 100004 PRESIDENTS OFFICE CUSTODIAL 01 JUL 1950 09 NOV 2007 01 JUL 1950 09 NOV 2007 01 JUL 1950 100004 PRESIDENTS OFFICE CUSTODIAL 09 NOV 2007 100005 PRESIDENTS OFFICE MISC 100005 PRESIDENTS OFFICE MISC 100006 EXTERNAL AUDITING 100006 EXTERNAL AUDITING 100006 EXTERNAL AUDITING 100007 STRATEGIC PLANNING PRESIDENT 100007 STRATEGIC PLANNING PRESIDENT
47. PPLIERS 730000 SUPPL NON CAP EQUIP POOL 730001 SUPPLIES NON CAP EQUIP LT 5000 710 1 Enter the Account code in the Account field in the Key Block area 2 Click on the Next Block button redd 34 v1 1 February 2013 Banner Finance Data Review Program Hierarchy Query FTIPRGH Use the Program Hierarchy Query form FTIPRGH to obtain an online view of the hierarchical relationship between programs Access the Program Hierarchy Query form by entering FTIPRGH in the Direct Access Go To field File Edit Options Block Item Record ery Tools Help IIDA TAI ISAIT OIX n f Program PUBLIC SERVICE Predecessor Program 7000 PUBLIC SERVICE 3 nm PUBLIC SERVICE 1 170000 PUBLIC SERVICE 2 17000 PUBLIC SERVICE 3 i700 PUBLIC SERVICE 1 Enter the Program code in the m field in the Key Block area 2 Click on the Next Block button February 2013 v1 1 35 Banner Finance Data Review Location Hierarchy Query FTILOCH Use the Location Hierarchy Query form FTILOCH to obtain an online view of the hierarchical relationship between locations Access the Location Hierarchy Query form by entering FTILOCH in the Direct Access Go To field File Edit Options Block Item Record a Tools Help Cola Predecessor Location i GODDARD HALL le BLDGS La MAIN CAMPUS 10 GODDARD HALL 001001 Goddard Hall 10 100
48. Reed este a e e eee ea et E ERE ae dv Ede eke anaes 18 Document Retrieval Inquiry FGIDOCR eseeeeeeeeeeeeeeeeene enne EEEE EEEa AEEA etes enne EEE E reete tenere R 19 Vendor Detail History FAIVNDHI seniseneteteeentehnqepeeen ee eie niei Rie iei leneds 22 Mendor Invoice Query EAIVINV 5 esteem e ed e ee e be iens 23 General Budget QUCTIOS iate piis ie e Di Sie o E ERWERR C RI pe orst v eet BbURe ep dv epa FoU pe tuvo eid toroa 25 Organization Budget Status EGIBDST 4st sitet exe ehe eere inves ERN eene e er reete NE ERE Y IER 25 Budget Availability Status FGIBAV LY icc csee an n iere tere ere EN e dede ree dere se Ye eut 26 D tail Trans ction Activity EGIERND niece oh er reete teres ree ERRORI neges Re det te RYE HIS 27 Organization Budget Summary FGIBSUM eseesseseeeseeeeeeee nennen EEE EAEE ttes enne tenente ernst nnn tenen 28 General Ledger Activity FGIGLEAC casside b EE ORE ONE te YO 29 General Ledger Trial Balance EGITB AL iei pO OR EUREN RENE ccs satedecveeeshavecdsaesuiveigees 30 Trial Balance Summary FGITBSR tanc e ed xr D ERE REA REA d npe NE en 31 Chart of Account QUETIOS ics scissinasasssnisscbabususcessessestsdansasuusbasdestovensaseussneubuseonussbonensssdecosepiasiscessivundedeuvasest 32 Fund Hierarchy Query FTIEN DH ce opere E hu hance e tin SEE ENSE EE ASTE IDEAE eae ee 32 Organization Hierarchy Query FTIORGH eeeseseeeeseeeeeeeee eene ennn tente
49. X lt osce 1 Enter the document number in the Document field 2 Click on the Next Block button ed February 2013 v1 1 19 Banner Finance Data Review When querying a Journal Voucher text may exist to provide explanation for the Journal Voucher being processed Printing a screen capture of the FGIDOCR and the Document Text FOATEXT can be used in place of using the Finance Documentation Request form to obtain back up documentation for your files Note This may not be applicable for all type of Documents CEES Document 30140100 v Submission Number Document Type Jv Header Information Transaction Date 19 JAN 2010 Fiscal Year 10 Fiscal Period 07 Items 27 Commit Type lu Text Exists F Detail Information Sub Journal Document Number Item Sequence Type Description Amount Sign Currency Reference eee eee COA Index Fund Orgn Prog Locn Proj NSF Override Bank Accrual Sub Journal Document Number Item Sequence Type Description Amount Sign Currency Reference fo o 2 o m BC R GRANT soo gt GIBSON COA Index Fund Orgn Prog Locn Proj NSF Override Bank Accrual pum Gee fe Bem Se CIC IC g fo L Submission Number Press Duplicate Item to access Document Postings FGQDOCP Record 1 ERST il lt osce 3 Click on the Option menu 4 Select Document Text FOATEXT form 20 v1 1 February 2013 Banner Finance Data Review Docum
50. aceestaiscaveneiaaisesicdioed 44 Grant Maintenance FRAGRNT 4e rescate e ot Ld ee ter re Ne err rer OR RENE antes ae hee 44 Grant Inception to Date FRIGITD ag vcs atr E tem apr Ee rep n AS ep Epp d er etes 45 P Uhr P II A RT 46 Fixed Asset Master Query FFIMAST c cccssscsscssoscsssssesssonssssssccssesstscesscesosessacesonsonsssseesonsesssseesaessanssnscenaesonsdessasonsesenss 46 Fixed Asset EISt FEIBADENV meter ates eui a eat iniri RH Me ain 48 Fixed Asset Procurement Query FFIPROC sees enne nene nnn ennnet nns ennee restent tns enne etre enene eterne tennis 51 February 2013 v1 1 3 Banner Finance Data Review Self Service OU 142 A NICE NORTE linbiaegI4 re IRE Encumbrance Query eee eeeee seite eee een esee esas eee es asses ens s sees asse sensa see en sese esos a sees soss sees a OO iA ay AL OO Helpas dieta boa erences oe ree a rosee H tion putt a ensi p oh Ee Oasa o e Esae Essa ISE eate A GIOSSOIY ED EEEE E EEEE EEE ET EE TEA 1 Appendix A Transaction Types TD OL Appendix B Document Type Description sssssesssoossoosssosssoessooessoessoessoosssoessoosssosssoessoesesosesossssosssoesss OD JNOLOS Si E etl er cre edd tes Forex egi ba deal eoa E oua do ien Peau ded ee rede edha do Neo esa Desa bo eo E d esee delest Proud Gee aaa lee OS hn C
51. action Form Screen allowing the display update of information Help Displays the Oracle help window for the current field Inquiry Form Form used to look up existing information on the database Allows you to view but not update An inquiry form will have the letter I in the third position of the form name List of Values LOV Window containing valid items available for entry into a field Displays a list of values for the current field if appears in the status line Menu A list of options you can access with the mouse or keyboard More The More indicator appears in the lower right corner of each window of a series of related forms even the last form It tells you that there are additional forms that can be accessed to complete a process Next Block To move the cursor to the next information area block that has at least one enterable field Next Field The next enterable field in the current information area Next Item The next enterable field in the current information area Next Primary Key From a called form returns you to the calling form and enters the highlighted value into the field that called the form From a List of Values LOV returns you to the calling form and enters the highlighted value into the field that called the form 78 v1 1 February 2013 Banner Finance Data Review Next Record To move the cursor to the first enterable field in the next record of the current information area If th
52. ance number in the Encumbrance field 2 Click on the Next Block button EH 16 v1 1 February 2013 Banner Finance Data Review Purchasing Financial History and Documentation Document History FOIDOCH The Document History form FOIDOCH displays the processing history of purchasing and payment documents It identifies and provides the status of all documents in the processing path for the document number you enter Access the Document History form by entering FOIDOCH in the Direct Access Go To field File Edit Options Block Item Record Qu BABB ae Bia LE C E PR els O FOIDOCH 8 0 UBN8 7 Document Type m Purchase Order Document Code P0009065 Requisition Status i Status Purchase Order Status Issues R0008314 al 4 a TIE ry Invoice Check Status Return Receiver 10032346 01041256 Y0003305 Asset Tag Asset Adjustment Status U406768 v v Use NEXT BLK PREY BLK to navigate use DUPLICATE ITEM for Doc Inquiry Form Record 1 1 EU 0sc 1 Enter the document type in the Doc Type field 2 Enter the document number in the Document Code field 3 Click on the Next Block button ed ip Team Tip To view the status list select the Options menu and select View Status Indicator from the drop dow
53. ary FGITBSR Use the Trial Balance Summary form FGITBSR to query and display budget detail for specific funds and accounts Access the Trial Balance Summary form by entering FGITBSR in the Direct Access Go To field File Edit Options Block Item Reco Aaa AAR RI tT faery Tools Help atria COA Fund Nir New Mexico State University 110006 v OPERATING ACCOUNTS MAIN 7 Account ei i amp Summary FGITBSR 8 0 0 1 UBN8 tlic B E pei els Fiscal Year OR Fund Type OR Acct Type Current Balance 707 78 Beginning Balance Acct Type Account u lamone i i0 casH on Hano O0 fia 111200 PETTY CASH BANK TRAMSFER CLEARING 11 111500 STANDARD CHARTER BANK CLEARING BANK DEPOSITS CASH 11 111502 4 R STUDENTS RES INACTIVE STU AC AR BEG BAL FEDERAL AR BEG BAL PRIVATE AR BILL BAN PRIVATE A R OTHER 06 07 CASH PLED RECY denotes amount is opposite of Normal Balance o eo Description 0 00 T TI 1 50 27 473 39 11 j 111700 0 00 ii 113100 ii 113300 11 113400 25 00 fo 0 00 10 52 321 02 10 984 20 22 56 2 000 00 0 00 10 00 10 52 695 06 0 00 11 113700 11 113704 11 113800 11 113960 22 56 0 00 syererererererereroreren O OON HCOE crererererererererorerenmen 0 00 29 647 560 03 ooo Total ALL ACCOUNTS 9r Current Fund Balance Record
54. assword Banner can be accessed from any Internet browser such as Internet Explorer Netscape or Mozilla Firefox 1 Type http www nmsu edu boffice in the address bar of your web browser and press Enter The Business Finance and Human Resource Services page will appear New Mexico State University STATE Business Finance and Hum Resources Home espons o d ma n airs wit planning a 1g the Univers Current Events Departments Official Organizational Information NMSU Phonebook Banner Information Lookup Business Procedures Manual and Forms Records Management and Retention x fou are here gt NMSU Faculty and Staff Business Finance and HR Services Peer Institutions Mission Statement Information Systems i 3 Serving All of New Mexico State Banner Native Login CASHNet Our vision is to provide students faculty and staff with the necessary financial management tools expertise and technical Cognos suppart so they may achieve excellence in their work and to provide up to date facilities for community use This vision will be e Print UNIVERSITY achieved through services orientation communication internally and externally with customers and the continued development myNMSU Self Serve and implementation of new technology www nmsu edu boffice 2 Click on the Banner Native Login link eom T I You can create a bookmark in your browser for quick access to Banner February 2013 v1
55. ategory 7 CFDA Number Sponsor ID Record 1 1 m 08c Enter a Grant code 2 Click on the Next Block button ed 3 To access the Banner Document Management Suite BDMS Display Document Note o From the Option menu you can view Text Information FOATEXT related to the Grant o The Proposal field in the key block captures the Office of Grants and Contracts reference number o Once the tabs become active you can use to access additional information The Personnel tab will list the assigned Fiscal Monitor under indicator 002 use scroll bar to view 44 v1 1 February 2013 Banner Finance Data Review Grant Inception to Date FRIGITD The Grant Inception to Date form FRIGITD enables you to view account type information including adjusted budgets inception to date actual activity encumbrance and available balance amounts for a specific grant Access the Grant Inception to Date form by entering FRIGITD in the Direct Access Go To field Chart of Accounts no 7 GR 7 Grant Year Index Program v Activity Location Hierarchy Account Type J Account Account Summary All Levels C By Sponsor Account Date From MM YY 07 Fund f Organization Fund Summary Date To MM YY C Include Revenue Accounts Account Type Adjusted Budget Activity Commitments Available Balance Enterthe Grant Code t
56. ating 70 Non Labo 1800 INTERNAL 2010 o co co CO CO CO CO CO CO CO CO CO CO CO CO CO CO CO CO CO CO You can now copy and save them to a spreadsheet program to reformat and manipulate to create reports Be sure to give it a meaningful name when saving 23 Click on Exit to close Excel 24 Go back to Self service 60 v1 1 February 2013 Banner Finance Data Review The drill down feature that is available in Banner is also available on Self Service budget queries my NMSU edu sions a Temi eb E mail Calendar Groups Logout Help Commitments Balance 732001 NON OFFICE SUPPLIES 0 00 0 00 23 92 0 00 23 92 732040 LINENS AND UNIFORMS 0 00 0 00 0 00 0 00 0 00 732060 STOREROOM SUPPLIES 0 00 0 00 0 00 0 00 0 00 737001 FOOD PRODUCTS 0 00 0 00 39 00 0 00 39 00 737010 DRINKING WATER 0 00 0 00 15 48 0 00 15 48 737100 BUSINESS MEALS 0 00 0 00 318 81 0 00 318 81 737110 ON CAMPUS MEALS 0 00 0 00 28 82 0 00 28 82 738011 MISC SUPPLIES PROCUREMENT 0 00 0 00 0 00 0 00 0 00 CARD 739100 BOOKS 0 00 0 00 212 95 0 00 212 95 740100 FURNITURE AND EQUIPMENT 0 00 0 00 2 999 9 0 00 2 999 98 LT 5000 740200 SMALL TOOLS LT 5000 0 00 0 00 0 00 0 00 0 00 744300 EQUIPMENT R M PARTS 0 00 0 00 0 00 0 00 0 00 744310 COMPUTER R M PARTS 0 00 0 00 1 628 19 0 00 1 628 19 744330 PRINTER R M PARTS 0 00 0 00 722 10 0 00 722 10 744400 VEHICLE R M PARTS 0 00 0 00 101 55 0 00 101 55 Screen total 0 00 0 00 6 090 80 0 00 6 090 80
57. ation FTVPROG Use the Program Code Validation form FTVPROG to see a list of program codes defined in Banner Access the Program Code Validation form by entering FTVPROG in the Direct Access Go To field erx Chart of Program Data Effective Termination Accounts Code i Entry Status Date Date o1 2UL 1950 IG REVENUE 01 3UL 1950 frurtion 01 JUL 1950 0022 WAIVERS OF TUITION 01 JUL 1950 0023 COMMUNITY EDUCATION 01 JUL 1950 0024 FEES 01 JUL 1950 0025 GOVERNMENT APPROPRIATIONS 0026 GOVERNMENT GRANTS CONTRACTS 0027 PRIVATE GIFTS GRANTS CONTRACTS 0028 ENDOWMENT LAND PERM FUND 0029 SALES SERVICES 0036 IDC RCVY OTHER 16 0037 IDC RCVY INSTRUCTION poss IDC RCVY RESEARCH 0039 IDC RCVY PUBLIC SERVICE 0049 OTHER SOURCES 0050 IG TRANSFERS 1000 INSTRUCTION 1001 GENERAL ACADEMIC INSTRUCTION 1010 VOCATIONAL TECHNICAL INSTRUCTION 1020 SPECIAL SESSION INSTRUCTION 1030 COMMUNITY EDUCATION 1040 PREPARATION REMEDIAL INSTRUCTION 01 JUL 1950 01 JUL 1950 01 JUL 1950 01 JUL 1950 01 JUL 1950 01 JUL 1950 01 JUL 1950 01 JUL 1950 01 JUL 1950 01 JUL 1950 01 JUL 1950 01 JUL 1950 01 JUL 1950 01 JUL 1950 01 JUL 1950 t 01 JUL 1950 EE zyeyeyeyeyeyeyzeyzyey eyeyeyeyeyeyeyzyzeyzeyzyse 53535353 636353 6363536363 5363 635303 wY Y r9 mr 01 JUL 1950 Record 1 08c
58. ayed on this page 17 Click on the Next 15 button to see the next set of records You can create additional columns as part of your query in the Compute Additional Columns for the query section 18 Select the operation to perform using the drop down boxes labeled Column 1 Operator and Column 2 19 Select the location for the new column from the Display After Column drop down box 20 Enter a title for the new column in the New Column Description field 21 Click on the Perform Computation button The new column will be displayed in the specified location You can download your query for use in a spreadsheet 22 Click on the Download All Ledger Columns button this will extract all of the Operating Ledger Data columns or the Download Selected Ledger Columns button this will extract only the Operating Ledger Data columns selected to view f eam Tip If you use the Compute Additional Columns feature those columns will not be downloaded to your spreadsheet February 2013 v1 1 59 Banner Finance Data Review Your query will be displayed in spreadsheet format fe 9 0 Microsoft Excel ua Home Insert Page Layout Formulas Data Review View Acrobat d Cut Calibri ocu aa ege ip Wrap Text General X d E gi em eK En Fr d Ha Copy Paste TEX epSen B I W a Ar B EH Merge amp Center g Conditional Format Cell Insert Delete Format Sort amp Find amp rj Formatting as Table
59. bordinate Tag Tag Description Indicator Status Status Asset Tag Type b COCOA Y XX XXX X333 COE YCCQ Y X XXX CY XX X X XC 088g goaza goag 4 Enter a query press F8 to execute Ctrl to cancel Record 1 1 Ente Qu 2 Press the Tab key to move the cursor to the Asset Description field 3 Enter the asset description use wildcard characters refer to Banner Navigation manual for info on using wildcards 4 Click on the Execute Query button 4 or press the F8 key February 2013 v1 1 49 Banner Finance Data Review All assets matching your search criteria will be displayed Item Record Query Tools Help i Permanent Tag Origination Tag ge Permanent Tag Origination Tag Asset Description u422629 U422612 U422579 fro1106921 701106643 701106812 Scanjet Printer Model N8460 Capitalization Indicator User System Primary Status Status Asset Tag Subordinate Type f R Printer Epson Stylus Pro 7900 Laserjet Printer Model 9050DN u422479 To1106313 Laser Jet Printer Model P4515x u422478 U422477 U422476 ro1106312 701106315 Laser Jet Printer Model 4515x Laser Jet Printer Model P4015x 101106314 Color Laser Jet Printer Model 5550dn r R P U422262 U422097 422096 ro1106328 701105151 Printer Laserjet 9040DN 40PPM PN Q76994 AB
60. ce 2 In Document Number field enter the invoice number to view NMSU Invoice not Vendor 3 Click on View document button February 2013 v1 1 73 Banner Finance Data Review The Invoice document detail will be displayed Note you might have to scroll down to see detail depending on your screen size Invoice Commodities Item Commodity Description 1 7000 Computers SoftMare Capital P O Item U M x Group TolOverride Final Pmt Last Rcv Suspense F N Ordered Accepted Invoiced Approved Disc Addl Tax Quantity 4 4 4 4 Unit Price 1000 1 1000 1 1000 1 1000 1 Amount 4 000 40 4 000 40 4 000 40 4 000 40 i 0 00 4 000 40 Total of all Commodities 4 000 40 Invoice Accounting Seq COA FY Index Fund Orgn Acct Prog Actv LocnProj Bank NSFSusp NSFOvr Approved Disc Tax Addl Net 1 N 06 108451 180600 530340780200 8020 800247 54 N N 4 000 40 0 00 0 00 0 00 4 000 40 Total of displayed sequences 4 000 40 Related Documents Transaction Date Document Type Document Code Status Indicator Nov 16 2005 Requisition R0009485 Approved Dec 08 2005 Receiving Documents Y0004074 Completed Nov 22 2005 Purchase Order P0010341 Approved Jul 06 2009 Fixed Assets U407494 Tagged Permanently jul 06 2009 Fixed Assets U407495 Tagged Permanently Jul 06 2009 Fixed Assets U407496 Tagged Permanently Jul 06 2009 Fixed Assets U407497 Tagged Permanently Dec 22 2005 Check Disbursement 01047054 Final Reconciliation Budget Queries Encumbrance Query Approve
61. ck e Origination Tag Origination Tag Date e Permanent Tag e Permanent Tag Date e Asset Description Commodity Cost e Total Cost e Net Book Value Total Net Book Value 4 Click on the Exit button X to return to the General Menu February 2013 v1 1 47 Banner Finance Data Review Fixed Asset List FFIFALV Use the Fixed Asset List form FFIFALV to search for an asset tag using the asset s description Access the Fixed Asset List form by entering FFIFALV in the Direct Access Go To field or selecting Fixed Asset List Form FFIFALV from the Asset Tag search Option List on form FFIMAST File Edit Options Block Item Record l ery Tools Help AOD BGG m PT BSR QA COR PH CIE Origination Tag Permanent Origination Asset Capitalization User System Primary Subordinate Tag Tag Description Indicator Status Status Asset Tag Type DE i H px 2 gogga Select Permanent Tag or Origination Tag Record 1 1 1 Click on the Next Block button e 48 v1 1 February 2013 Banner Finance Data Review The first line of the data display will be highlighted File Edit Options Block Item Record Query Tog Her AMD AAR Re g Ld C B wl E LR ATX ga Fixed Asset List FFIFALV 8 0 UBN8 777 Permanent Tag Origination Tag Permanent Origination Asset Capitalization User System Primary Su
62. de 5 Required SEGMENts sicccsisdicscsnecccsessecccssasesteassesssevadcdenseouedsoonaccoscccccapessansseadeccoasccuadessatsenscsesassswandosdcsdeaessnseduanossececene 5 Optional Seem Ents s sciccscscdisscsscccscdeccsccvsssescevscscccavaecevsansesenssscsesvasesenseascssovacsescvenssccvocecsdenasssesseacsecevenseceaccsessenascsds 6 lnc E 6 LOSSING on to Banhe eR 7 Drilling Down for additional information ssss sssssssssssosssoossoosssoscsoossoesssoeesoosssoessocssoesesoessoosssosssoessoesssoessoose 9 Procurement and Vendor Oueries siiis deese i deruseado eupleskdabsa suse n n E EPM Co E FEDEL PR RET ERR RP e V Ea a Ree DU Ra d OUE 13 Purchasing Diiibu per 13 Open Requisition by FOAPAL Query FPIORQF ceccesccessesesseessecesecesceceaeceseeseaeceseeceaeceaeecsaeceaaesaeceaceceaeceaeeceaeenaeesaees 13 Open Purchase Orders by FOAPAL FPIOPOPF cecceescessesseeseeeseeseeneeseeeneesecesecsecaesaeeesecaeceaecseeeaeseseesecenecaeseseseeeeeneens 14 Organizational Encumbrance List FGIOENC eese eene ennnt enne nnne tres erret tnnt ennt etes etn nnnennn tenens 15 Detail Encumbrance List FGIENGD urnati eer e REIR TURRIS E TEES SERI TIUS 16 Purchasing Financial History and Documentation 4 eeeeee sees estes eee en sette ente n se tna netta setas setas etse etas seus 17 Document History EOIDOGH eei eee ert irt d edm ER e eaten e a AE ene re E IRI UR e Pe RR 17 Check Payment History FAICHK E
63. ducts LISA GAMBOA Yes Yes R0014347 A Feb 20 2006 Feb 17 2006 800092920 Dell LISA GAMBOA Yes Yes R0015686 OA Mar 14 2006 Mar 09 2006 800092751 Sehi Procomp Computer Products LISA GAMBOA Yes Yes R0016722 LGAMBOA Mar 29 2006 Mar 29 2006 800092920 Dell LISA GAMBOA Yes Yes R0017316 LGAMBOA Apr 11 2006 Apr 06 2006 800092920 Dell LISA GAMBOA Yes Yes R0018685 LGAMBOA May 24 2006 May 01 2006 800092920 Dell LISA GAMBOA Yes Yes R0020231 LGAMBOA May 22 2006 May 22 2006 800092920 Dell LISA GAMBOA Yes Yes R 0020240 LGAMBOA May 22 2006 May 22 2006 800092920 Dell LISA GAMBOA Yes Yes R0020532 LGAMBOA May 25 P006 May 25 2006 800092920 Dell LISA GAMBOA Yes Yes ROO20563 LGAMBOA May 25 2006 May 25 2006 800107432 DLT Solutions Inc LISA GAMBOA Yes Yes R0022067 LGAMBOA Jun 26 2006 Jul 01 2006 800092920 Dell LISA GAMBOA Yes Yes R0025262 LGAMBOA Aug 09 2006 Aug 07 2006 800326353 Teksystems LISA GAMBOA Yes Yes R0025793 LGAMBOA Aug 18 2006 Aug 16 2006 800092920 Dell LISA GAMBOA Yes Yes R0026459 LGAMBOA Aug 28 2006 Aug 28 2006 800092920 Dell LISA GAMBOA Yes Yes R0030012 LGAMBOA Oct 25 2006 Oct 25 2006 800092123 B and H Photo Video LISA GAMBOA Yes Yes R0031657 LGAMBOA Nov 29 2006 Nov 27 2006 800092920 Dell LISA GAMBOA Yes Yes R0031714 LGAMBOA Nov 29 2006 Nov 28 2006 800092920 Dell LISA GAMBOA Yes Yes R0031719 LGAMBOA Nov 29 2006 Nov 28 2006 800092920 Dell LISA GAMBOA Yes Yes R0031721 LGAMBOA Nov 29 2006 Nov 28 2006 800092920 Dell LISA GAMBOA Yes Yes R
64. e Banner system generated number The Vendor Invoice Code reflects the invoice number sent by Vendor f eam Tip To find the check number that corresponds to a specific requisition or purchase order use the q Document History form FOIDOCH 18 v1 1 February 2013 Banner Finance Data Review Document Retrieval Inquiry FGIDOCR The Document Retrieval Inquiry form FGIDOCR provides online query capability for all transactions processed by the system Information displayed includes the Transaction Date Description Amount and the FOAP distribution Access the Document Retrieval Inquiry form by entering FGIDOCR in the Direct Access Go To field File Edit Options Block Item Record Query Tools Help AYR AZAR RI RPI SG QA Si BB RH EIS SI I IX Header Information Transaction Date 19 JAN 2010 Fiscal Year 10 Fiscal Period 07 Items 27 Commit Type lu Text Exists a Detail Information Sub Journal Document Number Item Sequence Type Description Amount Sign Currency Reference COA Index Fund Orgn Acct Prog Acty Locn Proj NSF Override Bank Accrual Sub Journal Document Number Item Sequence Type Description Sign Currency Reference fo o 2 fov MKT 9635 BC R GRANT 30 00 p GIBSON COA Index Fund Orgn Acct Prog Proj NSF Override Bank Accrual n 112799 111260 530350 752001 1800 n 30 B Submission Number Press Duplicate Item to access Document Postings FGQDOCP Record 1 ES E
65. e Validation form by entering FTVACCI in the Direct Access Go To field File Edit Options Block Item Record Query wols Help av Eb AAR R PF BE IE a Account Index Code Validation FTVACCI 8 0 UBNB8 Chart of Account Index Effective Termination Accounts Code Date Date 01 JUL 1950 27 JUN 2005 27 JUN 2005 p1 3uL 2005 o1 2uL 2005 o1 3uL 2005 foou1950 01 JUL 1950 2e o0cr 2006 oou1950 30 OCT 2006 30 OCT 2006 01 JUL 1950 fz6 oct 2006 01 JUL 1950 30 OCT 2006 30 OCT 2006 fo1 2uL 1950 30 OCT 2006 30 OCT 2006 01 JUL 1950 s ocr206 5o ocT 2008 so ocr zo06 01 JUL 1950 so ocT 2008 so ocT 2006 01 3UL 1950 50 ocT 2006 30 ocT 2006 100100 01010000N01010000S FD BAL 100100 01010000N01010000S FD BAL a 100100 o1010000N01010000s FD BAL 01010000N01010000S FD BAL 01100001N010100001 G REVENUE Pile ole ojo Ble olo Plo E 01111005N010100005TAFF TUITI 01111005N01010000STAFF TUITI 01111006N01010000DEPENDNT TU 01111006N01010000DEPENDNT TU PTR YS olololo olojoeljo Bile ele olojojo Rjojojm 01111010N01010000ADMISS FEE 01111010N01010000ADMISS FEE 01111011N01010000DEF PAYMENT Pye olo olo Bip olo ala 01111011N01010000DEF PAYMENT 01111012N01010000ADMISS FEE Ta 2 o B o e 01111012N01010000ADMISS FEE 01111013N01010000GRADUATION 01111013N01010000GRADUATION Ble e olojo olojo Ble eB ojoj
66. e cursor is in the last record a new record is created Object An object can be a form job menu or QuickFlow used in Banner Option List Dialog box displaying two or more items to choose from Packing slip An itemized list of the goods and quantities purchased supplied by the vendor with a shipment A packing slip is used by the receivers to check against the purchase order Pop Up Window Dialog box alert box or list of values that appear in a separate window Previous Block The previous information area that has at least one enterable field If the previous area is another window then that window is opened Previous Field To move the cursor to the previous enterable field in the current information area Previous Item To move the cursor to the previous enterable field in the current information area Previous Record To move the cursor to the first enterable field in the previous record Purchase Orders Commercial documents used to request a good or service from a supplier in return for payment There are three types of purchase orders in Banner 1 Regular Purchase Order Will encumber funds in Banner All commodities have a quantity and a price 2 Standard Purchase Order Will encumber funds in Banner All commodities have dollar values assigned to them This type of PO is useful when you are paying for services such as travel 3 Blanket Purchase Order Does not encumber funds in Banner Commodities will be ass
67. e i Bie iieolx Chart In gt 7 OPERATING ACCOUNTS MAIN Fiscal Year fio 7 Account Account Type DOM Account aood 111100 Description CLAIM ON CASH CASH ON HAND PETTY CASH BANK TRANSFER CLEARING STANDARD CHARTER BANK CLEARING BANK DEPOSITS CASH a R STUDENTS RES INACTIVE STU AC ar BEG BAL FEDERAL 4R BEG BAL PRIVATE AR BILL BAN PRIVATE 4 R OTHER os 07 CASH PLED RECV INVENTORIES SUPPLIES INVENTORIES OTHER 111200 111500 111502 111700 113100 113300 113400 113700 113704 113800 113960 115300 115500 ALL ACCOUNTS Total Beginning Balance 475 954 24 707 78 0 00 1 50 Current Balance o b eo 29 460 661 25 0 00 707 78 0 00 1 50 Ea o 27 473 39 25 00 0 00 10 00 0 00 0 00 10 52 321 02 10 984 20 22 56 10 00 2 000 00 85 174 38 10 52 695 06 0 00 22 56 0 00 syerererersrererersrere ITI jJ 100 458 69 denotes amount is opposite of Normal Balance sw 85 174 38 158 844 28 o SYA 1s Press Key Duplicate Item to view General Ledger activity Record 1 38 08 Enter a Fund number 2 Click on the Next Block button e 30 v1 1 February 2013 Banner Finance Data Review Trial Balance Summ
68. ent Lookup at least one of these fields required Requisition Code Lookup Document Number User ID LGAMBOA Activity Date All aa S Transaction Date All Ja ov Vendor ID 800092920 Requestor Approved Al Completed Al Reference Number Execute Query lt 4 Exit without Value Budget Queries Encumbrance Query Approve Documents View Document a red by RELEASE 8 1 SUNGARD SCT HGHER EDUCATION 3 Enter the desired search terms in the fields At least one of the starred fields is required to execute a query 4 Click on the Execute Query button February 2013 v1 1 69 Banner Finance Data Review The documents that matched your search criteria will be listed my NMSU edu ee L Oo 9 Document Lookup p Press the document number link to return the value to the View Document page Press the Exit without Value button to return without a value to the View Document page 23 documents selected Requisition Lookup Results Document NumberUserID Activity Date Trans Date VendorID Vendor Requestor Approved Completed Reference Number R0001260 LGAMBOA Jul 18 2005 Jul 18 2005 8000929320 Dell LISA GAMBOA Yes Yes R0009485 LGAMBOA Nov 18 2005 Nov 16 2005 800092920 Dell LISA GAMBOA Yes Yes R0012160 A Jan 18 2006 Jan 12 2006 800092920 Dell LISA GAMBOA Yes Yes R0012259 Jan 18 2006 Jan 13 2006 800092751 Sehi Procomp Computer Pro
69. ent Text form and text will be displayed File Edit Options Block Item Record Query Tools Help AOD AAR RFI EgdBEBEII amp EI GEB PR CIF Sli vix Type jv v Code 30140100 v Default Increment 10 MARKETING PRINT PORTAL IDV S FOR PRINTING SERVICES j f m m m 5 c o o o o a o o o o n o o o o o o Enter Text for the document Record 1 1 EET 5 Click on Exit button x to return to FGIDOCR previous form February 2013 v1 1 21 Banner Finance Data Review Vendor Detail History FAIVNDH The Vendor Detail History form FAIVNDH provides an online list of vendor invoice credit memo payment transactions for any vendor in the system Access the Vendor Detail History form by entering FAIVNDH in the Direct Access Go To field File Edit Options Block Item Record Efy Tools Help AYA ACRE MY IE Bia rd LB R Sw LE LB ai i a Vendor Detail History FAIVNDH 8 2 0 1 UB Vendor 800092920 7 Dell Marketing LP Selection All Fiscal Year 10 Invoice Date From E Invoice Date To E Indicators Credit Open Vendor Vendor Invoice Invoice Approval VIC Memo Paid Cancel Invoice Amt Due Date XDMJDDi1DS 10417184 1 120 80 18 FEB 2010 18 FEB 2010 01425741 XDMFTP2W amp 8 10417199 97 02 16 FEB 2010 16 FEB 2010 01425109 XDMRDCDS6 10418485 1 958 16 25 FEB 2010 p1 MAR 2010 01427681 XDMNWP822 10418490 2 214 42 22 FEB 2010 o
70. hase Orde Invoice Receiver Submission Num Serial Number VIN Asset Type Organization Location Cost Origination Tag Origination Tag Permanent Tag Description Cancel Date Se ee ee Oo Aiea Purchase Order Invoice Receiver Vendor Other Sources Submission Num J aa C Serial Number VIN Asset Type Organization Location Cost C Origination Tag Origination Tag Permanent Tag Description Cancel Date Lo 1 m Purchase Order Invoice Receiver vendor Other Sources Type Submission Num Cd O Serial Number VIN Asset Type Organization Location Cost as C l Enter a query press F8 to execute Ctri Q to cancel Record 1 1 Enter au lt osc gt 1 Type the Purchase Order 2 Click on the Execute Query button 3 or press the F8 key gar TP This form can be used to search for an asset by Serial number or VIN number Enter the Serial Number VIN instead of the PO Num before executing the query February 2013 v1 1 51 Banner Finance Data Review All fixed assets from the purchase order will be displayed File Edit Q prefs Block Item Record Query Tools Help Origination Tag Origination Tag Permanent Tag Description Cancel Date Purchase Order Invoice Receiver Vendor Other Sources Type Submission Num Serial Number VIN Asset Type Organization Location Cost Origination Tag Origination Tag Permanent Tag Description Cancel Date Purc
71. hase Order Invoice Receiver Other Sources Submission Num 1 3 bL Jj L JJ C Serial Number VIN Asset Type Organization Location Cost SO L Coo Eoo 3j Origination Tag Origination Tag Permanent Tag Description Cancel Date Co LJ GSS GSES SE Purchase Order Invoice Receiver Other Sources Submission Num Loo Lo 4X 0 LL Jj C Serial Number VIN Asset Type Organization Location Cost Press COUNT QUERY HITS for Purchase Query Record 1 1 SI lt osc 3 If you accessed this form from the FFIMAST form highlight the record you need and click on the Select button to return otherwise 4 Click on the Exit button X to return to the General Menu after reviewing your records 52 v1 1 February 2013 Banner Finance Data Review Self Service Queries Banner Self Service provides for access to budget and encumbrance information and allows you to view documents from the my nmsu edu web site A Welcome Dee Anna O Larey z 2 My Account vou are currently logged in amp Content Layout E mail Calendar Groups Logout Help Home Ei 7572 4 Workflow Sample March 29 2010 Quick Links GBH Banner Self Service Employee Information Os Time Sheet Banner Self Service Name Dee Anna O Larey eae CiPersonal Information NMSU ID Number 8X0000000 Cistudent C3Employee CiFinance Copyright SunGard Higher Education 1998 2008 Top SUNGARD HIGHER EDUCATION
72. igned quantities and unit prices Query Form Form used to look up existing information on the database A query form has the letter Q in the third position of the form name Quick Flow A set of forms that are linked together in order to help you complete a process within Banner When you use Quick Flow it opens the first form in the set and the next form is automatically opened until the process is complete Record All information displayed in the window for an item Requestor A person asking for goods or services Requisition A written request to purchase something February 2013 v1 1 79 Banner Finance Data Review Rollback From an application or inquiry form clears all information and returns you to the key block area Rollback is a standard button and appears on forms From validation forms rollback will return you to the first enterable field on the calling form Save To permanently record changes to the database Scroll Down The process of moving down repeating records or lists of information that cannot all be displayed in one window Select Choose an item by highlighting it or clicking it with mouse Show Keys Display the list of keyboard options Stock Item A commodity that is in stores inventory Up Use the key To move the cursor the first enterable field in the previous record moves you upward on a List of Values or drop down list Validation Form Form used to define the values that ca
73. m for Detail Count Query for Orgn Summary Dup Rec for Encum List Record 1 18 lal lt osce 1 Enter your Index number 2 Ensure Include Revenue Accounts is not checked Note For budgets that do bring in revenue and to display Revenue Accounts leave checkmark on 3 Click on the Next Block button e February 2013 v1 1 25 Banner Finance Data Review Budget Availability Status FGIBAVL The Budget Availability Status form FGIBAVL allows online query of budget availability for a selected Fund Organization Account and Program combination Use it to ensure an adequate balance for transaction processing Access the Budget Availability Status form by entering FGIBAVL in the Direct Access Go To field File Edit Options Block Item Record OQ Als Help asd AGRI ae amp Gh I C Budget Av v Status FGIBAVL 8 0 0 1 Y d uus Chart 7 Fund 110006 OPERATING ACCOUNTS MAIN Fiscal Year 10 Organization 500000 v Organizap e will appear Index v Account x i v Program 1201 7 STUDE ICES ADMINISTRATION Organization 500000 Account BAVL Program 1201 Control Key Adjusted Budget YTD Activity Commitments Available Balance M 17 259 79 8 680 77 8 064 96 Account Code Record 1 1 sosc gt Enter the Fiscal Year if not populate by default Enter the Index code Optional Enter an Account code 2
74. m from the General Menu by entering FFIMAST in the Direct Access Go To field File Edit Options Block Item Record 9 aw g Asset Tag Enter Asset Tag LIST is available Record 1 1 1 If you know the Asset Tag number enter it in the Asset Tag field Note To search for an Asset Tag you can use the Search ered Select Fixed Asset List Form FFIFALV from the Options list refer to page 48 2 Click on the Next Block button e 46 v1 1 February 2013 Banner Finance Data Review The Master Information block will be displayed File Edit Options Block Item Record Query Tools Help v E 98 8 9 9 TP BEe a SIDS PR Cie ei a Fixed Asset Master Query FFIMAST 8 0 UBN8 Asset Tag U407633 X Origination Tag 0104606 Origination Tag Date 09 JAN 2006 Permanent Tag Permanent Tag Date 12 JAN 2006 Primary Tag Subordinate Type Last Adjustment Date 30 JUN 2009 Origination Tag Cancel Date Asset Description PN2218365 Computer OptiPlex 19IN Monitor Commodity 7000 Computers Software Capital Capitalization Indicator Unit of Measure EA Each System Status Code Asset Type 70 AUTOMATIC DATA PROCESSING EQUIP Text Exist User Status Code Ro Received Tag in Use Gift Indicator q SOF Insurance Value Cost Market Value Total Cost Replacement Value Net Book Value Book Value 1 405 98 Total Net Book Value Record 1 1 3 Review the information in this blo
75. n be entered in specified fields on application forms A validation form will have the letter V in the third position of the form name Vendor A person or company selling goods or providing services Typically Banner Finance requires a vendor record for anyone to whom a check is sent Window An information area being displayed 80 v1 1 February 2013 Banner Finance Data Review Appendix A Transaction Types Transaction Type TYPE DESCRIPTION BDO1 Permanent Adopted Budget BDO2 Permanent Budget Adjustments BD04 Temporary Budget Adjustment CAT Catering Food Service Charges CNEI Cancel Check Invoice with encumbrance CNNI Cancel Check Invoice without encumbrance CONV Conversion of Beginning Balance CORD Establish Change Order CR05 Cash Receipt Entry DNEC Check C M with encumbrance DNEI Check Invoice with encumbrance DNNI Check Invoice without encumbrance E010 Post Original Encumbrance E020 Encumbrance Adjustment E032 Encumbrance Liquidation E090 Year End Encumbrance E117 Original Encumbrance Conversion GRAR Accrued Accounts Receivable GRCC Grant Cost Share Charge GRCG Grant Cost Share Grant GRIC Grant Indirect Cost Charge GRIR Grant Indirect Cost Recovery GRRV Grant Accrued Revenue HDEF Payroll Deferred Pay HDPA Payroll Deferred Pay Accrual
76. n list A form can also be accessed directly from FOIDOCH Highlight the desired document select the Options menu and select the form name from the drop down list February 2013 v1 1 17 Banner Finance Data Review Check Payment History FAICHKH The Check Payment History form FAICHKH displays summary information about check transactions Access the Check Payment History form by entering FAICHKH in the Direct Access Go To field a Check Payment History FAICHKH 8 3 UBN8 Check Number 01411651 gt Bank 74 WELLS FARGO DISBURSEMENT Vendor 800092216 IKON Office Solutions Check Vendor Check Date 23 DEC 2009 Check Type Batch Cancel Date Check Amount 84 42 Document Document Net Vendor Vendor Number Type Amount Invoice Code Invoice Amount 5013066616 10409841 Invoice 26 87 Press Duplicate Item for more information aboutthis invoice Record 1 2 exl lt osc 1 Enter the check number and the bank code on which it was drawn in the Check Number and Bank fields or click on the Search button 7 to select the one you need a Currently NMSU uses Wells Fargo Bank Code 74 b Queries prior to October 2006 NMSU used Bank of America Code 54 2 Click on the Next Block button ed Note Document Number references th
77. nce Data Review General Budget Queries Organization Budget Status FGIBDST Use the Organization Budget Status form FGIBDST to view an online query of the budget availability by organization code Access the Organization Budget Status form by entering FGIBDST in the Direct Access Go To field File Edit Options Block Item Record 4e Tools Help CE U O EE Organization 500000 Fiscal Year Fund 110006 Organization Name will appear OPERATING ACCOUNTS MAIN Index Program 1201 STUDENT SERVICES ADMINISTRATION Account Account Type Activity Location 4 4 4 4 4 4 Account Type i Adjusted Budget YTD Activity Commitments Available Balance 723100 E our OF STATE TRAVEL 0 00 929 35 0 00 929 35 723110 E our or ST CONF FEE 0 00 590 00 0 00 590 00 731000 E orricesuppues voo uesaaz oco nez4a2 732001 E NON OFFICE SUPPLIES 0 00 188 96 0 00 188 96 737001 E Foon PRODUCTS 0 00 312 25 0 00 312 25 s7010 E orinKincwater ow ovaal oa o ae 740100 E FURNITURE AND EQUIPMEN 0 00 39 99 0 00 39 99 750530 E VOICE INSTALLATION 0 00 E 50 Ooo o0 O 50 s0620 E vorcemateriais oo a4s oo ss 750630 E DATA MATERIALS 0 00 13 86 0 00 13 86 752001 E PRINTING REPRODUCTION 0 00 90 00 0 00 90 00 Net Total 17 259 79 8 680 77 514 06 8 064 96 Dup Ite
78. nnne nente res eines tnnt erret tenent enne nnn rennen 33 Account Hierarchy Query FTIACTH iius tete Re REESE RES ERA 34 Program Hierarchy Query F TPRGH J iia eee tte etre e xot rne Nee Nee REY S XE ET Pee VERON ON TES estate Eee ue ETE Nasen e ks 35 Location Hierarchy Query FTILOGCH iue EE REM E e E RE ERE ASESOR es RR ENS 36 Fund Code V lidation FT VEUND inerat tene t eeu e xot nne ee E ae e EY RR SNP E Te Re VENUE ON TREE YE Te EERE e EUR 37 Organization Code Validation FTVORQGN sseseesseeseeeeseeeee enne nhe EATE tres enrns etes etnies enn erret nnn tenens 38 Account Code Validation EEVAQGQGT iu eet ee tree exter eee E ema EeePC XP YES Sa VERRE TERI YE Te EX e YXR LENT Yt e seo E EYES 39 Program Code Validation FT VPROG cccccecccessecesseeseceseeeseeceseeesneceacecsaeceaeessneceaeeceeceaeecececeaeeseaeceaeeseaeceaeeceeeseaeeeeneeeaes 40 Activity Code Validation FT VACTYV ou cceccescesscceseesseceseeeseeceseeeeneceacessneceaeesneceaeeceeceseessceceaeeseaeceaceseaeceaeeceeceaeeeneeeeaes 41 Location Code Validation FTVLOQCN ceccescsesecessessseceseeeseeceseeeseeceseessaeceaeeseaeceaeeeeeceaeecsceceaeeseaeceaeeseaeceaeeseeeceaeeeneeeeaes 42 Account Index Code Validation FT VACCT c cccccsccccsscsssccssscesscessccessccesecsssesesscesseeesscessecesscessecesecesseceasceaseseascesseeeasenses 43 Grant Olpe Soon aaa dieses ausebvi cud suhastbabsiadiccsescanea saa obeey asusasaaadabovapstuteteiaeapsieh
79. nt Type from the drop down list 2 Enter the Document Number 3 Locate the Display Document Line Item Text Select the All radio button this will display any document text or line item text that may have been used 4 Click on the View Document button Note The Approval history can also be view through this option just click on the Approval history button to display February 2013 v1 1 71 Banner Finance Data Review The document detail will be displayed my NMSU edu aq back to Employee Tab View Document Requisition Header Requisition Order Date Trans Date Delivery Date Print Date Total R0001260 Jul 18 2005 Jul 18 2005 Jul 28 2005 Origin BANNER Complete M Cancel Reason Requestor Approved Y LISA GAMBOA 530340 505646 2579 Accounting Document Level Ship to OFC FACILITIES amp SERV MSC 3545 1600 WELLS STREET PO BOX 30001 LAS CRUCES NM 880038001 Attention Lisa Gamboa Contact OFC FACILITIES amp SERV MSC 3545 Vendor 800092920 Dell Marketing LP One Dell Way Attn April Rider Round Rock TX 78682 Phone 800 274 7799 Fax Requisition Commodities 2 318 62 Type Procurement Date FINANCIAL SYSTEMS ADMINISTRATION Igamboa amp nmsu edu 505 646 3021 800 365 5329 Item Commodity Description U M Qty Unit Price Ext Amount Disc Addl 17000 Latitude D410 EA 1 2318 62 00 00 Total Tax Cost 2 318 62 00 2 318 62 2 318 62 5 Use the scroll bar to move to the bo
80. o alaj r 01111013N01010000GRADUATION 01111014N01010000L4NG LAB FE 01111014N01010000LANG LAB FE lg 2 i Jg fv i i iv v Nd T v in i iv 2 f Iv fv m ra rs elelo ojojo ef efje olojo oO ola 01111015N01010000MISC TUIT GYZYZDIYZYSEEYEYSIEYEYTYEYEYTYEYTYTYEYTITITI 01111015N01010000MISC TUIT Record 1 E 08C 1 Use the scroll bar to view the list of activity codes or 2 Use the query buttons to search for a particular activity code February 2013 v1 1 43 Banner Finance Data Review Grant Queries Grant Maintenance FRAGRNT Use the Grant Maintenance form FRAGRNT to display information about a grant Access the Grant Maintenance form by entering FRAGRNT in the Direct Access Go To field File Edit Options Block Item Record Q mls Help aD SGM Son RN EIE IERICISIBIILIX Grant 7 Proposal vj Text Exists N ma Location Cost Code Personnel Billing User Defined Data Effort Reporting Chart of Accounts mit Responsible Organization v Long Title Title iv Requires Effort Certification Agency Principal Investigator ID Project Start Date Project End Date E Proposal m Termination Date Expenditure End Date f Status C Pass Through Indicator Alternate Description Status Date E Current Amount Cumulative Amount Maximum Amount Total Recipient Share Related Grant Grant Type Category BD Sub C
81. o view LIST is available CQUERY for Grant Title Search Form Net Total Record 1 1 HT 2 l 08c Enter a Grant code 2 Click on the Next Block button e Note Additional information related to using the FRIGITD form o rear TH The Date From MM YY and Date To MM YY can be used to capture information for a specific time period The form will pull up information by Index only if the query is performed by Index The grant number should be used if a grant has more than one index fund to view complete information Checking the Fund Summary box pulls up information by fund or funds where more than one has been assigned to a grant Checking the By Sponsor Account box pulls up information by the Agency approved budget categories Checking both the By Sponsor Account and Fund Summary boxes pulls the information by the Agency approved budget categories for each fund Use the Extract Data No Key option from the Help menu to download this information to a spreadsheet February 2013 v1 1 45 Banner Finance Data Review Fixed Assets Fixed Asset Master Query FFIMAST Use the Fixed Asset Master Query form FFIMAST to query fixed or moveable asset records This form consists of a main window and additional windows for querying asset details and user defined attributes Use the main window of this form to enter or search for the tag number to query Access the Fixed Asset Master Query for
82. olololejojljolo ejelejejejljelje olololojolojo e e jeloejlolojo Ni PL o ol al ala 01 JUL 1950 01 JUL 2005 01 JUL 2005 E 01 JUL 2005 E 01 JUL 2005 01 JUL 2005 01 JUL 2005 o1 3uL 2005 BIJULZ00S 01 JUL 2005 01 JUL 2005 elelee E o lo o o o ojojojfjojo olololojo Ble elele ola ala Be ee ee ees eee eee ees T i Iv t tj iv I a Iv t i tg Iv Iv Iv a t Iv Iv 1 t t Pye olo ojo olo mim N e Record 1 S lt osc gt 1 Use the scroll bar to view the list of activity codes or 2 Use the query buttons to search for a particular activity code February 2013 v1 1 41 Banner Finance Data Review Location Code Validation FTVLOCN Use the Location Code Validation form FTVLOCN to see a list of location codes defined in Banner Access the Location Code Validation form by entering FTVLOCN in the Direct Access Go To field Chart of Account Index Effective Termination Accounts Code Status Date Date O1 JUL 1950 27 3UN 2005 27 3UN 2005 01010000N01010000S FD BAL 01010000N01010000S FD BAL GYZYZIITYEYITYEYTITYIEITITITYTITITYTYTITITI E 2 o 2 o o1 2uL 2005 o1 3uL 2005 p1 3uL 2005 o1 2UL 1950 01 JUL 1950 26 OCT 2006 01 JUL 1950 a0 ocT 2006 30 ocT 2006 01 31 1950 s ocr2008 for suL 1950 30 OCT 2006 so ocT 2006 01 JUL 1950 tid so ocT 2006 30
83. ous reasons the vendor owes your installation money This credit is used against future purchases This credit transaction remains on the vendor s record until there are enough purchases to equal or exceed the amount of the credit Creditor The person or company to whom a liability is owed Dialog Box A box containing information Requires you to respond to it before you can continue Document level accounting A way of processing requisitions or purchase orders in which the accounting distribution entered on the requisition applies to the whole requisition In other words several commodities can be charged to one accounting distribution Down Use the key Moves the cursor to the first enterable field in the next record moves you lower on a List of Values and moves you lower in a pull down list Drop down List Shows three or more values for a field Any field with a down arrow icon contains a drop down list Edit Displays a window you can use to add change or delete text especially useful in entering and updating Dynamic Help Encumbrance The reserving of funds for a specific purchase order The encumbrance is established when a requisition or a purchase order is approved The encumbrance is reduced or eliminated when the requisition is transferred to a purchase order or when a purchase order has an invoice approved or when the encumbrance is cancelled Enter Query Puts the form into query mode and lets you enter search c
84. riteria to see what information is already in the database ENTER QUERY appears in the Status Line Execute Query In query mode searches the database and displays data that matched the search criteria Exit From forms and windows exits you from the form or window From menus exits you from the Banner system From query mode cancels the query and takes the form out of query mode February 2013 v1 1 77 Banner Finance Data Review Exit with Value From a called form returns you to the calling form and enters the highlighted value into the field that called the form From a List of Values LOV returns you to the calling form and enters the highlighted value into the field that called the form Exit without Value From forms and windows exits you from the form or window From menus exits you from the Banner system From query mode cancels the query and takes the form out of query mode Field Area in a form where you can enter query change information or where existing information is displayed Banner describes fields as enabled disabled enterable or display only Fixed asset Property or item of a lasting nature owned by the institution for its day to day operations Fixed assets are assets that cannot be instantly liquidated Examples of fixed assets include real estate and equipment FOAPAL The Banner Finance System Fund Organization Account Program Activity and Location specified for a particular accounting trans
85. ry FTIORGH 8 0 UBN8 77 DA bd Organization 530350 Y CEN OR LEARNING amp PROF DEV Predecessor Organization TE Center for Learning amp Prof Dev 2 President Board ao0002 President Office Executive College poos9s Business and Finance VP Office Deans and Directors coo4z6 Human Resource Services Managers Departments D00603 Center for Learning amp Prof Dev Department Divisions E00603 Center for Learning amp Prof Dev Special Dept Progs Foneos center for Learning amp Prof Dev Unclassified Orgs 530350 CENTER FOR LEARNING amp PROF Reserved Future Use Record 1 1 1 Enter the Organization code or the Time Sheet Org code in the Organization field in the Key Block area 2 Click on the Next Block button ed February 2013 v1 1 33 Banner Finance Data Review Account Hierarchy Query FTIACTH Use the Account Hierarchy Query form FTIACTH to obtain an online view of the hierarchical relationship between account codes Access the Account Hierarchy Query form by entering FTIACTH in the Direct Access Go To field File Edit Options Block Item Record 1 Help dao Bog zr B3 a Account Hierarchy Query FTIACTH 8 0 UBNS COA Account 730001 SUPPLIES NON CAP EQUIP LT 5000 Predecessor Account E 3 SUPPL NON CAP EQUIP POOL cash OUTFLOWS OPER ACT NON LABOR 7220 PAYMENTS TO SU
86. s to download Budget Query data to a Microsoft Excel spreadsheet Calculate user defined columns for the query by making selections from the Compute Additional Columns pull down lists Report Parameters Organization Budget Status Report By Account Period Ending Nov 30 2009 As of Mar 29 2010 Chart of Accounts N New Mexico State University Fund x00 OPERATING ACCOUNTS MAIN Organization XXX ORGANIZATION NAME Account All Commitment Type All Program 1310 PROGRAM DESCRIPTION Activity All Location All Query Results Account Account Title FY10 PDOS5 Adjusted FY10 PD05 Accounted FY10 PDO05 Year to FY10 PDO5 FY10 PDO5 Available 732001 732040 732060 737001 737010 737100 737110 738011 739100 740100 740200 744300 NON OFFICE SUPPLIES LINENS AND UNIFORMS STOREROOM SUPPLIES FOOD PRODUCTS DRINKING WATER BUSINESS MEALS ON CAMPUS MEALS MISC SUPPLIES PROCUREMENT CARD BOOKS FURNITURE AND EQUIPMENT LT 5000 SMALL TOOLS LT 5000 EQUIPMENT R M PARTS Budget Budget 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Date 23 92 0 00 0 00 39 00 15 48 318 81 28 82 0 00 212 95 2 999 98 0 00 0 00 15 The report parameters will be displayed above the query 16 Use the scroll bar to move to the bottom of the page Commitments Balance 23 92 0 00 0 00 39 00 15 48 318 81
87. tal Vendor Cole Parmer Instrument Co Unit Price Requisition Type Item Commodity U M Quantity R0083971 fP 2 6699 Instruments Lab Surveying Eqp Sup Non Capital Ea Vendor Cole Parmer Instrument Co Unit Price Requisition Type Item Commodity U M Quantity R0083971 p 3 6699 Instruments Lab Surveying Eqp Sup Non Capital E Vendor Cole Parmer Instrument Co Unit Price Requisition Type Item Commodity U M Quantity R0083971 P 4 6699 Instruments Lab Surveying Eqp Sup Non Capital lea Vendor Cole Parmer Instrument Co Unit Price Enter Program code Record 1 1 TRE 1 Enter the FOAPAL elements for which you wish to display open requisitions or enter a specific Index number 2 Click on the Next Block button e February 2013 v1 1 13 Banner Finance Data Review Open Purchase Orders by FOAPAL FPIOPOF The Open Purchase Orders by FOAPAL form FPIOPOF provides an online display of open purchase orders by any combination of fund organization account program activity and location FOAPAL Access the Open Purchase Orders by FOAPAL form by entering FPIOPOF in the Direct Access Go To field File Edit Options Block Item Record Q Help Ed E COA Index Fund Orgn Acct Prog Actv Locn Proj M nz v uae v e m m feo E mC Purchase Quantity Vendor Unit Price Purchase Order Item Commodity U M Quantity P0075767 1
88. ttom of the page Requisition Commodities Item Commodity Description U M Qty Unit Price Ext Amount Disc Addl Tax Cost 17000 OptiPlex GX520 Desktop and 17ich flat panel EA 4 1000 1 4 000 40 Requisition Accounting 0 00 0 00 0 00 4 000 40 Total 4 000 40 Seq COAFYIndex Fund Orgn Acct ProgActv LocnProj NSFSusp NSFOvr Susp Amount 1 N 06390009 180600 X999 780200 8020 800247 N N N 4 000 40 Total of displayed sequences Related Documents Transaction Date Document Type Jul 06 2009 Jul 06 2009 Jul 06 2009 Fixed Assets U407494 Fixed Assets U407495 Fixed Assets U407496 Jul 06 2009 Fixed Assets U407497 Dec 08 2005 Receiving Documents Y0004074 Dec 08 2005 Invoice 10038608 Dec 22 2005 Check Disbursement 01047054 Nov 22 2005 Purchase Order P0010341 Budget Queries Encumbrance Query Approve Documents View Document RELEASE 8 2 6 Refer to Related Documents section to view additional documents 4 000 40 Document Code Status Indicator Tagged Perman Tagged Permanently Tagged Permanently Tagged Permanently Completed Paid Final Reconciliation Approved a amp e mail calendar groups 9 logout help powered by SUNGARD SCT HIGHER EDUCATION 7 When you are finished reviewing the document you can perform additional Finance Self Service functions by clicking on the menu options at the bottom of the window 72 v1 1 February 2013 Banner Finance Data Review

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