Monthly Budget Reconciliation and e~Print Overview
Contents
1. Banner Selected Index Values PBAN Finance Repository ePrint About Banner ePrint FAQ My ePrint Change Repository Help Logout PBAN Finance ZAFGRBD Pick Pages Index Values 112799 FF Search Name T amp D Monthly Detailed Report Page 15 Budget Reconciliation and e Print Overview October 2010 3 8 5 Use a previously saved report request You can select a previously used search request instead of selecting items Locate the Saved Searches list at the bottom of your screen Select the desired report request from list and click the GO button Banner Search ZAFGRBD Fri Jul 31 2009 PBAN Finance Repository dolarey ePrint About Banner ePrint FAQ My ePrint Change Repository Help Logg PBAN Finance ZAFGRBD Pick Pages Page Key Index v Pick Values Manually Range to y Saved Searches M 607 Delete 3 8 6 Delete a Saved Search You can delete a previously saved report request by selecting it and clicking the Delete button Banner Search ZAFGRBD Fri Jul 31 2009 ePrint About Banner ePrint FAQ My ePrint Change Repository Help Logout PBAN Finance ZAFGRBD Pick Pages Page Key Index v Pick Values Manually Search 00 Range to Saved Searches 8 Monthly Summary Report Delete Page 16 Budget Reconciliation and e Print Overview October 2010 3 9 Navigation Bar You will find2. 3 e Print 3 1 0verview What is e Print e Print is a report distribution system that uses your Internet browser to quickly and easily retrieve and print financial reports that you are authorized to see e Print Security Security is setup by Organization and is based on your current Banner Finance security Users can only view reports that their security level allows What you ll need to get started Since e Print uses your internet browser to retrieve and view reports it is compatible with many of the most common browsers The following browsers can be used to access e Print e Microsoft Internet Explorer e Netscape Communicator e Mozilla Firefox e Safari for Mac computers e Adobe Acrobat Reader You can download the latest version from www adobe com run within your browser or in stand alone mode 3 2 Logging in to e Print Below is the URL address for e Print Users log on with their current Banner username and password http eprint nmsu edu cgi bin eprint cgi Page 3 Budget Reconciliation and e Print Overview October 2010 1 Key in Banner user ID and Password 25 Select a repository The default repository is the PBAN Finance Depending on your security setup you will be able to access other repositories to search for information 3 Select enter Banner Login ePrint About Banner ePrint FAQ Change Repository Help Logout User ID assword Repository PBAN Finance powe
3. 00 555 23 00 7 84 U 00 97 50 0 00 186 66 U 00 561 48 U 00 1 349 51 00 30 00 U 3 336 03 4 519 68 U 00 599 00 U 00 477 95 U 00 40 13 U 00 557 78 U 00 420 00 00 10 76 21 425 14 36 432 00 U 00 60 00 U 00 13 645 76 U 00 2 475 91 U 00 202 92 U 24 761 17 68 840 67 1 299 00 1 299 00 U 1 299 00 1 299 00 00 110 403 90 U 00 110 403 90 00 00 26 060 17 32 692 26 00 00 00 00 26 060 17 32 692 26 Page 23 Budget Reconciliation and e Print Overview October 2010 4 3 1 Column Description for ZAFGRBD Title Description Account codes for revenue expenditures budget and transfers ACCOUNT TITLE Description of the account codes ADJUSTED BUDGET Actual budget totals at the end of the month CURRENT PERIOD ACTIVITY Total monthly activity for each account code YEAR TO DATE ACTIVITY Total YTD activity for each account code BUDGET COMMITMENT Outstanding YTD commitments by account code Primarily related to Purchase Requisitions and Purchase Orders AVAILABLE BALANCE Net available balance after YTD Activity and Budget Commitment are subtracted from Adjusted Budget Related to Year end close for Business and Finance purposes only Page 24 Budget Reconciliation and e Print Overview October 2010 5 Monthly Budget Reconciliation Reconciling your operating budget on a regular basis 15 critical to keepin
4. 11111 333333 XXXXXX XXXX 614100 19 1 752 55 REG 621910 508 24 29 Last First Middle 11111 333333 XXXXXX XXXX 614100 20 1 752 55 REG 621910 508 24 29 Last First Middle 11111 333333 XXXXXX XXXX 614100 19 3 736 91 REG 621910 1 083 70 29 Last First Middle 11111 333333 XXXXXX XXXX 614100 20 3 736 91 REG 621910 1 083 70 29 Last First Middle 11111 333333 xxxXxx XXXXXX XXXX 614100 19 1 574 28 REG 621910 456 54 29 Last First Middle 11111 333333 XXXXXX XXXX 614100 20 1 574 28 REG 621910 456 54 29 Last First Middle 11111 333333 XXXXXX XXXXXX XXXX 614100 19 3 106 98 621910 901 02 29 Last First Middle 11111 333333 XXXXXX XXXXXX XXXX 614100 20 3 106 98 REG 621910 901 02 29 Last First Middle 11111 333333 XXXXXX XXXX 614100 19 1 909 10 REG 621910 553 64 29 Last First Middle 11111 333333 XXXXXX XXXXXX XXXX 614100 20 1 909 10 REG 621910 553 64 29 Last First Middle 11111 333333 XXXXXX XXXX 614100 19 857 23 REG 621910 248 60 29 Nov 17 2006 2 909 8 11 54 PM Page 18 Budget Reconciliation and e Print Overview October 2010 4 1 1 Column Description for ZIEMPDIST Description Lists name of the employee receiving payment List last 5 digits of employee ID INDEX Identifies the Index used for distribution of salary FUND Identifies the Fund ORGN Identifies the Organization PROG Identifies the Pr
5. COMMITMENT ACTIVITY CMT TYP 00 ad 00 00 00 Page 20 Budget Reconciliation and e Print Overview October 2010 06 NOV 2006 21 46 54 New Mexico State University PAGE 20707 FISCAL YEAR 07 Program Detail Activity FOPA ZAFGRPD From 01 OCT 2006 To 31 OCT 2006 COAS N New Mexico State University ORG XXXXXX Organization Name FUND xxxxxx Fund Name PROG xxxx Program Name INDEX XXXXXX TRANS TRAN DOCUMENT DOCUMENT BUDGET TRANSACTION COMMITMENT CMT DATE TYPE NUMBER REF DESCRIPTION ACCT ACTIVITY ACTIVITY ACTIVITY TYP BEGINNING COMPUTER SOFTWARE 766100 TOTAL COMPUTER SOFTWARE 766100 00 00 00 BEGINNING ICT SERVICES 766200 10 27 2006 IDV 170040874 YESSIKA ict 21953 sept 2006 utilz i 766200 1 94 U TOTAL ICT SERVICES 766200 00 1 94 00 BEGINNING NONEMPLY TRVL AND REIMB 768001 TOTAL NONEMPLY TRVL AND REIMB 768001 00 00 00 BEGINNING FURN EQUIP GT1000 780200 10 25 2006 REQP R0030012 LISA GAMBOA 780200 1 299 00 U 10 26 2006 POLQ P0030122 B and H Photo Video 780200 1 299 00 U 10 26 2006 PORD P0030122 B and H Photo Video 780200 1 299 00 U TOTAL FURN EQUIP GT1000 780200 00 00 1 299 00 BEGINNING LARGE BUDGET POOL 799800 10 31 2006 BDC 170041514 EAGUIRRE FY06 CF 100483 799800 1 483 90 U TOTAL LARGE BUDGET POOL 799800 1 483 90 00 00 TOTAL FOPA Revenues 50 00 00 00 Expenses 60 70 1 483 90 19 368 41 13 792 43 Applied Charges 595 00 00 00 Transfers 89 00 00
6. Logout Finance ZAFGRBD Pick Pages Page Key Index Pick Values Manually Search 60 to You can only use one page key at a time for any given report but you can search again with a different page key If only one page key is defined for the report no drop down list will appear Page 11 Budget Reconciliation and e Print Overview October 2010 3 8 1 Pick Values Manually To pick values manually click the GO button in the Pick Values Manually box dolarey Banner Search ZAFGRBD Fri Jul 31 2009 PBAN Finance Repository ePrint About Banner ePrint FAQ My ePrint Change Repository Help Logout PBAN Finance ZAFGRBD Pick Pages Saved Searches Delete All of the valid values that you have access to for the selected page key will be displayed You then will be able to select the value s to appear on the report Select the value by clicking on the box in front of the value A check will appear in the box once it has been selected Banner Choose Index PBAN Finance Repository dolarey ePrint About Banner ePrint FAQ My ePrint Change Repository Help Logout PBAN Finance ZAFGRBD Pick Pages Index v 100104 100140 100148 100158 100113 100141 100149 100171 100134 100142 100151 100172 100135 100144 100152 100174 100137 100145 100153 100175 100138 100146 100156 100176 100139 100147
7. 100157 100177 the Report After selecting values click on the Get the Report icon this will retrieve the accounts that you selected Page 12 Budget Reconciliation and e Print Overview October 2010 3 8 2 Search for a specific value You can search for a specific value if you know that value i e if you want to search by a specific Index number Enter the number in the Search field and click the GO button dolarey Banner Search ZAFGRBD Fri Jul 31 2009 PEAN Financeflepository ePrint About Banner ePrint FAQ My ePrint Repository Help Logout PBAN Finance ZAFGRBD Pick Pages Page Key Index x Pick Values Manually Saved Searches Delete The page with the selected value will be displayed You can select PDF or TEXT format to view the report in Selected Index Values PBAN Finance Repository Banner ePrint About Banner ePrint FAQ My ePrint Change Repository Help Logout PBAN Finance ZAFGRBD Pick Pages Index Values 100783 Search Name Page 13 Budget Reconciliation and e Print Overview October 2010 3 8 3 Search using a Range of Values You may search by selecting a range of values Type in the beginning and ending values in the Ra
8. 800000100 Finance a Budget Queries Services l Encumbrance Query B Click here if you are an employee ta B Approve Documents access your personal information View Document view pay stubs and much more Copyright SunGard 1998 2006 Top SUNGARD HIGHER EDUCATION View Documents The View Document option allows you to retrieve and view detail information about a document requisition purchase order invoice encumbrance or direct cash receipt my NMSU edu 9 e mail calendar groups logout help Personal Information Employee Search Go 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 Code Lookup feature This enables you to perform a query and obtain a list of document numbers to choose from Change Reference Number Choose type Requisition Submission e Yes Display Document Line Item Text Display Commodity Text All Printable None All Printable None rapier istry Budget Queries Encumbrance Query Approve Documents View Document 1 t powered by RELEASE 7 2 SUNGARD SCT HGHER EDUCATION Page 2 Budget Reconciliation and e Print Overview October 2010
9. Earn Code transaction DESCRIPTION Regular Exempt ALP Annual Leave Pay Out ALT Annual Leave Taken ASR Adjustment Regular employee DIF Differential LNP Leave Without Pay LWB Leave Without Pay w Benefits LWP Leave With Pay REC Pay Recovery REG Regular Staff Earnings SLT Sick Leave Taken Regular Non Exempt ALP Annual Leave Pay Out ALT Annual Leave Taken ASR Adjustment Regular employee CTE Comp Time Earned CTP Comp Time Paid CTT Comp Time Taken CTT Comp Time Taken DOC Docked Pay HOL Holiday Leave HWK Holiday Worked LNP Leave Without Pay LWB Leave Without Pay w Benefits LWP Leave With Pay OLT Other Leave Taken REC Pay Recovery REG Regular Staff Earnings SLT Sick Leave Taken Temporary Exempt Non Exempt REC Pay Recovery RGT Temporary Staff Earnings Regular Student REC Pay Recovery RGO Temporary Staff Other RGS Student Earnings RSF Adjustment Student Grad employee RST Pay Recovery Student TSF Taxable Student Flat Earnings TSR Taxable Student Earnings Page 40 Budget Reconciliation and e Print Overview October 2010 Work study Student REC Pay Recovery RGW Work study Earnings RSF Adjustment Student Grad Employee RST Pay Recovery Student TSF Taxable Student Flat Earnings TSR Taxable Student Earnings Graduate Students REC Pay Recovery RGG Graduate Student Earnings TGR Taxable Graduate Earnings TSF Taxable Student Flat Earnings TSR FICA Medicare Tax Applicabl
10. Total 0 00 190 00 0 00 Grand Total 190 00 Note Add items that show up on the report ZAFGRPD but are not recognized as being applicable to your index org gt Subtract any items that should have been on the report ZAFGRPD but were not Note Make sure to keep track of your adjustments and verify they are applied in the next month otherwise you will have to carry them over to your adjustment list for the next month Step 5 File reports records and any documentation related to month end reconciliation in a file for future reference Page 31 Budget Reconciliation and e Print Overview October 2010 Let s put it all together Here is an example of what the procedure looks like in a World with discrepancies a Prior month Reconciliation Ending Expense Budget Available Balance This will come from last month s worksheet e b Total BUDGET ACTIVITY from ZAFGRPD c Adjustments to Budget Activity from Adjustment List d Total TRANSACTION ACTIVITY from ZAFGRPD e Adjustments to Transaction Activity from Adjustment List f Total COMMITMENT ACTIVITY from ZAFGRPD g Adjustments to Commitment Activity from Adjustment List h Reconciliation Ending Expense Budget Available Balance Use the following formula a 36 784 34 Available Balance b 5 1 483 90 BUDGET ACTIVITY adj 0 Adj to Budget Activity 4 19 368 41 TRANSACTION ACTIVITY Gy adj 190 00 Ad
11. any of these items are identified refer to the Adjustment Section 4 2 in the manual or call your Business Manager Page 45
12. every Expense Account Code that has a negative year to date activity you will need to review the detailed transactions ZAFGRPD and determine if the balance is justified or if corrections need to be made Activity other than Budget Entries in Budget Account Code 799800 ZAFGRPD under Adjusted Budget Only budget entries should be made to this Account Code Activity in Expense Account Code 738011 ZAFGRPD Reclass all activity to appropriate Account Codes There should not be any expenses posted to 738011 it is the default account code which must be transferred Evaluate outstanding POs FPIOPOF and Requisitions FOADOCU that need to be cancelled and for any remaining balances on processed POs that need to be cleared This will reduce the amount of budget commitment Revenue Account Codes 5XXXXX with a negative year to date activity on the ZAFGRBD report For every Revenue Account Code that has a negative year to date activity you will need to review the detailed transactions ZAFGRPD and determine if the balance is justified or if corrections need to be made C Check that Resale Account Codes 77XXXX are appropriate for type of Index Check for TRAN TYPE other than payroll TRANS TYPE HXXX see Appendix B There should not be any transactions hitting payroll account codes that do not have a payroll TRANS TYPE other than JE16 corrections All others should be investigated and corrected Note If
13. if needed Purchase Requisitions Purchase orders Invoices Note It is important that you have the right index on all reports that you print Step 3 Check account codes on expenses Perform a cursory review of Account Codes as per Appendix D Valid Account Codes 6XXXXX Labor Expenditures 7XXXXX Non Labor Expenditures 8XXXXX Transfers Forthe account codes noted above compare departmental records documentation to the monthly BUDGET ACTIVITY TRANSACTION ACTIVITY and COMMITMENT ACTIVITY detail on the ZAFGRPD report Step 4 Reconcile expenses and balance budget Beginning available balance from prior month Total Budget Activity for the month Total Transaction Activity for the month Total Commitment Activity Note If you havea NEGATIVE Commitment Activity you need to ADD this amount Ending Available Balance Expenses Available Balance on ZAFGRPD Balanced Budget Page 26 Budget Reconciliation and e Print Overview October 2010 Step 5 File all documentation for future reference Let s put it all together Here is an example of what the procedure looks like in a Perfect World without any discrepancies a Prior month Reconciliation Ending Expense Budget Available Balance This will come from last month s ZAFGRBD Ending Available Balance Total BUDGET ACTIVITY from ZAFGRPD Total TRANSACTION ACTIVITY from ZAFGRPD Total COMMITMENT ACTIVITY from ZAFGRPD Reconciliation Ending Expense B
14. 00 Page 21 Budget Reconciliation and e Print Overview October 2010 4 2 1 Column Description for ZAFGRPD Title Description TRANS DATE The dates Invoices JVs PCards etc are processed into the system TRAN TYPE See Appendix B Identifies the type of transaction DOCUMENT NUMBER See Appendix C Combination of document type and system generated number DOCUMENT REF Additional reference used to further identify the transaction DESCRIPTION Description of the transaction being processed ACCT Account codes for revenue expenditures budget and transfers BUDGET ACTIVITY Includes budget loads adjustments and carry forwards TRANSACTION ACTIVITY Actual expense and revenue transactions posted to the system during the month COMMITMENT ACTIVITY Budget commitment activity for the month Primarily related to Purchase Requisitions and Purchase Orders CMT TYP Related to Year end close for Business and Finance purposes only Page 22 Budget Reconciliation and e Print Overview 4 3 ZAFGRBD Budget Status October 2010 The ZAFGRBD report summarizes in Account Code order the Adjusted Budget Current Period Activity and Year to Date Activity Budget Commitment and Available Budget Balance as of month end The report can be pulled by Index Fund or Org REPORT ZAFGRBD New Mexico State University FISCAL YEAR 07 Budget S
15. GE RATE NON REGULAR TOTAL FRINGE RATE NON REGULAR BEGINNING FUEL AND LUBRICANTS 10 05 2006 JEl6 OF000063 1273250 Departmental Ga PPD 378242 2 10 12 2006 16 OF000064 1275239 Fuel Acquisitio PPD 379884 2 10 26 2006 16 OF000066 1279636 Fuel Acquisitio PPD 379884 2 TOTAL FUEL AND LUBRICANTS BEGINNING OFFICE SUPPLIES 10 04 2006 IDV 0305 M0052682 BOOKSTORE CHARGES20061003 10 11 2006 IDV 10 M0052940 BOOKSTORE CHARGES20061010 10 13 2006 IDV 00312 M0053068 BOOKSTORE CHARGES20061012 10 13 2006 IDV 00312 M0053084 BOOKSTORE CHARGES20061012 10 16 2006 JE16 PR000314 83710026 OFFICE 00008375 2 10 17 2006 IDV 00314 M0053224 BOOKSTORE CHARGES20061016 10 17 2006 IDV 0314 M0533294 BOOKSTORE CHARGES20061016 10 23 2006 IDV 00318 M0053404 BOOKSTORE CHARGES20061020 10 27 2006 IDV BKO00320 M0053568 BOOKSTORE CHARGES20061025 10 27 2006 IDV 320 M0053599 BOOKSTORE CHARGES20061025 10 30 2006 IDV 0321 M0053568 BOOKSTORE CHARGES20061025 ACCT 613300 613300 618100 618100 618100 618100 621950 621950 730200 730200 730200 730200 730200 731000 731000 731000 731000 731000 731000 731000 731000 731000 731000 731000 731000 BUDGET ACTIVITY 00 00 00 00 TRANSACTION ACTIVITY 614 1 301 36 20 19 43 13 18 00 00 66 59 18 76 30 41 24 96 106 37 86 18 59 68 31 31 PAGE 20701 ZAFGRPD
16. KS AL FC FINAID CHECKS CA FG FINAID CHECKS GR FM FINAID CHECKS MA EN FOUNDATION BGT FO FINANCE HR PAYROLL G Deferred Grant Calculations JV H Direct Cash Receipts I Invoice Code J Journal Voucher Code K Commodity L Budget Line Item M Fixed Assets Accounting Adjustments MA MISC FEED 1 MB MISC FEED 2 MC MISC FEED 3 MD MISC FEED 4 MS MISC FEED N Permanent Tag number OF OFS FEED P Purchase Change Order Code PD PSLFEED PL PSL LABOR PR PROCURE FEED PS PSL COMMITMENT Q Ledger Reclassification Document R Requisition Code 5 State 1099 AR amp Pcard Inv Proposal SC FINAID CHECKS ST STUDENT FEED T Origination Tag Num Fixed Assets TL TELEPHONE BILLING U Issues October 2010 Page 43 Budget Reconciliation and e Print Overview Inventory Adjustments Stores Transfers W X Y Receiving October 2010 Page 44 Budget Reconciliation and e Print Overview October 2010 8 4 Appendix D Account Code Review Checklist I amp G Indexes All Indexes with Fund s 110000 110008 There should be no activity for these types of Account Codes Revenue Account Codes 5XXXXX ZAFGRPD Resale Account Codes 77XXXX ZAFGRPD Applied Charges Account Codes 595XXX ZAFGRPD Check for and investigate activity for the following Expense Account Codes 7XXXXX with a negative year to date activity on the ZAFGRBD report For
17. NM STATE UNIVERSITY Monthly Budget Reconciliation and e Print Overview 1 2 3 INTRODUCTION p 1 SELEB SER VIG Biss E 2 E PRIN EROR PERPE E 3 3 1 EERE RO SE 3 3 2 LOGGING IN TO E PRINT 3 3 3 ONSLINEEHEBEPE ementi meti d 5 3 4 USEOEICONS AS A GUIDE 6 3 5 USING THE DRILL DOWN OPTION TO SELECT A REPORT 7 3 6 REPOSITORY DISE M ener ee ib tite HON RE 8 3 7 REPORTJDETATL IUIS T oot eerte erotische eI es 10 3 8 USING A PAGE KEY PER nen IE 11 3 9 INAVIGATION BAR 6 bem ehe o ACE ee DEM ch EE tals oe mE LET 17 E PRINT REPORTS FOR BUDGET RECONCILIATION 18 4 1 ZIEMPDIST EMPLOYEE DISTRIBUTIONS Jace e e a iae a eoe dei aeoea EEan aeeoeia eK Tat 18 4 2 ZAFGRPD MONTHLY TRANSACTION DETAIL ccssccccessssceceesceeeesnececsesaececseneececaeeecnesaeeeceeeeeeesseeeesenaees 20 4 3 ZAFGRBD BUDGET STATUS coat ee Atene tice RAN 23 MONTHLY BUDGET RECONCILIATION ccccsccssscsssssssscssssccsssesscssccsscessccseessecsscscessessensesssesseesseees 25 5 1 MONTHLY BUDGET RECONCILIATION
18. PROCEDURE eene ene e eene rne rnnt 26 5 2 REAL WORLD RECONCILIATION PROCEDURES eee e e emenemennnenenesesesu sese se sese s ese ese ese ese esas esas 29 5 3 ADDRESSING DISCREPANCIES eese e n n n nennen nnn n n nnn nn nsn EEE EEE EEE EEE E EEE EEE EEE EEEEEEEEEEEEEEE rene 34 5 4 ADJUSTMENTS A che RA S LAE Ie croco M et 34 ASSIST ANGE eL PUDE 35 RECONCILING BUDGETS WITH REVENUE e ee ee ee ee eese en tese sten nose teen oeste tese ee seen eese eese e seen aseo 36 7 1 REVENUE BUDGET RECONCILIATION 36 APPENDICES e 39 8 1 APPENDIX A EARN CODES 4 sic neseedsuieneteteeteiecieitteceetevedeieieteceetenideeeiece see teretes eee eee 40 8 2 APPENDIX TRANSACTION 42 8 3 APPENDIX C DOCUMENT TYPE DESCRIPTION eere e eene nnne nnn nnn nnn rne rte renun 43 8 4 APPENDIX D ACCOUNT CODE REVIEW CHECKLIST eee eene nennen nnn nnne rere renun 45 Budget Reconciliation and e Print Overview October 2010 1 Introduction Budget reconciliation is a process of looking at expenses and budgeted money to make sure that all expenses are accounted for and your budgete
19. R M VEHICLES 00 18 72 758500 PPD SERVICES 00 19 59 760200 LOCAL SEMINAR 00 230 00 760900 SALES TAX 00 00 761001 PROFESSIONAL CONTRACTED SERVICES 00 15 006 86 766010 COMPUTER SERVICES 00 00 766100 COMPUTER SOFTWARE 00 00 766200 ICT SERVICES 00 1 94 768001 NONEMPLY TRVL AND REIMB 00 00 TOTAL Operating Expense Non Labor 00 18 067 07 780200 FURN EQUIP GT1000 00 00 TOTAL Capital Expenditures 00 00 799800 LARGE BUDGET POOL 110 403 90 00 TOTAL Operating Expense Non Labor 110 403 90 00 TOTAL FOPA REVENUES 00 00 EXPENSES 110 403 90 19 368 41 APPLIED CHARGES 00 00 TRANSFER 00 00 NET 110 403 90 19 368 41 YEAR TO DATE ACTIVITY 1 060 6 320 190 7 571 225 490 685 6 132 50 9 931 216 94 868 101 43 TaT 270 168 1 744 555 27 97 186 561 1 349 30 1 183 599 477 40 557 420 10 15 006 60 13 645 2 475 202 44 079 13 78 00 86 00 76 91 50 00 00 00 00 51 651 00 47 00 00 51 651 47 RUN DATE 11 06 2006 TIME 08 12 PM PAGE 2250 BUDGET AVAILABLE CMT COMMITMENT BALANCE TYP 00 1 060 80 U 00 6 320 22 U 00 190 95 U 00 7 571 97 00 225 75 U 00 490 45 U 00 685 14 0 00 6 50 U 00 132 13 9 00 50 34 U 00 9 56 0 00 931 06 0 00 216 83 00 94 45 U 00 868 03 U 00 101 88 U 00 43 99 U 00 727 62 0 00 58 U 00 270 78 U 00 168 41 0 00 1 744 26
20. ction Report PDE kid FAROINV Open Invoice Report FARVALP Vendor Alphabetical Listing Vendor History Report Vendor History Report P FT FABCHKR PBAN Finance Repository Change Repository Help Logout Latest Date Thu Aug 06 2009 10 54am Thu Aug 06 2009 07 58am Tue Aug 04 2009 01 12am Wed Aug 05 2009 5 31pm Thu Aug 06 2009 10 21am Tue Aug 04 2009 01 11am Tue Aug 04 2009 01 26am Fri Jul 31 2009 01 37am Page 8 Budget Reconciliation and e Print Overview October 2010 If your repository list display is more than one screen you may jump to a specific report From the dropdown located at bottom list of reports that you can view select the specific report that you want to view This report will be displayed at the top of the screen and the repository list will continue from that point Banner ere ePrint PBAN Finance Select Report from Repository PBAN Finance About Banner ePrint FAQ My ePrint FABCHKR Report FABCHKR FABMATC fariage FARINVA FARINVS FAROINV FARVALP FABMATC fariage FARINVA FARINVS FAROINV FARVALP Vendor History Report gFARWHLY FFRPROP FGRACCI IFGRACTH FGRACTV FGRAGYH FGRBDSC FGRBIEX IFGRBLSH FGRCASH FGRCTRL IFGRFNDH FGRGLEX FGRGLTA FGRGLTAYTD FGRIDOC FGRLOCH FGRODTA FGRODTAYTD Vendor History Report FGROPNE FGRORGH FGRPDTA FABCHKR PBAN Finance Repository Change Repository Help Logout La
21. d money balances This is accomplished by comparing listed expenses with backup documentation making adjustments for unaccounted expenses getting credit on unwarranted expenses and determining the available budget balance This manual will introduce the reports and information search options available to use in the reconciliation process and familiarize you with a budget reconciliation procedure that can be used to reconcile a departmental monthly operating budget There are many different places we can look for information to assist us We re going to look at the two most complete sources for your monthly research and reconciliation process Self Service and e Print Page 1 Budget Reconciliation and e Print Overview October 2010 2 Self Service Banner Self Service is accessed through my NMSU edu web site Click on the Employee tab then Banner Self Service Click on the Finance folder and select View Document to navigate to the View Document page Note This is the only view that will be used for reconciliation My Account Welcome Mr David D Brockmeyer E 9 9 Content Layout You are currently logged in e mail calendar groups logout help Home Tutorial EXTA Workflow Sample December 21 2006 Quick Links 8899 Banner Self Service oS Employee Information 585 Time Sheet Banner Self Service Name Mr David D Brockmeyer Leave Report Time Off Personal Information NMSU UserName dbrockm Clemployee NMSU ID Number
22. d password at the prompts If the cursor is not already in the User ID field just click inside the field to insert the cursor before you start typing Then you can tab to the other two fields on this page Type carefully if you repeatedly attempt to log in with the wrong password your account will be locked In order to obtain access to ePrint again you must contact your system administrator and request that your account be unlocked 2 Select a repository iSelect an appropriate repository from the drop down list provided The repositories for your organization were defined during system setup A repository is a set of reports along ith security data and other rules that will enable ePrint to access the data you ll need Once you select a repository you will not be able to change it unless you log out of the system log in again Click the Enter button Select the Enter button after you have keyed in and selected the appropriate information The highest level report selection page for the repository you selected will appear See R List for more information NOTE If the repository is set up for shared signon you may hex into ePrint via another system If so you will not see the user login window you will simply click on the ePrint link to access the system and open the hat You ll Need to Get Started Logging Out of Banner ePrint Page 5 Budget Reconciliation and e Print Overview October 2010 3 4 Use of Icon
23. d the discrepancy and resolve it Note There are three types of discrepancies Items that show up on my report but there is no backup documentation Items that have backup documentation but do not show up on my report Incorrect amounts If you find charges that have been incorrectly applied you need to find out what department the charges belong to and get the error corrected e Complete a Financial Documentation Request form to get information on the charge e Complete a Journal Voucher or contact the responsible department to get the charge applied to the proper index or account code e Obtain the proper signatures and route according to departmental procedures e Keep a copy of the Journal Voucher related to the adjustment for backup documentation and track the changes to ensure they are applied to your budget Page 30 Budget Reconciliation and e Print Overview October 2010 Create an Adjustment List If you find a discrepancy record the discrepancy on an Adjustment List This list helps you ensure that all of the discrepancies are noted and gives you documentation to track the adjustments until they are rectified Be sure to record all activity related to the item on the Adjustment List An example Adjustment List is below Item Outstanding Outstanding Error Description Revenue Expenses Adjustments 1 0 0 150 00 Unknown Cellular Call Expense 2 0 0 40 00 EH amp S Driving Seminar
24. des noted above compare departmental records documentation to the monthly BUDGET ACTIVITY and TRANSACTION ACTIVITY detail on the ZAFGRPD report Determine any discrepancies between what is reflected on the report and what you conclude should be on the report based on your review Make separate lists of the discrepancies reconciling items for Budget Activity and Transaction Activity This information will be used to reconcile the actual monthly activity to the ending Revenue Budget Available Balance reflected on the ZAFGRBD report in Step 4 Note There are two types of discrepancies Items that show up on my report but there is no backup documentation Items that have backup documentation but do not show up on my report Incorrect amounts Adjustment Lists Page 36 Budget Reconciliation and e Print Overview October 2010 Item Outstanding Outstanding Error Description Revenue Expenses Adjustments 1 0 0 2 0 0 Total 0 00 0 00 Final Total 0 Note gt Add items that show up on the report ZAFGRPD but are not recognized as being applicable to your index org Subtract any items that should have been on the report ZAFGRPD but were not Step 4 Revenue Budget Reconciliation a Prior month Reconciliation Ending Revenue Budget Available Balance This will come from last month s worksheet e b Total Revenue BUDGET ACTIVITY from ZAFGRPD Adjustments to Budg
25. e Faculty Deferred Amount For faculty working 9 months but DFA paid over 12 months DFA Deferred Amount DFP Deferred Pay Out LNP Leave Without Pay LWB Leave Without Pay w Benefits LWP Leave With Pay REC Pay Recovery RGA Regular Academic Earnings SAB Sabbatical 1 2 YR Full Pay SAP Sabbatical Full YR 60 Pay Page 41 Budget Reconciliation and e Print Overview 8 2 Appendix B Transaction Types Transaction Type TYPE DESCRIPTION 1 Permanent Adopted Budget BD02 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 5 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 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 Def
26. e Of course things happen that we will have to do some extra research and submit paperwork for corrections or adjustments But the good thing is after reviewing the Real World case you will know how to deal with the differences you encounter with reconciling Step 1 Gather backup documentation on expenses Purchase Orders Journal Vouchers Direct Pays Inter Department Vouchers and PCard receipts to reconcile transaction activity for the month to the e Print reports Step 2 Print e Print Reports for month end Be sure to have the Org Fund and Index number on hand ZIEMPDIST only required if reconciling salary ZAFGRPD ZAFGRBD Check Self Service reports for documentation if needed Purchase Requisitions Purchase orders Invoices Note It is important that you have the right index on all reports that you print Step 3 Check account codes on expenses Perform a cursory review of Account Codes as per Appendix D Valid Account Codes 6XXXXX Labor Expenditures 7XXXXX Non Labor Expenditures 8XXXXX Transfers Forthe account codes noted above compare departmental records documentation to the monthly BUDGET ACTIVITY TRANSACTION ACTIVITY and COMMITMENT ACTIVITY detail on the ZAFGRPD report Page 29 Budget Reconciliation and e Print Overview October 2010 Step 4 Reconcile expenses and balance budget If you find discrepancies between your backup documentation and the expenses listed on your report You need to recor
27. e oldest versions For each run the report list includes the report title and the date and time it was run Page 10 Budget Reconciliation and e Print Overview October 2010 3 8 Using a Page Key Some reports allow you to drill down and select specific criteria to search Reports with this option have the Search Report icon Clicking on this icon opens the pick pages screen Report Detail ZAFGRPD PBAN Finance Repository dolarey About Banner ePrint FAQ My ePrint Change Repository Help Logout Date Program Detail Activity FOPA Fri Jul 31 2009 10 40pm Program Detail Activity FOPA Tue Jun 30 2009 2 38pm Program Detail Activity FOPA Tue Jun 30 2009 02 11am Program Detail Activity FOPA Tue Jun 30 2009 9 11pm Program Detail Activity FOPA Tue Jun 30 2009 01 56am Program Detail Activity FOPA Tue Jun 30 2009 01 45am Program Detail Activity FOPA Sun May 31 2009 02 20am Program Detail Activity FOPA Thu Apr 30 2009 12 50am Program Detail Activity FOPA Fri Jul 31 2009 10 40pm Nj The pick pages search report screen enables you to specify a page key for the data to be included in the selected report Depending on the type of report you may be able to pick by a single FOAPAL element by Index or select from dropdown with more than one option Banner Search ZAFGRBD Fri Jul 31 2009 Finance Repository dolarey ePrint About Banner ePrint FAQ My ePrint Change Repository Help
28. erred Pay Accrual 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 PCLQ 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 REQP Requisition Reservation TS Treasure Services JE Inter Fund October 2010 Page 42 Budget Reconciliation and e Print Overview 8 3 Appendix C Document Type Description Prefix Doc Type DESCRIPTION Commitment Open Close Document A Agreements B Bids BG BUDGET BK BOOKSTORE FEED CA CARLSBAD MANUAL CHECKS CK UAR MAN CHECKS CN CASHNET FEED D Document tag Number Fixed asset E Commitment Number EN COMMITMENT CONVERT F Interface Document Number FA FINAID CHEC
29. et Activity from Adjustment List c Total Revenue TRANSACTION ACTIVITY from ZAFGRPD Adjustments to Transaction Activity from Adjustment List d Reconciliation Ending Revenue Budget Available Balance Use the following formula a 30 321 21 Available Balance b 0 BUDGET ACTIVITY adj 0 Adj to Budget Activity 59 455 51 TRANSACTION ACTIVITY adj 0 Adj to Transaction Activity d 20 865 70 Ending Available Balance e Verify d with Revenues row Available Balance column from ZAFGRBD f Subtract e from d to get the difference d 20 865 70 e 20 865 70 f 0 g Your net difference should be your adjustment total if applicable Note Make sure to keep track of your adjustments and verify they are applied in the next month otherwise you will have to carry them over to your adjustment list Step 5 e File reports records and any documentation related to month end reconciliation in a file for future reference Page 37 Budget Reconciliation and e Print Overview October 2010 7 1 1 Revenue Budget Reconciliation Worksheet WORKSHEET Fiscal Year Month Index a Beginning Available Balance Prior month Reconciliation Ending Revenue Budget Available Total BUDGET ACTIVITY for Month Total BUDGET ACTIVITY for revenue from ZAFGRPD adj to Budget Activity See Total Adjustment List Budget Activity Total TRANSACTION ACTIVITY for the Mont
30. g track of your expenses and remaining budget amount Just like a home checking account you must Balance your budget so that you know how much money is available Unless you check your actual expenses against those charged to your operating budget you cannot accurately determine if charges have been made to your operating budget by mistake if all of your expenses came out of your budget or if the amount charged against your budget is correct Our goal is to provide you with a standard set of monthly procedures that can be used to assist in the reconciliation process of a departmental operating account The procedures are designed as a check list to ensure that supporting documentation is collected maintained and processed in a consistent manner Page 25 Budget Reconciliation and e Print Overview October 2010 5 1 Monthly Budget Reconciliation Procedure Monthly budget reconciliation follows a set procedure to verify your expenses and determine your available budget balance The procedure contains 5 steps Step 1 Gather backup documentation on expenses Purchase Orders Journal Vouchers Direct Pays Inter Department Vouchers and PCard receipts to reconcile transaction activity for the month to the e Print reports Step 2 Print e Print Reports for month end Be sure to have the Org Fund and Index number on hand ZIEMPDIST only required if reconciling salary ZAFGRPD ZAFGRBD Check Self Service reports for documentation
31. h Total TRANSACTION ACTIVITY for revenue from ZAFGRPD ad to Transaction Activity See Total Adjustment List Transaction Activity Reconciliation Ending Revenue Budget Available Balance Ending Available Balance after adjustments are made Revenues row AVAILABLE BALANCE column from ZAFGRBD AVAILABLE BALANCE from ZAFGRBD Net difference between Reconciliation and ZAFGRBD Should Total Adjustment List If the net revenue budget adjustment for the period is positive add the net amount to the prior period revenue budget balance to reflect the increase in expected revenues for the fiscal year If the net revenue budget adjustment for the period is negative subtract the net amount from the prior period revenue budget balance to reflect the decrease in the expected revenues for the fiscal year Typically net revenue transactions for the period will be positive This will decrease the amount of revenue that needs to be collected to meet the budgeted expectations for the fiscal year To reflect this decrease subtract the net amount from the prior period revenue budget balance Page 38 Budget Reconciliation and e Print Overview October 2010 8 Appendices Page 39 Budget Reconciliation and e Print Overview October 2010 8 1 A PPENDIX A Earn Codes EARN Codes
32. j to Transaction Activity d 13 792 43 COMMITMENT ACTIVITY adj 0 Adj to Commitment Activity e 32 882 26 Ending Available Balance i Verify e with the Expenses row Available Balance column from ZAFGRBD j Subtract f from e to get the difference e 32 882 26 f 32 692 26 g 190 00 k Your net difference should be your adjustment total Page 32 Budget Reconciliation and e Print Overview October 2010 5 2 1 Budget Reconciliation Worksheet Real World WORKSHEET Fiscal Year Month Index a Beginning Available Balance Prior month Reconciliation Ending Expense Budget Available Balance b Total BUDGET ACTIVITY for the Month Total BUDGET ACTIVITY from ZAFGRPD adj to Budget Activity See Total Adjustment List Budget Activity Total TRANSACTION ACTIVITY for the Month Total TRANSACTION ACTIVITY from ZAFGRPD adj to Transaction Activity See Total Adjustment List Transaction Activity d Total COMMITMENT ACTIVITY If the amount is a NEGATIVE amount ADD the Total COMMITMENT ACTIVITY from ZAFGRPD amount adj to Commitment Activity See Total Adjustment List Commitment Activity e Reconciliation Ending Expense Budget Available Balance Ending Available Balance after adjustments are made f Expenses row AVAILABLE BALANCE column from ZAFGRBD AVAILABLE BALANCE from ZAFGRBD g Net difference between Reco
33. l contact College of Business Admin and Econ Kathy Crawford College of Arts and Sciences gt Cheryl Matchett gt Matilda Evaro College of Ag and Home Economics gt Beth Chorey gt Eva Cortez College of Health and Social Services Aida Lopez College of Engineering Diana Monteith College of Education Dawn Gonzales NMDA Kim Allbright DABCC Nancy Ritter If you do not see your department on this list call your departmental contact Page 35 Budget Reconciliation and e Print Overview October 2010 7 Reconciling Budgets with Revenue The procedure for reconciling budgets with revenue is similar to reconciling operating budgets without revenue 7 1 Revenue Budget Reconciliation Procedure Revenues begin with the number 5 If your index has revenues deposited then you will want to check the activity Step 1 Prepare internal records documentation Purchase Orders Journal Vouchers Inter Departmental Vouchers cash receipts bank deposit slips to reconcile transaction activity for the month to the e Print reports Step 2 Print e Print Reports for month end Be sure to have the Org Fund and Index number ZAFGRPD ZAFGRBD Note It is important that you have the right index on all reports that you print Step 3 Revenue Transaction Reconciliation Perform a cursory review of Account Codes as per appendix D Valid Account Codes 5 For revenue account co
34. nciliation and ZAFGRBD Should Total Adjustment List Page 33 Budget Reconciliation and e Print Overview October 2010 5 3 Addressing Discrepancies If there are discrepancies identified and adjustments are required the process to follow is documented below 1 Go to Banner Self Service for access to view documents requisitions purchase orders invoices encumbrances or direct cash receipts from the my nmsu edu web site 2 If you cannot find back up documentation on Self Service complete a Finance Documentation Request Form and submit it to Accounting and Financial Reporting This form can be found at http www nmsu edu boffice forms PDF 20Files finance_doc_req pdf 5 4 Adjustments 1 Evaluate documentation to determine if charges that have been applied to a certain index or account code are appropriate If you find these charges are incorrect complete a Journal Voucher or contact the responsible department to correct the following a Index correction b Account code correction 2 Obtain proper signatures and route according to departmental procedures 3 Keep a copy of the Journal Voucher related to adjustments for future reference Page 34 Budget Reconciliation and e Print Overview October 2010 6 Assistance If you are experiencing problems with reconciliation please take the following steps to resolve your issue 1 Contact your business manager Research Center appropriate departmenta
35. nge field and press GO Search ZAFGRBD Fri Jul 31 2009 PBAN Finance Repository dolarey ePrint About Banner ePrint FAQ My Print Change Repository Help Logout PBAN Finance ZAFGRBD Pick Page Page Key Index v Search Saved Searches The range of values that you selected will be displayed You can select PDF or TEXT format to view the reports for the range of values that selected Banner Selected Index Values PBAN Finance Repository dolarey 7 ePrint About Banner ePrint FAQ My ePrint Change Repository Help Logout PBAN Finance ZAFGRBD Pick Pages Index Values 100783 100784 100785 100787 100788 100789 PDF Search Name Page 14 Budget Reconciliation and e Print Overview October 2010 3 8 4 Create and Save a Search Request For quick access to frequently used report queries you can create and save a search request From the Pick Pages screen you need to first run your desired report then click on the Go button Banner Search ZAFGRBD Fri Jul 31 2009 PBAN Finance Repository dolarey ePrint About Banner ePrint FAQ My ePrint Change Repository Helg IPBAN Finance ZAFGRBD Pick Pages Page Key Index Pick Values Manually Search 11111 Saved Searches Delete Once you run the report you will see the Search Name field appear at the bottom of your screen Enter a report name and click the Save button dolarey
36. ogram ACCT Account Code Identifies the salary expenditure based on account codes PN Represent the Pay schedule dates when transaction Occurred AMT Reflects actual dollar amount paid for pay schedule ENCD See Appendix A Represents the earn code used for transaction FR ACCT Account Code Identifies Fringe Benefits based on codes FR AMT Reflects actual dollar amount applied towards Fringe Benefits FRRTLas Fringe Rate percent Page 19 Budget Reconciliation and e Print Overview 4 2 ZAFGRPD Monthly Transaction Detail October 2010 The ZAFGRPD report will provide a record of monthly transaction activity The detail will be presented in Account Code order for all Budget Expense and Revenue Transactions and Commitment Activity that occurred during the month This report can only be pulled by Org New Mexico State University Program Detail Activity FOPA From 01 OCT 2006 To 31 OCT 2006 06 NOV 2006 21 46 54 FISCAL YEAR 07 COAS N New Mexico State University ORG Organization Name FUND xxxxxx Fund Name PROG xxxx Program Name INDEX TRANS TRAN DOCUMENT DOCUMENT DATE TYPE NUMBER REF DESCRIPTION BEGINNING ADMIN SUPP TEMP TOTAL ADMIN SUPP TEMP BEGINNING STUDENT REGULAR 10 13 2006 HGNL 0007572 HR Payroll 2006 SL 19 0 10 31 2006 HGNL 0007956 HR Payroll 2006 SL 20 0 TOTAL STUDENT REGULAR BEGINNING FRIN
37. red SUNGARD HIGHER EDUCATION Page 4 Budget Reconciliation and e Print Overview October 2010 3 3 0n Line Help Every page even the login page has a link to context sensitive Help which provides immediate on screen help Each Help page has links to Contents page alphabetized index and related topics Banner Select Report from Repository PBAN Finance PBAN Finance Repo tory dolarey ePrint About Banner ePrint FAQ My ePrint Change Repository Help Logout e Print Help contains instructions on how to use the specific screen and lists related topics that will help get the information that you need Banner or ePrint Logging into Banner ePrint Help Contents Helo Index Using NOTE Before you can use Banner ePrint you ll need an account on your organization s application system an appropriate Internet browser and a free copy of Adobe Reader If you need more information about these prerequisites see the Before You Access to Banner ePrint can be gained either by direct login as described below if using a Luminis connection channel link or an outside login process example Isingle signon is one type of outside login login directly into ePrint follow the instructions below 1 Key in your user ID and password Logging into ePrint is similar to logging into your application system In fact the Login dialog should look very familiar Simply key in your application user ID an
38. s as a Guide TEXT Select the Text icon shown at left of the report name to download a text file txt Depending on the browser you are using the procedure varies slightly PDF If you want to view or print the most recent version of a particular report select the PDF icon to the left of the report name The PDF file is assembled and retrieved Adobe Reader is launched and the report is opened on your desktop f using Microsoft amp Internet Explorer you may experience problems displaying PDF files within your browser Tf a Search Report icon appears to the left of a report title then that report is sorted by at least one page key Select the icon and the Pick Pages screen will appear so that you may enter search criteria you want to view or print an older report if you want to use a page key to limit the information to be included on a report select Drill icon to the left of the report name The report list will be displayed so that you can take further action Page 6 Budget Reconciliation and e Print Overview October 2010 3 5 Using the Drill Down Option to Select a Report Drilling Down to Select a Report When selecting an e Print report you simply drill down or keep selecting options until you reach the required report content The diagram below illustrates the report selection process Repository list shows all report types on file that user is authorized to see View or print the la
39. t Overview October 2010 3 7 Report Detail List The Report Detail list is the second level of report selection screen in e Print This page appears when you select the Drill icon next to a report on the repository list It displays all of the instances of that particular report that are on file in the system dolarey Banner Report Detail ZAFGRPD PBAN Finance Repository ePrint About Banner ePrint FAQ My ePrint Change Repository Help Logout PBAN Finance ZAFGRPD Title Date Program Detail Activity FOPA Fri Jul 31 2009 10 40pm Program Detail Activity FOPA Tue Jun 30 2009 2 38pm v e 2 x E Program Detail Activity FOPA Tue Jun 30 2009 02 11am T Program Detail Activity FOPA Tue Jun 30 2009 9 11pm 4 PDF 4 Program Detail Activity FOPA Tue Jun 30 2009 01 56am Program Detail Activity FOPA Tue Jun 30 2009 01 45am Program Detail Activity FOPA Sun May 31 2009 02 20am Program Detail Activity FOPA Thu Apr 30 2009 12 50am Program Detail Activity FOPA Fri Jul 31 2009 10 40pm If your report detail list is more than one screen you may go to a specific instance of a report From the dropdown list of the report at the bottom of the page select the specific report that you want to view This report will be displayed at the top of the screen and the report list will continue from that point The report instances are listed in chronological order from the most recent to th
40. tatus Current Period AS OF 31 OCT 2006 COAS N New Mexico State University FUND Fund Name PRED ORG Predecessor Org Name ORG Organization Name PROGRAM XXXX Program Name ACTIVITY INDEX ADJUSTED CURRENT PERIOD ACCOUNT ACCOUNT TITLE BUDGET ACTIVITY 613300 ADMIN SUPP TEMP 00 00 618100 STUDENT REGULAR 00 1 301 34 621950 FRINGE RATE NON REGULAR 00 00 TOTAL Operating Expense Labor 00 1 301 34 730200 FUEL AND LUBRICANTS 00 76 43 731000 OFFICE SUPPLIES 00 296 72 731100 COMPUTER SUPPLIES 00 293 93 731520 DESK SIGNS AND NAME TAGS 00 6 50 732001 NON OFFICE SUPPLIES 00 00 732620 LIGHT BULBS 00 00 732810 CLEANING AND JANITORIAL SUPPLIES 00 00 737100 BUSINESS MEALS 00 327 17 738011 MISC SUPPLIES PROCUREMENT CARD 00 216 83 739100 BOOKS 00 00 740100 FURNITURE AND OFFICE EQUIP LT 1001 00 00 740200 SMALL TOOLS LT 1001 00 00 744310 COMPUTER R M PARTS 00 00 744330 PRINTER R M PARTS 00 00 750201 POSTAGE 00 58 750310 EQUIPMENT CHARGES 00 68 00 750320 DDD CALLS ICI LINES 00 25 84 750370 LINE CHARGES 00 432 00 750380 CELLULAR CALL EXPENSE 00 150 00 750400 NET EXPENSE 00 4 08 750530 VOICE INSTALLATION 00 00 750630 DATA MATERIALS 00 00 750650 WIRELESS MATERIALS 00 16 49 750701 ADVERTISING 00 00 752001 PRINTING REPRODUCTION 00 00 753200 HARDWARE AND EQUIPMENT RENTAL 00 84 57 754200 MAINTENANCE CONTRACT 00 599 00 754330 PRINTER REPAIR MAIN 00 199 98 754400
41. test version of a listed report in its entirety Display a list of all the reports on file for a particular report type View or print a specific If available click the version instance of a report Search Report icon in order in its entirety to pick report pages As you can see there are three possible ways in which to retrieve a report You can view print the latest version of a report or You can view print a specific version instance of a report or If the report is sorted with at least one page key you can use a page key to target the data to be included in the report Page 7 Budget Reconciliation and e Print Overview 3 6 Repository List October 2010 The repository list is the highest level report selection screen in e Print It displays all of the reports that you have access to in the selected repository The repository list is based on the option you chose from the drop down box when you initially logged in For each report type the repository list includes the report name description and the latest dates and time that report was run Banner Select Report from Repository Finance or ePrint About Banner ePrint FAQ My ePrint PBAN Finance Report Description br v P FABCHKR Batch Disbursement Register PDF TEXT 1 1 P FABMATC Invoices Awaiting Receipts eot P fariage fariage JE P Y P FARINVA Invoice Activity Report ape P FARINVS Invoice Sele
42. test Date Thu Aug 06 2009 10 54am Thu Aug 06 2009 07 58am Tue Aug 04 2009 01 12am Wed Aug 05 2009 5 31pm Thu Aug 06 2009 10 21am Tue Aug 04 2009 01 11am Tue Aug 04 2009 01 26am Fri Jul 31 2009 01 37am STATE In addition if you have more accounts to view a next button will also appear bottom right corner of screen You may use the Next button to bring up the next screen showing additional reports Banner ePrint PBAN Finance 1 E m amp 1 1 E en A 1 ET am XT P E T m P P Em v v v v 1 521 591 49 3 v x m 1 Select Report from Repository Finance About Banner ePrint FAQ My ePrint Report FARWHLY FFRPROP FGRACCI FGRACTH FGRACTV FGRAGYH FGRBDSC FGRBIEX Description 1099 Reporting Withholding Fixed Asset Property Report Account Index Report Account Hierarchy Report Activity Codes Report Agency Hierarchy Report Budget Status Current Period Bank I F Exception Report FARWHLY PBAN Finance Repository Change Repository Help Logout Latest Date Mon Mar 05 2007 3 56pm Tue Aug 04 2009 01 26am Thu Aug 06 2009 04 20am Thu Aug 06 2009 04 20am Thu Aug 06 2009 04 20am Mon Aug 03 2009 08 01am Fri Jul 31 2009 8 42pm Thu Aug 06 2009 04 22am STATE Page 9 Budget Reconciliation and e Prin
43. th Report ZAFGRPD to verify Salary and Fringe benefit transaction activity for the month New Mexico State University Employee Distributions Report Grouped By Org Index and Acct REPORT ZIEMPDIST ORGANIZATION xxxxxx Organization Name For the Month 10 01 2006 10 31 2006 NAME ID INDEX FUND ORGN PROG ACCT PN ENCD FRNG AMT FRRTLas Last First Middle 11111 222222 XXXXXX XXXXXX XXXX 618100 19 280 00 RGS Last First Middle 11111 222222 XXXXXX XXXX 618100 20 283 50 RGS Last First Middle 11111 222222 XXXXXX XXXXXX XXXX 618100 20 176 39 RGS Last First Middle 11111 222222 XXXXXX XXXX 618100 19 123 60 RGS Last First Middle 911111 222222 XXXXXX XXXXXX XXXX 618100 19 211 05 RGS Last First Middle 911111 222222 XXXXXX XXXXXX XXXX 618100 20 226 80 RGS Total Acct 618100 1 301 34 Total Index 222222 1 301 34 Last First Middle 11111 333333 XXXXXX XXXX 614100 19 3 125 79 REG 621910 906 48 29 Last First Middle 11111 333333 XXXXXX XXXX 614100 20 3 125 79 REG 621910 906 48 29 Last First Middle 11111 333333 XXXXXX XXXX 614100 19 788 45 REG 621910 228 65 29 Last First Middle 11111 333333 xxxxxx XXXXXX XXXX 614100 20 1 576 90 REG 621910 457 30 29 Last First Middle 11111 333333 XXXXXX XXXX 614100 19 1 420 51 REG 621910 411 95 29 Last First Middle 11111 333333 XXXXXX XXXX 614100 20 1 420 51 REG 621910 411 95 29 Last First Middle
44. that selecting a report in Banner e Print is a logical progression from the least specific to the most specific parameters First you select the repository the highest level of the report data Within the repository you can display a listing of all reports of a specific type If a report is sorted by page keys you then may select a page key and indicate the values to use for that key During report selection a navigation bar appears near the top of the page to help guide you through the process By clicking in a section of the bar sections are separated by colons you can backtrack to any level The illustration below shows a navigation bar and how it works As an example if you select ZAFGRPD you will go back to the Report List PBAN Finance ZAFGRPD Pick Pages Org Values Selected values validation page of values for the selected page Search report or pick pages Page 17 Budget Reconciliation and e Print Overview October 2010 4 e Print Reports for Budget Reconciliation To complete the monthly budget reconciliation the following 3 reports should be printed e ZIEMPDIST e ZAFGRPD e ZAFGRBD 4 1 ZIEMPDIST Employee Distributions This report is pulled by Org number It provides a record of monthly salary transaction activity for each Index mapped to the Org The detail is presented by Index Account Code and Alphabetized by employee This report can be used in conjunction wi
45. udget Available Balance Use the following formula 36 784 34 Available Balance 1 483 90 BUDGET ACTIVITY 19 368 41 TRANSACTION ACTIVITY 13 792 43 COMMITMENT ACTIVITY 32 692 26 Ending Available Balance mlan Verify with the Expenses row AVAILABLE BALANCE column from ZAFGRBD Subtract f from e to get the difference e 32 692 26 f 32 692 26 g 0 If you have balanced correctly your net difference will be 0 Page 27 Budget Reconciliation and e Print Overview October 2010 5 1 1 Budget Reconciliation Worksheet Perfect World WORKSHEET Fiscal Year Month Index a Beginning Available Balance Prior month Reconciliation Ending Expense Budget Available Balance b Total BUDGET ACTIVITY for the Month Total BUDGET ACTIVITY from ZAFGRPD c Total TRANSACTION ACTIVITY for the Month Total TRANSACTION ACTIVITY from ZAFGRPD d Total COMMITMENT ACTIVITY If the amount is a NEGATIVE amount ADD the PERI ee ACTIVITY from amount e Reconciliation Ending Expense Budget Available Balance Ending Available Balance f Expenses row AVAILABLE BALANCE column from ZAFGRBD AVAILABLE BALANCE from ZAFGRBD g Net difference between Reconciliation and ZAFGRBD Should 0 Page 28 Budget Reconciliation and e Print Overview October 2010 5 2 Real World Reconciliation Procedures This is probably a much more realistic cas
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