banner finance user manual - EKU
Contents
1. Increase or Account Organization Program Activity Date Type Document Field Amount Decrease 1710100 600500 63 13 2015 5616 0150 Printing Charges 30 00 4 4 RAER Press Key Dup Item for document query forms Count Query for encumbrance detail Record 1 1 zu 0SC To view a requisition purchase order or an invoice from FGITRND click Query Document by Type from the Options menu and next block to view information within the document Document codes that are common on the transaction detail information include R0000000 purchase and Central Stores requisitions P0000000 purchase orders 10000000 invoices regular amp direct pay PCO000000 ProCard Transaction types that are common on the detail information include HGNL Payroll REQP requisition PORD POLQ purchase order INNI direct pay invoices The column entitled Field on FGITRND indicates the money usages by transaction The most common codes for the Field column include RSV reserve requisition ENC encumbrance requisition or purchase order YTD year to date amount for every transaction OBD original budget2. IS E 73 Requisition Entry Requestor Delivery Information FPAREQN 8 6 0 3 TEST Requisition NEXT Order Date 15 JUN 2015 Transaction Date 15 JUN 201 In Suspense Delivery Date Comments e Commodity Total c m nlii zg Calendar GUACALN 8 1 TEST a B Requestor Delivery Information C Requestor Suzanne Tipton Organization COA E 7 Eastern Kentucky Un Email N N BAT 017 7 N Goce one Go ap Ship To Street Line 1 Street Line 2 Street Line 3 3 o Today Building Floor State or Province Zip or Postal Code Nation 3 6 Header Information Requisition NEXT Order Date Delivery Date Commodity Tota 0 00 Accounting Total 0 00 Next Block to navigate between tabs r Information Suzanne Tipton 520000 Information Technology Academic Area Code oo Purchase Order Street Line 3 521 Lancaster Avenue Building Jones 117 Floor City Richmond State or Province Zip or Postal Code 40475 Area Code Enter name for Attention to label on Ship to address Record 1 1 Led m lt 08 gt 18 Phone Number COA v Eastern Kentucky University Phone 859 6221849 4 Email suzanne tipton eku edu Yers Enter your email adaress if you want Purchasing to Street Line 1 Purchases And
3. Object S2ADARQ Audit Request Description FdRACTG FpRAPPL Posting Process Approval Process SZADARO Audit View qIAASGN Faculty Workload Information SZACCMD Degree Crosswalk Maintenance BIAINST Faculty Advisor Information SZADPRG Degree Major Extension r LARDEF Room definition SZAAMSS Fast Mass Course Entry SHARQTC Transcript Request Form Check to see when and where it was sent SZVINST Institute Validation SLABLDG Building Definition Form SZAEXCP Student Exceptions SFIDWAC Dropped withdrawn From Courses that Crystal runs SZVMREQ Student Marker Validation Maintenance SPACMNT Verify a Transfer transcript in Registrar s SZASMST Student Master Maintenance SFJACTC List of Prefixes offered for a specific term ISZAEVAL Transfer Articulation Results SEAASGN Orientation code form 7541098 1098 T Tax Information SHATCKN Linnies change of grade form by section FrMITYP 1099 Income Code Maintenance SIAASGQ Faculty Schedule Query Form FAA1099 1099 Reporting GJASWPT Sleep Wake Maintenance FOA1099 j1099 MISC Magnetic Tape Transmitter D SFARQST Enrollment Verification Request PX41099 1099 SFJEMAL Faculty E mail PTV1099 1099 R Distribution Code Validation GUAINST RNAOVO6 2005 2006 Applicant Override GUFSYST Installation
4. 38 June 2015
5. TTT a e a n a E IR denotes amount is opposite of Normal Balance otal ALL ACCOUNTS 0 00 urrent Fund Balance 40 00 Credit db 4 Lash ah asia sense elas 1 2 ES lt 08 gt 16 June 2015 How to Create a Purchase Requisition Enter FPAREQN in Go To field and press Enter NOTE Purchase Reqs are NOT for ordering paper from Central Stores Central Stores Req instructions begin on page 32 On FPAREQN enter the word NEXT or click Next Block for Banner to generate a requisition number NOTE Do Not Create or Assign your own Requisition Number Oracle Fusion Middleware Forms Services Open gt FPAREQN File Edit Options Block Item Record Query Tools Help EMO BR E REI 19 Ix Click Next Block for Banner system to generate a requisition number OR you can type the word NEXT in the Requisition field then next block Ctrl PageDown is the keystroke equivalent for next block Click the Block Menu and click Next for the menu equivalency Enter NEXT or leave blank for automatic assignment or enter document number press Next Field to activate COPY function Record 1 1 mex 2 0SC 17 June 2015 Oracle Fusion Middleware Forms Services Open gt FPAREQN GUACA File Edit Options Block Item Record Query Tools Help
6. 12 June 2015 To view outstanding encumbrances and PO s for your ORG from the Options menu on FGIBDST click Organization Encumbrances FGIOENC Oracle Fusion Middleware Forms Services Open gt FGIBDST FGIOENC File Edit Options Block Item Record Query Tools Help Chart Fiscal Year 15 Fund E N 3 N ul m w X E v Index Organization 600500 Purchasing 110000 Current Unrestricted E amp G Vendor KDA Office Furniture Solutions KDA Office Furniture Solutions Office Furniture Solutions 117 89 612 10 u 883 20 w CU CO w KDA Office Furniture Solutions AULA 7 D Press Key Duplicate Item for Detail Encumbrance Activity Record 1 5 lt 08 gt To view the encumbrance REQ or PO balance from Options on FGIOENC click Query Detail Encumbrance Info FGIENCD Exit FGIENCD FGIOENC return to FGIBDST Encumbrance 027051 7 Description KDA Office Furniture Solutions Date Established 05 2015 6 771 35 Vendor 900005156 KDA Office Furniture Solutions Item 1 Center Drawer JSI VV1825CD Fiscal Year 15 Status o Commit Indicator u 110000 600100 710900 fer 1 1 Encumbrance 117 89 Liquidation 0 00 Balance 117 89 i Press Next Record or Previous Record to scro
7. AC AAT AT AAT KA LLL 3 Enter name for Attention to label Ship to address 7 Record 1 1 zl lt 08 gt From FOAPOXT do a next block Press the down arrow key for additional blank lines no word wrapping Oracle Fusion Middleware Forms Services Open gt FOAPOXT Ele Edit Options Block Item Record Query Help Procurement Text Entry FOAPOXT 8 Text Type REQ v que Leave print option N Do LLLA checked for info that is important to C Copy Commodity Text icremq the vendor Purchasing Print Ll ln L 20 June 2015 Click Save F10 and then click Exit to return to FPAREQN Next Block to access the Vendor Information Vendor Information Vendor enter ID number or click the drop down menu 4 Oracle Fusion Middleware Forms Services Open gt FPAREQN File Edit Options Block Item Record Query Tools Help b v E B 8 Ep 1512101 IX Requisition Entry Vendor Information FPAREQN 8 6 0 3 TEST R0045046 01 2015 01 2015 Vendor Information z E 519 Hampton Way o oO search for a vendor follow the instructions on page 36 21 June 2015 Address Type should default to PO purchase order if available Exception Some vendors only have an AP address code To verify address
8. click Requisition information to view the document itself To view any of the associated documents highlight the document of your choice and from the Options Menu click document of choice information Then next block thru the document to view information 34 June 2015 You can also view this information in EKUDirect amp it is much more user friendly Log into EKUDirect click on the Finance tab Select the option View Document Main Menu Personal Inform Search Finance Budget Queries Encumbrance Query Approve Docum nts view Document i Delete Finance Template Budget Status Report Choose the type Requisition which should default and put your req in the Document Number box hoose type Requisition Document Number ROO26858 This will bring up your entire document will show any PO Receiver s Invoice s Check information related to this document all on one page You may also print the full document from EKU Direct 35 June 2015 How to Query Vendor Information Enter FTMVEND in the Go To field and press Enter If searching for vendor id from FPAREQN follow instructions below from screen print Use FTMVEND to see if a vendor exists or to view information about a vendor such as vendor id number purchase order or accounts payment address and or telephone number Click the drop down menu from FTMVEND opens FTIIDEN Oracle Developer Forms
9. FINBUDG Fixed Asset FINASSET Cost Accounting FINCOST Endowment Management FINENDOW l Accounts Receivable FINAR Research Accounting FINRESEARCH Electronic Data Interchange FINEDI Archive FINARCH Click General Ledger Click General Accounting Query Forms General Accounting Query Forms FINGENLQ Executive Sumary FGIBDSR Direct Cash Receipt Summary FGICSUM Direct Cash Receipt Inquiry FGIDCSR Document Retrieval Inquiry FGIDOCR General Ledger Activity FGIGLAC Journal Voucher Summary FGIJSUPM General Ledger Trial Balance FGITBAL E Trial Balance Summary FGITBSR Detail Transaction Activity FGITRND General Budget Query Forms FINGBUDQ General Encumbrance Forms FINGENCQ Since Banner is such a huge system with a lot of forms within it s best to set up your own My Banner personal folder instructions on next page 8 June 2015 Creating a Personal Menu My Banner Double click the My Banner folder on the front page of Banner Click Empty Select to Build You will be taken to GUAPMNU My Banner Maintenance Oracle Developer Forms Runtime Web Open gt GUAPMNU File Edit options Block Item Record Query Tools Help gw HISLEC s Personal Menu RBI ER EL S 8 EI E ge Object 7 Type Oracle Forms module Description S GAWDSP Web Display List Customization
10. Include Revenue Accts uncheck to exclude Revenue Accts for Department budgets Commit Type leave at Both ORG enter organization code for department Click the drop down menu to search for your organization code if you don t know it The Fund and Program will default from ORG code Account enter 700000 to view operating expenses only for department orgs without revenue accounts employee salaries amp wages accounts begin with 61 Employee benefits accounts begin with 62 OR Account leave blank to view revenue salary amp wage and benefit accounts Acct Type Activity amp Location leave blank Available Balance Column displays balance for Department s operating budget on the bottom line Specific questions related to budget balances should be directed to Budgeting 28867 10 June 2015 NOTE Budget information can also be accessed via the Finance tab in EKUDirect This is much more user friendly way to track budget You can go to the following link for info http it eku edu support budget queries ekudirect There is also a monthly training on EKUDirect budgets Info found at http it eku edu banner and click on Calendar Documentation on monitoring budgets in EKUDirect can be found at http it eku edu sites it eku edu files u36 eku_budget_ queries training manual pdf How to View Budget Summary Information From the Options menu on FGIBDST click Budget Summary Information FGIBSUM R
11. 110000 Current Unrestricted E amp G Education amp General Organization Who Department or Grant Budget Code ex 100000 President Account What Classification of Expenditures ex 710800 Office Supplies Program Specific purpose ex 10 Instruction Activity Used for reporting Special Projects ex Faculty Location Physical place or site used by Fixed Assets for inventory ex PK301 Perkins Building Room 301 Req Requisition Purchase Order Direct Pay Invoice PC ProCard Invoice Y Receiver Commodity a type of good or service purchased from a vendor Charts of Accounts The organization codes reside on the Chart of Accounts COA Department Grant and otudent organization codes are found on Chart E Most Banner forms have a default of E for COA Eastern Kentucky University F Foundation 7 June 2015 How to Access a Banner Form Report Enter the seven character form name in the To field d jJ and press Enter OR Click the Banner form name from the Banner folder Spanner i ial Click Financial Systems folder This will open the folder for all the finance areas Financial Systems FINANCE General Ledger FINGENLL Finance Operations FINOPER Stores Inventory FINSTORES LJ Purchasing and Procurement FINPURCH Accounts Payable FINAP Budget and Position Control
12. EKU Buyer Vendor 800005156 KDA Office Furniture Solutions More Receive All option all items from the requisition have been delivered From FPCRCVP choose the Receive All option or Add Item You only select the receive all box if nothing else is to be received for the PO You do NOT use the receive all with PSC 79 Receiving Goods PO Item Selection FPCRCVP 8 5 TEST Purchase Order P0026917 Receive Blanket Order Number Receiver Document 0047162 Packing Slip P0026917 Vendor 900005156 KDA Office Furniture Solutions Text Quantity Add Item Commodity Exists Quantity Accepted Item 1 710900 Solid Oak Desk NONE 1 0 HF _ Lb 2 Click Add Item to include E only the items actually Wm delivered Click Save after choosing receive add Hit black X at popup prompt Close form Click Yes User is returned to FPARCVD but Receiver is NOT finished 30 June 2015 Next Block you will be taken to the Commodity section of the receiver Current column enter the quantity amount for commodity item 1 that has been received Use the down arrow to enter quantities amounts for additional items Tab amp U M should default in Commodity FPARCVD 8 6 TEST Receiver Document Code Y0047162 Packing 5lip 0026917 Purchase Order 0026917 Vendor KDA O
13. with the vendor information including name address phone and contact information 36 June 2015 How to Query Expense Account Codes Enter FTVACCT in the Go To field and press Enter Use FTVACCT to identify expense account codes to be used on direct pays E TEC ot aa sees A a a a a2 2 2 a a a a a Account Lode Valli atian FTVAI EN TESTI r m e et At 1 ETI i i a a a a3 i 3 x 3 l 3 a a PAPPP Chartof Account Data Account Internal Accounts Code Type Entry Class Status Type Effective Date Termination Date 110030 Corp n B 10 01 70 2001 110040 Petty Cash u A 01 JUL 2001 110050 Cash Savings Acct 01 JUL 2001 110060 Cash Trustee 01 10L 2001 16 1UN 2008 110070 Cash Change Fund 01 JUL 2001 Click enter quer
14. 710450 configuration pentiurn III Commodity Text Tax 00 Item Text Commodity Line Total 1 250 00 C Add Commodity Distribute FOAPAL of 0 Remaining Commodity Amount 1 250 00 NSF Override WSF Suspense Extended 75 COA Year Index Fund Orgn Acct Discount Ez E Additional E os 520000 710450 63 Tax FOAPAL Line Total Commodity Accounting Total gt Oracle Applic Oracle Devel Internet 3 Microsoft 26 June 2015 How to Delete an Incomplete Requisition NOTE Completed requisitions cannot be deleted however user can contact Purchasing to request that the requisition be canceled Enter the Requisition number on FPAREQN Next Block twice to the Vendor Information Click Remove Record from the Button Bar The hint line at the bottom will display Press delete record again to delete this record Click Remove Record again Pop up message All commodity and accounting records will be deleted click OK Hint Line displays Deletion of requisition is completed How to Copy a Requisition Enter FPAREQN in Go To field and press Enter NOTE A Requisition has to be completed and approved before it can be copied Click the Copy Icon to the right of the drop down menu Enter the requisition number you wish to copy or searc
15. Employee Salaries amp Wages 9 480 00 0 00 0 00 9 480 00 fe m Consultant Employee 0 00 ool 1019801 000 10 198 00 1 L Employee Benefits 2 318 00 0 00 0 00 2 318 00 amm Teachers Retirement Syste 0 711 22 0 oo 711 22 4 krs Overmatch Contribution o oo 2162710 o0 n amp 2 IL Social Security 0 00 709 50 0 00 709 50 7 L Health Insurance 0 00 296 96 0 00 296 96 mu Life Insurance i 0 00 3 00 MEM 0 00 3 00 2 L Disability Insurance 0 14 51 0 00 14 51 BID Expenses 5 396 00 0 00 0 00 5 396 00 1 7800 dell Ha Equipment Furniture less than 500C 0 00 458 86 0 00 458 86 Maintenance Costs 0 00 0 00 0 00 0 00 E Travel In State VT 0 00 133313 0 00 1 333 13 5 Net Total 17 194 00 a 15 321 45 0 00 1 872 55 4 _ Press Key Dup Record for Grant Detail Transactions Record 11 14 ALO 090 090 OF Oo N pn S o EY EY 6 elo ojo olo 25 Grant Transaction Detail Form FRIGTRD 8 9 COA O Pool ee Activity ac nee m um Date To Account E 259116 451004 710700 2 H B ETE 30 3UN 2015 Increase or Description Decrease Murphy s Camera 3 Ti
16. Requestor Delivery Information vendor Information Commodity Accounting Balancing Completion U M Tax Group Quantity Unit Price Item 1 of 1 Ea v 2 00 X 159 0000 Extended Discount v Additional 710900 Equipment Furniture Less Than 5 000 1 Commodity Text Tax Item Text Commodity Line Total Add Commodity Distribute Commodity Description Y FOAPAL of 0 Remaining Commodity Amount 2 918 00 NSF Override NSF Suspense Extended COA Year Index Fund Orgn Acct Prog Actv Locn Proj Discount Additional m E 210000 52000 710900 19 Tax 19 You can print any part of the requisition by clicking the print icon on the button bar while creating the document on FPAREQN It prints page by page when you next block through You may also print the full document from EKU Direct From the Finance link click View Document Main Menu Personal Informatio Search Finance Budget Queries Encumbrance Query Approve Documents View Document Delete Finance Template Budget Status Report 24 June 2015 Next Block to Balancing Completion Requisition Entry Balancing Completion FPAREQN 8 6 0 3 TEST Requisition 0045046 Order Date 01 MAY 201 S E Transaction Date 01 2015 E Delivery Date 08 MAY 2015 Comments Commodity Total 2 500 00 Accounting Total 2 500 00 Balancing Com
17. Runtime Web Open gt FTMVEND FTIIDEN File Edit Options Block Item Record Query Tools Help ao B 2688 lt i Sie V Vendors Grant Personnel Financial Managers Agencies Terminated Vendors C Proposal Personnel Terminated Financial Managers Middle Entity Change ID Last Name First Name Name Ind Ind V F A G P Type 900004559 Accent Systems Ic kh Ww v02032676 Accent Systems C I IN N N N CONV 901196859 Candle Accent C T IN IN N N 800023360 Candle Accent c n T n In 901392225 Intermedia Inc dba Stage Accent Y N N N N Tab to the Last Name field enter last name and first name if person or enter company name in the last name field Note Use the wildcard 9e at the beginning amp ending of Capitalized keyword for the company name i e Accent Click Execute Query or F8 Highlight the vendor record and click the Select button or double click the ID Number field to retrieve selected record back to FTMVEND Next Block 4 times to view address information or click the Address Tab Vendor type codes PO Purchase Order AP Account Payment If you can t find a vendor after using wildcards and a keyword search OR if there are multiple vendor numbers for a particular vendor please email the Purchasing Department purchasing eku edu
18. Stores email yOU a CODy of the Phone Number Nation United States of America 859 6222246 Double click the Calendar 1 to select the date or you can manually enter the date Phone Number Phone Number 01 YAY 2015 Transaction Date 01 May 2015 In Suspense 2015 Comments Document Text Vendor Information Commodity Accounting Balancing Completion Extension Extension June 2015 Delivery date at least 1 week beyond the order date Hequestor name defaults from logon COA defaults to E change if necessary F Foundation Organization enter assigned department or grant code if known OR click the drop down menu to search from FTVORGN click enter query F7 enter org title click execute query F8 to begin search highlight desired org code and double click to retrieve code back to FPAREQN Email address enter your EKU email address if you want an emailed copy of the PO Phone number enter EKU phone number Ship To enter code assigned to department or click the drop down menu to search After clicking the drop down menu highlight and click OK to select the ship to code for your department Note If the Ship To address is incorrect or needs to be added to the list please email the Purchasing Department at purchasing eku edu or call 622 1482 Attention To enter the person s name who will receive the product or service Importan
19. can Packing Slip C Text Exists check FOIDOCH to obtain PO number if you forgot to Purchase Order write down Bill of Lading Purchase Order 002691 Buyer Buyer Vendor 900005156 KDA Office Furniture Solutions Receiver Document Code enter NEXT to generate a Receiving Document Code Next Block Receiving Method 15 not a required field leave blank Carrier leave blank no list of values available not a required field Next Block to Packing Slip enter the Purchase Order number can find this on FOIDOCH when you enter the REQ Make 100 sure that you enter the correct PO Entering the incorrect PO will result in a receiver being done for the wrong req PO items Bill of Lading leave blank not a required field Next Block Purchase Order again enter the PO number that reflects the goods services being received EKU Buyer populates into the Buyer field as well as the vendor from the req PO The radio button Receive Items is clicked ON by default 29 June 2015 From the Options menu click Select Purchase Order Items Receiver Document Code Y0047162 Receiving Header Receiving Method Carrier o om Date Received 23 JUN 2015 Text Exists Received By FIPTONSUZANNEE Packing Slip Packing Slip P0026917 C Text Exists Bill of Lading Purchase Order Purchase Order 0026917 Adjust Items Buyer
20. information for the vendor id selected click the drop down menu for address type If no address type available contact Purchasing Address Information Query FOQADDR 8 9 TEST e E Hampton Way D1 JUL 2002 Richmond State or Province K ZIP or Postal Code 40475 kv Nation am Address Type Sequence Number 519 Hampton Way Source Suite 2 From Date 01 11 2002 l To Date ERN City Richmond State or Province ky ZIP or Postal Code 40475 Nation Once back on the Vendor Information tab of FPAREQN the Contact will only populate if a contact was recorded on the vendor record Discount Tax Group amp Currency are not required and should be left blank Next Block to the Commodity Accounting tab Important please READ A commodity is a type of good or service purchased from a vendor Select a commodity code that best describes the good or service that you are purchasing e create your own commodity code if unsure which code to use e contact Purchasing e use Central Stores commodity codes CS with purchase requisitions e use commodity codes with a termination date 22 June 2015 xp t eei Nmr ter teen p C MEE SUB Requisition 80045046 Order Date 01 2015 Transaction Date 01 2015 E Delivery Date 08 M
21. AY 2015 88 Comments Commodity Total 0 00 Accounting Total Requestor Delivery Information Vendor Information Balancing Completion U M Tax Group Unit Price Item of 0 EA v Extended Commodity Description Discount v Additional 710900 Equipment Furniture Less Than 5 000 Tax Commodity Line Total FOAPAL of Remaining Commodity Amount NSF Override NSF Suspense Extended COA Year Index Fund Orgn Acct Proj Discount Additional Tax FOAPAL Line Total Commodity Accounting Total Commodity enter the commodity code or click the drop down menu to select the most appropriate commodity code for the item s you are ordering If you are unsure which code to use contact Purchasing Description Delete the defaulted description and enter the item description from catalog web page etc U M enter unit of measure or click the drop down menu for additional values Quantity enter number of item s Unit Price enter amount No sign enter decimal cents if applicable Extended cost column tab to populate amount Next Block to FOAPAL tab across to populate full FOAPAL amp amount for the item Note If commodity codes 743560 or 743562 are used enter the dollar amount in the quantity field and enter 1 in the unit price field Per Purchasing
22. BANNER FINANCE USER MANUAL Information Technology TABLE OF CONTENTS ACCESS TO BANNER PRODUCTION eere eere nnn 3 TRAINING INFORMA I ION Ra Eua 3 SUPPORT BANNER HELP 2 ca Ex iu run 4 BANNER ADDRESS LOGON EXIT ssccccuuccesepuecEuauuEeepesasMEe EE M 4 6 ACCOUNTING BUDGETING INTRODUCTION TO BANNER FINANCE 7 HOW TO ACCESS A BANNER FORM BANNER MAIN MENU 8 CREATING A PERSONAL MENU MY BANNER 9 HOW TO QUERY BUDGET INFORMATION FGIBDST 10 13 FRIGTRD GRANT TRANSACTION DETAIL 14 15 FGITBSR TRIAL BALANCE SUMMARY 16 PURCHASING FPAREQN CREATING A PURCHASE REQUISITION 17 26 DELETING AN INCOMPLETE REQUISITION 27 COPYING A REQUISITION 27 GUAMESG DISAPPROVED REQUISITIONS 28 FPARCVD RECEIVING GOODS 26 31 DELETING INCOMP
23. Controls Pidm Search RNRGLO6 2005 2006 INAS Global Policy Options Rt GLUAOBJS Object Maintenance RNIMSO6 2005 2006 Miscellaneous Results Inquiry C C C r M FGITBSR Trial Balance Summary RMANADO6 2005 2006 Need Analysis RNAVRO6 2005 2006 Need Analysis Document Verr Enter Object Name Listto Search Record 1 21 lt 08 gt Object Enter the Banner Form Name in the first object field i e FGIBDST Press the Down Arrow to add additional forms The title of the form defaults into the description field To edit the description click the description and make changes Click save F10 Click exit Click the menu link on the right hand side to refresh the list Products Menu Site Map Help Center To access the form open My Banner folder double click on the form To add any additional forms reports double click your My Banner folder then Organize My Banner This will take you back to GUAPMNU To delete an existing form on GUAPMNU click Record and Remove Click Exit then click the Menu link on the right hand side to refresh your list 9 June 2015 How to Query Budget Information in Banner Enter FGIBDST in Go To field and press Enter Oracle Fusion Middleware Forms Services Open FGIBDST File Edit Options Block Item Record Query Tools Help aw AAR CO Organizat
24. LETE nne 32 CENTRAL STORES FSAREQN CREATING A CENTRAL STORES REQ 32 33 LOOKUP TOOLS HOW TO VIEW DOCUMENTS amp HISTORY FOIDOCH amp EKUDirect 34 35 FIMVEND VENDOR ID 9 36 FIVACCT ACCOUNT 37 COMMODITY 38 FINANCE CONTACTS IMPORTANT FINANCE AREA PHONE 38 2 June 2015 Access to Banner Production The Banner Access Form is available on the web at http www forms eku edu or by going to the following link http torms eku edu sites forms eku edu files oanner access form 2015 pdf If you will be responsible for Banner budget activities please complete the Banner access form and mail to Budgeting Office Jones 118 43A or Fax 2 8294 Budgeting staff will sign and forward the form to Banner Security via Footprints request If you will not need access to Banner Finance please mail the form directly to Information Services Perkins 345 or fax to 622 1738 Info Services will email the user their Banner username as well as a generic password once the account has been set up The password can be changed on GUAPSWD and should be at least 8 characters long The first character must be a letter an
25. Link 2 O General GENERAL I Document Management Suite BDMS Reports EKU REPORTS Personal Link 4 O Banner Security SECURITY Personal Link 5 Personal Link 3 Personal Link 6 Oracle Developer Forms Runtime Web Open gt GUAMESG File Edit Options Block Item Record Query Tools Help Recipient TPTONSUZANN Y K Tipton Sender TIPTONSUZANN Message DOCUMENT IS DISAPPROVED Need to change account number to 710450 Zi Reference ID O M RO031549 System Recipient Sender Date Time Message 2 Source Reference ID Item On GUAMESG read the comments given by the disapprover Click the pencil icon for additional details if any Write down your requisition number Click the Complete radio button save and exit to delete the message Check Mark will be gone from the Check Banner Message Link Go to FPAREQN and enter your disapproved req number ex R0030569 Next Block and make requested changes that were indicated on the message Next Block to Balancing Completion after changes click Complete if balanced 28 June 2015 How to Receive Delivered Item s for a Purchase Requisition Enter FPARCVD in Go To field and press enter Receiving Goods FPARCVD 8 6 TEST Receiver Document Code Y0047162 Receiving Header Receiving Method Carrier Date Received 23 JUN 2015 E Text Exists Received By Ti PTONSUZANNE Packing Slip You
26. commodity code for PSC s Personal Service Contract is 743562 commodity code 743560 is for EKU Agreements Sub Awards When entering multiple commodity codes on one requisition document enter the first commodity code information Next block to populate FOAPAL Tab through and enter necessary information To enter an additional commodity item do a Previous block back to the commodity block and repeat steps until all commodity and FOAPAL information have been entered Note DO NOT enter a FOAPAL string with 0 00 zero dollar amounts Requisitions with zero dollar amounts will be disapproved 23 June 2015 If you wish to change any of the FOAPAL string do a RECORD REMOVE Once the FOAPAL clears the Chart of Account should be at E COA defaults to E change if necessary Tab to Orgn enter dept or grant code fund amp program defaults from org code Acct enter account number or click drop down menu An Account number code is used to classify expenses expense account codes begin with a 7 3 Oracle Developer Forms Runtime Web Open FPAREQN Edit Options Block Item Record Query Tools Help gg 73 Requisition Entry Commodity A amp ccounting FPAREQN 8 3 TEST Requisition R0031569 Order Date 09 SEP 2010 E Transaction Date 09 SEP 2010 In Suspense Delivery Date 23 SEP 2010 E Comments Document Text Commodity Total 2 918 00 Accounting Total 0 00
27. d documents Enter FOIDOCH in GO to field and press Enter Enter the Doc Type or click the drop down menu to see the available values The document type for Purchase Requisitions as well as Central Stores Requisitions is REQ Tab to Doc Code and enter the number of your document or click the drop down menu to search for your document 5 Oracle Developer Forms Runtime Web Open gt FOIDOCH File Edit Options Block Item Record Query Tools Help tv BHR I EIBRBICISIBIO zaiDocumeant History FOIDOCH 6 0 MEST oo aU uF see pede re rete re Ur re Ue EE GER UE FUE RUE RUE EE p UU Ure Ser Er UE EU UE Document Type REQ 7 Requisition Document Code 0030569 7 Requisition Status R0030569 Purchase Order Status Issues 00013354 Invoice Status i search for a requisition number click the drop down menu at Doc Code Receiver From FPIRQST click Enter Query or F7 enter the Requestor Request date or the Vendor ID to look for your document click Execute Query or F8 then highlight your choice and click the Select button double click This will insert your document code number on FOIDOCH Next Block from the Document Code on FOIDOCH From the Options Menu click View Status Indicators to check the document status or
28. d the password must contain at least one number An updated Banner access form signed by your supervisor is required if e ausers job responsibilities have changed e position or department has changed e employment status has changed To update an existing Banner account e Submit a request through Footprints at http banweb eku edu Click the footprints login link Training Information Before access to Banner Finance access for requisitions is granted a user must complete the online Banner Navigation training which can be found at the link http banweb edudoc Ban8Nav75pFile htm as well as required Banner F04 Requisition training Finance EKU Direct Self Serve training is offered but is not required in order to gain access In EKU Direct training users gain skills to query budget balances transactions purchase order activity and learn how to view documents For this training your Banner account must be set up amp active as what is looked at in the class is in Banner Production Descriptions for these courses can be found at http it eku edu support banner basics overlay context banner basics 3 June 2015 Where to register for Banner training e Go to the banner web page at http it eku edu banner and click the link Calendar Instructions to register e Click class link in calendar e Use your ekey i e tiptons to logon Submit a training reservation e You will get an email c
29. ecord Remove again How to Create a Central Stores Requisition Enter FSAREQN in Go To Field and press enter Enter NEXT to generate a request number and then Next Block E cS Transaction Date 23 Jun 2015 Ej Delivery Date 24 Jun 2015 Ej Cancel Date Requestor Suzy Tipton Phone 622 1849 Extension Ship To AIS2 Address Administrative Support ITDS Building Perkins 345 Floor 1 Checking In Suspense IN Printed g Commodity Data Item Commodity v a CS304914 Paper hole punch 8 1 2 x 11 20s copy Accounting Data Sequence Number Accounting Record Count Chart of Accounts Year Index Fund Organization Account Program Activity Location Project a E hs 110000 520001 740070 69 NSF Override Suspense NSF Suspense Percent 100 Amount Transaction Date defaults to current date Delivery Date enter next day s date Requestor enter your name if a large item i e Desk is ordered enter the building and room that the item needs to be delivered to in the Requestor field Phone enter phone number 32 June 2015 Ship To enter code or click the drop down menu and select from list NOTE If you want all or part of the order delivered to a location different than the Ship To location enter that building room number after the Requestor name Requestor Transaction Date 23 JUN 2015 Requestor Suzy Tipt
30. evenue Personnel wage amp salary amp benefit and Operating available balances Exit to return to FGIBDST lt Oracle Fusion Middleware Forms Services Open gt FGIBDST FGIBSUN File Edit Options Block Item Record Query Tools Help Boh 8 PT Besa lt lt 25 Organization Budget Summary FGIBSUM 8 3 PROD CARRA SC SP ee ea atat VERY aS atat amata Chart of Accounts v Organization 600500 7 Purchasing Commit Indicator 50 Fiscal Year fis Fund 1 10000 Current Unrestricted E amp G Account Type Adjusted Budget Y TD Activity Commitments Personnel Expenditures 371 028 30 321 915 05 0 00 49 113 25 Operating Expenditures 13 453 24 9 375 43 3 333 39 744 42 Transfers Net Revenue minus Labor Expense Transfer 384 481 54 331 290 48 3 333 39 Press Count Query Hits for Organization Budget Status Record 1 4 mag E 11 June 2015 To view transactions by account code highlight a specific account on FGIBDST and from the Options menu select Transaction Detail Information FGITRND Oracle Fusion Middleware Forms Services Open FGIBDST FGITRND File Edit Options Block Item Record Query Tools Help FF SSR lt COA Fiscal Year Index Organization Account Program Activity Location Period Commit Type 15 110000 600500 710100 63 Both
31. ffice Furniture Solutions Commodity Record Count 1 FOB Code Stock Item Final Received Enter the quantity or Quantity Da EE amount for each Received 0 mi commodity item Rejected 0 U M received Returned 0 Primary Location Accepted Sub Location Ordered C Item Suspense Tolerance Suspense Tolerance Override Next Block and click Complete if finished Write down your receiver number It is recommended to write the receiver number on the invoice prior to sending to Accounting amp Financial Services Complete NOTES Create Receiving documents for Off Campus Purchase Requisitions only amp more than one Receiving Document can be associated to the same PO IMPORTANT When the last receiving document has been created and fulfills the purchase order click Final Received to indicate that every commodity item has been received for the ENTIRE PO If user receives vendor invoice forward to Accounting with receiver number included on the invoice If call from Accounting regarding receiver go to FOIDOCH and make sure that the Receiver document has been completed status code of 31 June 2015 How to Delete an Incomplete Receiver Enter FPARCVD in the Go To field and press enter Enter the receiving document number in the key block Next Block to the Receiving Header Click Record Remove from the menu or button bar Click R
32. h to find your requisition number Oracle Developer Forms Runtime Web Open FPAREQN File Edit Options Block Item Record Query Tools Help E v B AGRE RA A lt 1 121 IX Requisition FPAREQN 8 3 TEST Requisition NEXT m FPAREQN 8 3 TEST Copy From Requisition IR0015204 7 Vendor 1900004247 Cardinal Office Systems Inc Tab to populate the Vendor name Click OK You are now at the first block of the Requisition Form FPAREQN and a new requisition number has been assigned Tab amp Next Block through the form making all necessary changes Click Complete if the commodity accounting is balanced 27 June 2015 A Disapproved Requisition If you have a requisition that has been disapproved you will have a check mark to the right of the Check Banner Message link when you log in J Oracle Developer Forms Runtime Web Edit Options Block Item Record Query Tools Help SI ETIN 8 1 EIS III 3 General Menu GUAGMNU 8 2 TEST Friday September 2010 Last login Thursday September 23 2010 01 55 PM v Welcome K Tipton Products Menu Site Map Help Center My Banner My Links Banner C Student STUDENT Click for Change Banner Password Advancement ALUMNI message Check Banner Messages lFinancial Systems FINANCE Click to view your messages Human Resources HRS EIL O Financial Aid RESOURCE Personal
33. ion Budget Status FGIBDST 8 5 PROD Chart le v Organization 600500 Purchasing Fiscal Year 15 Fund 110000 7 Current Unrestricted E amp G Index 63 General Admin and Logistical Serv O Query Specific Account Account 700000 Operating Expenses x de Revenue Accounts Account Type Commit 50t Normally unchecked for department ORGs Account Type Adjusted Budget Y TD Activity Commitments Available Balance 1710100 Printing 0 00 30 00 0 00 30 00 710550 E Audio Visual Equip less thar 0 00 149 00 0 00 149 00 710800 E Supplies 0 00 1 730 16 0 00 1 730 16 710900 Equipment Furniture less th 0 00 1 242 63 2 496 39 3 739 02 r 712200 Uniforms 0 00 344 00 0 00 344 00 712400 Motor Fuel 0 00 659 31 0 00 659 31 6 606 80 0 00 0 00 6 606 80 Account Type Column 0 00 622 03 0 00 622 03 R revenue 0 00 188 36 0 00 188 36 E expe nse 0 00 144 52 0 00 144 52 L liability 1 746 44 0 00 0 00 1746 44 0 00 900 00 0 00 900 00 Salary Benefits 13 453 24 9 375 43 3 333 39 744 42 4 Dup Item for Detail Count Query for Orgn Summary Dup Rec for Encum List Record 1 19 lt 08 gt Chart EKU defaults or enter Foundation Fiscal Year defaults to current 07 01 14 06 30 15 fiscal year 15 Index leave blank Query Specific Account leave unchecked
34. ll accounting transaction details Record 1 2 Im m lt 08 gt 13 June 2015 How to Query Grant Budget Information Enter FRIGITD in the Go To field and press Enter Grant Inception to Date FRIGITD 8 9 PROD Chart of Accounts 451004 Western Tract Biological Survey Grant Year am Index Fund 259116 Organization 451004 Include Revenue Accounts Program Activity ion Exclude Indirect Costs Account Type Account Account Summary All Levels Hierarchy Date From MM YY 07 Date To MM YY 05 15 Fund Summary By Sponsor Account Account Type Commitments Available Balance 10000 Employee Salaries wages ae as 614300 L Consultant Employee 0 00 10 198 00 0 00 10 198 00 620000 L Employee Benefits 2 318 00 0 00 0 00 2 318 00 621100 L Kentucky Teachers Retirement Syste 0 00 711 22 0 00 711 22 621200 KTRS Overmatch Contribution 0 00 218 27 0 00 218 27 621600 Health Insurance 0 00 296 96 0 00 296 96 621800 L Life Insurance 0 00 3 00 0 00 3 00 622000 iL Disability Insurance 0 00 14 51 0 00 14 51 r 621500 s ocial Security 0 00 709 50 0 00 709 50 700000 Operating Expenses 5 396 00 0 00 0 00 5 396 00 r 710700 e Parts and Supplies 0 00 1 378 00 0 00 1 378 00 710900 Equipment Furniture le
35. lted FOAPAL info enter new Org code fund program defaults Enter Acct account number normally same as commodity code or click drop down menu to select an account code from list Enter dollar amount in the USD column Requestor Door ation vendor oton fi al aer Hg use S Quantity Unh Prise f t X 8 Discount abu perth ttt Commodity Text Mem test Line Fatal Description Add omen ity Eris tribute FOAIP AE of 1 COA Y vor index Oren Discount Additional POAPAL Line Total Commodity Accounting Total To split the purchase of a commodity item by a percentage tab through the FOAPAL information that has defaulted until the cursor is at the Extended field Click to check mark the Extended field and enter the percentage to be charged to this organization in the USD column ex 75 Tab to the COA field press the down arrow key to enter second FOAPAL string Tab press the backspace key to remove defaulted FOAPAL information Enter Org organization code fund program defaults Enter Acct account number normally same as commodity code or click drop down menu to select an account code from list Enter percentage in the USD column T ty Unit Pric Item 1 of 1 Extended 1 250 00 Discount 00 Commodity Description Ra Additional 00
36. mothy Weckman n af i 26 FEB 2007 04 DEC 2006 N LUNUN ATTON 8 8 MM E N o 04 DEC 200 04 DEC 200 01 DEC 2006 N 8 REQ UTU Total 1 378 00 Press Key Dup Item for Document Query Forms Count Query for Encumbrance Detail Record 1 6 lt 08 gt 15 June 2015 How to Query Student Organizations Foundation Funds or Grant Funds Enter FGITBSR in the Go To field and press Enter Use FGITBSR to view the claim on cash for those organizations that do not have budgeted monies or to view fund balances Enter in the COA field for Foundation funds or E for Student Orgs and Grant Funds Tab to Fund and enter your fund code or student org code click the drop down menu to search for fund Next Block to view the beginning and current balance Highlight the Claim on Cash account From the Options menu on FGITBSR click Query General Ledger Activity Info FGIGLAC to view payments credits and deposits debits Questions contact Budgeting 622 8867 Boxe PFI BSR al RI 81 lt 11 1 LITIMTETUUTESUDEDNDHICC OE Eastern Kentucky University Fiscal Year 15 1 Alpha Delta Pi Education OR Fund Type Account Acct 7 Beginning Balance D 11000 40 00
37. on Perkins 330 Ship To 152 Address Building and Floor will default from ship to code selected if you do not see your department listed please contact the Purchasing office 2 1482 Next Block Commodity enter CS commodity code i e CS304993 or click the drop down menu To search click enter query F7 enter keyword for stores item using 96 execute query F8 then highlight and click Select Quantity enter quantity Extended Cost is populated from entered quantity Next Block Chart of Accounts E defaults as well as Account 740070 Central Stores Supplies Tab to the Organization field FIRST Type in your ORG code Fund and Program will default from org code selection Tab to the Percent field enter 100 Tab to populate the total Amount Next Block to Balancing Completion Click Complete NOTES Central Stores Requisitions can only be created for Chart E Org Codes Foundation F chart users should contact the Accounting office to obtain an alternate Org code Receivers are NOT created for Central Stores Regs Central Stores creates an Issue Ticket which lists the items ordered and obtains the requestor s signature If CS item needs to be returned contact Central Stores to coordinate pickup of item s at 622 3517 33 June 2015 How to View Documents and the History Use FOIDOCH to view existing documents complete and incomplete check the status of a document and to find associate
38. onfirmation once you have registered EKU Banner Help and Support e Click the Banner link under Instructions at http it eku edu banner to view print documentation related to systems supported by Banner e Call 2 3000 and ask to speak to the Banner helpdesk or call 2 8101 Important finance area phone numbers Accounting 21810 Budgeting 28867 Central Stores 23517 ProCard 28246 Purchasing 21482 Sponsored Programs Grants 23636 Banner offers the following help documentation File Edit Options Block Item Record Query Tools Help General Menu GUAGMNU 8 4 2 PROD Monday May 11 2015 Last login Friday May 08 2015 04 24 45 PM ITEM L My Banner Banner Online Help to xin Student STUDENT view Change Banner Password Advancement ALUMNI lFinance System Menu FINANCE Human Resources HRS elated to the Banner 8 Documentation lFinancial Aid RESOURCE Banner form Personal Link 2 General GENERAL Banner Security SECURITY Document Management Suite BD SCT Banner Personal Link 4 EKU Reports EKU REPORTS Documentation for Personal Link 5 Banner Security SECURITY every system Personal Link 6 documentation Check Banner Messages Personal Link 3 My Institution ellucian Banner Broadcast Messages UNIVERSITY 4 June 2015 Banner Production Login Requires Java 7 Update 67 Footprints Login First time logon
39. pletion Vendor SNuti Vendor Hold COA Suzanne Tipton Organization Currency Exchange Rate Input Amount 2 500 00 Input Commodr Discount Amount 0 00 000 Additional Amount 0 00 Tax Amount Complete E Click Complete if the commodity accounting is balanced The requisition number is displayed on the hint line at the bottom or is in the Requisition field above the order date Document R0045046 completed and forwarded to the Approval process If you don t want to complete the requisition click the In Process button When you are ready to complete access FPAREQN and enter the req number in the document field and proceed to completion If you don t know the req number click the search box from FPAREQN Requisition Click enter query F7 enter your name in the requestor field case sensitive click execute query F8 then find the correct requisition number and double click to select 25 June 2015 Sharing the Cost of Commodity Item Between Multiple Orgs rarely used To split the purchase of a commodity item by a dollar amount between multiple organizations tab through the FOAPAL info until the cursor is in the USD column field In the USD field enter the dollar amount to be charged to that organization code After the U S dollars is entered for the first FOAPAL string tab to the COA chart of accounts field and press the down arrow key Tab and delete all defau
40. riate fields Leave database blank Click Connect Logon Username lastnamefirstname Sw Database ares Ways to exit Banner pe Oracle Fusion Middleware Forms Services Tem a o Edit Options Block Item Record Query Tools Help Direct Access d ESI amp Object Search Monday June 15 2015 Last login Friday June 12 2015 07 08 51 AM QuickFlow Select e K Tipton Products Menu Site p Help Center Rollback Save Refresh ange Banner Password Print Exit Cli k Bl k X Check Banner Messages pur E 1C ac Icon Exit QuickFlow Banner 8 Documentation Exit Banner Return to Menu Personal Link 2 Mna Click File and Exit Personal Link 3 1 GJAPCTL Process Submission Controls Document Management Suite BDMS Reports EKU REPORTS lBanner Security SECURITY Personal Link 4 Personal Link 5 Personal Link 6 Click Red X icon in top right corner My Institution elluciane Banner Broadcast Messages UNIVERSITY 6 June 2015 Introduction to Banner Finance The instructions within this manual are intended to assist you in obtaining budget information ordering goods or services from a vendor receiving delivered goods and ordering stock items from Central Stores Terminology for Finance Users FOAPAL Accounting Distribution Fund Where Specific source of monies ex
41. ss than 500C 0 00 458 86 0 00 458 86 742030 Maintenance Costs 0 00 0 00 0 00 0 00 750010 E Travel In State 0 00 1 333 13 0 00 1 333 13 Net Total 17 194 00 15 321 45 1 872 55 Chart of Accounts defaults to Tab to Organization field enter ORG code for grant Click the drop down menu to search for ORG code The Fund and the Program codes default from the ORG Grant code defaults normally the grant code is the same as the org code but not always Next Block after entering ORG code Adjusted Budget column pool budgets for employee salaries amp wages employee benefits operating expenses amp F amp A Facilities amp Administrative cost Activity column money that has been expended for purchases salaries etc Available Balance column Net Total Row displays remaining money to spend Specific questions related to grants need to be directed to Sponsored Programs Accounting 23636 14 June 2015 How to Query Grant Transaction Details by Account Codes From FRIGITD and the specific account code go to OPTIONS click Grant Detail Information FRIGTRD 51004 Western Tract Biological Survey Grant Year 259116 7 Organization 451004 T C Include Revenue Accounts Location Exclude Indirect Costs Account Summary Hierarchy Date To MM YY 15 C Fund Summary Sponsor Account L
42. t If the vendor has emailed or faxed a quoted price for the goods services ordered include this information on Document Text FOAPOXT Also if the vendor has a fax number to be used with purchase orders include this information on Document Text FOAPOXT Document Text should include any related information to be used by the vendor or the Purchasing department 19 June 2015 Document Information E Requestor Delivery Information Vendor Information Commodity Accounting Information is View Items in Suspense Balancing Completion Transaction Date 01 May 2015 In Suspense Comments Document Text 0 00 Accounting Total 0 00 Nalivery Information Vendor Information Click the Suzanne Tipton Opti ons E 520000 Information Technology Academic Area Code Phone Number Extension M e n u amp fe 7 Kentucky University Phone 859 6221849 se e ct suzanne tiptoneku edu Fax Document Text a Purchases And Stores Contact Street Line 2 ones 117 Attention To 521 Lancaster Avenue Dones 117 Floor City Richmond Suzy Tipton State or Province kv Zip or Postal Code 40475 Area Code Phone Number Extension Nation United States of America 859 6222246 4 POPES Ev ot Ve le OE OT A OO OL ET a SYT AX AY AS 7 Od et ET Pe
43. to INB Banner Banner requires Java Sun Plug ins When you click the Banner Login link you may get a box to run Java Install may pop up twice Click A Utacie Application Server korms Services Microsoit internet Explores pack gt x 2 Search ST Favorites Cs wi LJ rel 23 G Search f check Options 1 Check box Always trust The application s digital signature is invalid Do you content from this publisher want to run the application if as ked Name oracle Forms engine Main Publisher Developer From https banweb eku edu The digital signature cannot be verified by a trusted source Only conti t the inue if you trus origin of the application 2 Click Run SS Java Sun Microsystems EE Done Internet Start 7 gt Inbox Micr Th After banne Oracle Appii 2 Warning S 4 O 12 21PM i PE arning A TR On your taskbar you will have two task pages open Java Initiator is the Oracle Application Server Forms Service blank white page and Oracle Fusion Middleware Forms Services is Banner The Oracle Server Forms Service task can be minimized but not closed since this is the interface between your web browser and Banner 5 June 2015 How to log on to Banner Enter your Username lastnamefirstname and Password alpha numeric at least 8 characters in the approp
44. y F7 to clear screen Enter E in the COA Enter 7 in the Account Code for expense accounts Click execute query F8 How to Query Commodity Codes Enter FTVCOMM in the Go To field and press Enter Pick the commodity code that closely matches the description of what you are requesting to purchase If you are unsure which commodity code to use please contact Purchasing Remember never create a commodity code Commodity Fixed Start Termination Code Asset Stock Date Date 1710100 Printing z DEC z 4d zz2 APR z 05 i JUL 2001 30 104 2005 30 JUN 2005 01 JUL 2001 22 APR 2004 10 JUN 20D4 23 JUN 2005 O4 JUL 2004 710450 Computer Equipment 500 BL 1710550 Audio Visual Equip gt 500 But 1710700 Supplies 1710800 Not Use 1710900 Equipment Furniture Less Than 711000 Educational Supplies yerererz m 37 June 2015 Important Finance Phone Numbers Accounting 622 1810 For questions related to invoices payments to vendors Budgeting 622 8867 For questions related to budgets amp fund org security Central Stores 622 3517 For questions related to warehouse inventory stores requisitions amp commodity codes Purchasing 622 1482 For questions related to off campus purchase requisitions receivers vendors Ship To codes commodity codes policy amp procedural questions concerning information to enter on a purchase requisition
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