Home

Using SCT Banner Finance / Finance Operations / Chapter 8 / 5.4

1. User ID Banner of the users in your system SCT Banner Release 5 4 Using SCT Banner Finance 8 33 Chapter 8 Finance Operations Fields Descriptions Buttons User Name Names or titles of the users in your system Activity Date Date of the last activity in a record Finance Approval Forms This section provides you with examples and descriptions for each form within the Approvals feature of the Finance Operations module Forms in this section flow in the order that they appear on the Finance Approval Menu FINAPPR Each form contains a description instructions on how to use the form essential field information and a navigational guide For more detailed information on how to use these forms refer to Chapter 3 Processing You may also refer to the following forms related to the approvals process e System Control Maintenance Form FOASYSC e User Profile Maintenance Form FOMPROF User Approval Form FOAUAPP Use the User Approval Form to obtain an online list of unapproved documents by document type Access this form from the Financial Approval Menu FINAPPR FOAUAPP allows direct approval of a document or navigation to summary information of a document for review and subsequent approval User ID Banner ID and name of the user Leave this field blank to display all documents awaiting approval for all approval IDs Fields Descriptions Buttons Document Number representing the document you want to query L
2. Fiscal year this transaction was processed Code representing the index assigned to this transaction Code representing the fund from which the encumbrance is paid Code representing the specific person organization or other subdivision of a fund responsible for the invoice Code representing the specific individual asset liability equity revenue expenditure and or transfer account classifications within a fund from which the payment of the invoice will be drawn Code representing the group activities operations or other units directed to attaining specific objectives to which the purchase on the invoice will be applied Code representing a temporary unit of work or short duration project within a program to which the purchase on the invoice will be applied Code representing the physical location or site in which the specific activity will take place Description of this sequence Document reference number used for this sequence Checkbox indicates whether the user has Non Sufficient Funds override authority Ifyou have NSF override authority check NSF Override and select Save Saving overrides the non sufficient funds condition Selected User has NSF override authority Cleared User does not have NSF override authority Total amount of the cash receipt SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Chapter 8 Finance Operations Journal Voucher Approval Form FOQJVCD
3. aiaaaiaaasassia s saessasaaanaanaanaaaa FOQDCSR 8 43 Journal Voucher Approval Form aiiaaidaaaais sisaa sa saasaanaaanaaaaaaaaaaan FOQJVCD 8 45 Purchase Order Approval Form iiaaiaiiaaisaa siassasaaasasnaaananaaanaanaanianaa FOQPACT 8 47 Requisition Approval Form aaaavnuiaaaananavanssassnaassaannanaanaaannannannnnnnanannnani FOQRACT 8 50 Fixed Assets Approval Form iiaiiaaizaaaaaassasasasaaanaanaanaannandannandaanaaaaaai FOQFACT _ uunuununuui nunnn 8 53 Document Approval Form cceccceeseeesseeseesseesescneeceseeeseseneeeesees FOAAINP 8 55 Approvals Notification FOrm iaiiaaisaaasiasiasaanaassasnaasannnannaanaananadanaanaa FOIAINP 8 56 Document Approval History Form c cece ceseeeeeceseceseeeseeeeees FOIAPPH 8 57 Approval History Form 2aaavnvavsevvssssnsss nssssssannnnaninnnnnanninnnnnnnnnannbnnnnunna FOIAPHT 8 58 8 1 Chapter 8 Finance Operations Approval Queue Routing Codes Form iaiaaiaaadiaass sssssssssssssaasaaa Approval Queue Maintenance Form aaiaaidiaassassssssssasssssassanasaaa Document by User Form SCT Banner Release 5 4 8 2 Using SCT Banner Finance Approval Queue Validation FOrm ssin sissisv v sifk vuima svapassns September 2002 Confidential Introduction Chapter 8 Finance Operations The Finance O
4. Summary Information for Document Approval Select the Detail button to navigate to one of the following approval forms to view the accounting details of the specific document you wish to approve e Encumbrance documents transfer you to the Encumbrance Reservations Approval Form FOQENCB e Journal Voucher documents transfer you to the Journal Voucher Approval Form FOQJVCD e Purchase Order documents transfer you to the Purchase Order Approval Form FOQPACT e Invoice Credit Memo documents transfer you to the Invoice Credit Memo Approval Form FOQINVA e Requisition documents transfer you to the Requisition Approval Form FOQRACT SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Add any text that you feel accurately represents the reason for not approving a document Chapter 8 Finance Operations e Fixed Assets documents transfer you to the Fixed Assets Approval Form FOQFACT e Direct Cash Receipt documents transfer you to the Direct Cash Receipt Approval Form FOQDCSR Note You cannot approve documents from the previously listed forms Approve documents from FOAUAPP or the Document Approval Form FOAAINP You may wish to view text for Bids Requisitions Agreements Purchase Orders and Fixed Assets from approval forms Navigate to the Procurement Text Entry Form FOAPOXT to display text for Bids Requisitions Agreements Purchase Orders and Change Orders Navigate to the General Text
5. Checkbox indicates whether this phone number is inactive Selected This phone number is inactive Cleared This phone number is not inactive International access code Comments associated with this record Date this record was created or last updated Entity Name ID Search Form FTIIDEN Use the Entity Name ID Search Form to search the Finance database for specific persons entities and ID numbers Access this form from the Finance Operations Menu FINOPER If you accessed this form from an ID field on another form and have located the name ID you want position the cursor on the ID number and Select 8 22 SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential To view all names in the Finance database leave the name fields blank and execute the search To narrow your query enter values in the name fields September 2002 Confidential Chapter 8 Finance Operations Note Use this form when you want to use a general Execute Query to search the database for vendors Terminated Entities or Persons T displays in these indicator fields to indicate that the person or entity has been terminated from their position as vendor or financial manager Note Tnever displays in the A Agency or P Proposal personnel columns because you cannot assign an agency a termination date If an entity does not exist in your system N displays in the appropriate column If it does exist a Y displays
6. Review Query Form FOICOMM You may also select the Review Commodities button Fields Descriptions Buttons Request Document number of the requisition Number of Items Number of items on the requisition Item Line item number of the commodities as listed on the requisition SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Fields Commodity Net Vendor Seq COA Yr Index Fund Orgn Acct Prog Actv Locn Proj September 2002 Confidential Chapter 8 Finance Operations Descriptions Buttons Description of the commodity Total net dollar amount of the commodities on the requisition Code and name of the vendor from whom the commodities or services are purchased Accounting sequence number Code representing the chart of accounts responsible for the payment of the requisition Fiscal year this transaction was processed Code representing the index assigned to this transaction Code representing the fund from which the requisition is paid Code representing the specific person organization or other subdivision of a fund responsible for the requisition Code representing the specific individual asset liability equity revenue expenditure and or transfer account classifications within a fund from which the payment of the requisition will be drawn Code representing the group activities operations or other units directed to attaining specific obje
7. Date of the last activity in a record Alternate Select the maintenance button to remove the alternate Remove information record Address Information Window Use the Address Information Window to enter the address data for an entity newly entered into your system Access the Address Information Window by selecting Address Information from the options list on the main window of FOAIDEN Select Save when you finish entering the address information Select the Delivery button to access the Delivery Window SCT Banner Release 5 4 Using SCT Banner Finance 8 13 Chapter 8 Finance Operations Fields Address Seq City State Prov ZIP PC Delivery County Descriptions Buttons Code representing the address type If you do not know the address type request a List or double click the field This will take you to the Address Type Validation window STVATYP or the Address Information Query Form FOQADDR lookup List Address Type Validation STVATYP lookup List Address Information Query Form FOQADDR Street address of an individual or entity You may use the additional lines to include apartment number building name or number floor etc First line required Allows you to establish more than one address for the same address type The sequence number increments whenever more than one address of the same type exists City of an individual or entity Required State or province of an individual or entity If
8. Text string representing the name you want to retrieve Enter a Name possible spelling or portion of a name and select execute query to retrieve all records that contain or resemble the text string Person Identification Form Finance FOAIDEN Use the Identification Form to establish and maintain an ID number for a person or entity Access this form from the Finance Operations Menu FINOPER You must enter both first and last names for the Person Name Information feature or you must supply text for the Non Person Name Information feature You cannot supply both person and non person name information under the same ID Along with FOAIDEN you may use the following forms to define persons entities to the Finance system e Employee Maintenance Form FCAEMPL e Agency Code Maintenance Form FTMAGCY e Customer Maintenance Form FTMCUST e Financial Manager Maintenance Form FTMFMGR e Investment Manager Maintenance Form FTMIMGR e Vendor Maintenance Form FTMVEND Select Save when you finish entering the person or entity information Fields Descriptions Buttons Generate ID Select the Generate ID button to assign an ID number ID Banner ID number of the individual or entity Enter NEXT to have the system assign the next available sequential number H De ae E 4 Select the search button to search for an individual or company Information block button List Finance Person Search Form FOIIDEN button List Finance Non Person
9. flow If necessary you can use the scroll bar or select Next Record to scroll through the list of documents You can navigate through these windows by selecting Next and Previous Block or by clicking on the desired window SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential FOIDOCH displays the status of each document Chapter 8 Finance Operations In addition to the document number the system indicates the status of each document For instance A purchase order with an A indicates that the document has an approved status Fields Descriptions Buttons Doc Type Code representing the type of document If you do not know the document type request a List This takes you to the Document Type List FTVDTYP lookup List Document Type List FTVDTYP Doc Code Code representing the document If you do not know the document code request a List This takes you to the Validation form corresponding to the Doc Type button Validation form corresponding to the Doc Type Status Indicators Window In addition to the document number the system displays an indicator for each document which denotes its current status The status code appears in the one character column to the right of the document number in each window Select View Status Indicators from the options list of the main window of FOIDOCH to access the Status Indicators Window The Status Indicators Window provides a list of each status code indica
10. if you are querying change orders purchase orders and encumbrance changes Approval Queue Routing Codes Form FOMAQRC September 2002 Confidential The Approval Queue Routing Codes Form enables you to establish routing paths for documents by document type rule group and chart of accounts Access this form from the Finance Approval Menu FINAPPR You may define a variety of accounting information to the route A queue may have more than one routing criterion Enter the Queue ID field The approval process matches the fund organization and account identified on FOMAQRC with the fund organization and account specified on the transaction being approved SCT Banner Release 5 4 Using SCT Banner Finance 8 59 Chapter 8 Finance Operations 8 60 The following fields in this block further define your routing criteria Fields Queue ID Document Type Rule Group Chart of Accounts Fund Using SCT Banner Finance Descriptions Buttons Code representing the queue where you want to place the document is awaiting approval If you do not know the Queue ID request a List This takes you to the Approval Queue ID List FIVAPPQ lookup List Approval Queue ID List FTVAPPQ Code representing the type of document that you want to route to this queue If you do not know the queue request a List This takes you to the Document Type List FTVDTYP lookup List Document Type List FTVDTYP Code representing the
11. or ID number J Birthdate Birthdate of a company or entity Enter the date in DD MMM YYYY format and execute query to retrieve all records with that specific birthdate If you don t know the date use the asa wildcard For example enter 1997 to retrieve all records with birthdates of 1997 Type Code representing the name type If you do not know the name type request a List or double click the field This takes you to the Name Type Validation list GTVNTYP Select a name type and execute a query to retrieve all names in that category lookup List Name Type Validation list GTVNTYP Name Search by Soundex Window Use the Soundex Search Window if you know the approximate spelling of the non person entity for which you want to search Access this window by selecting Name Search by Soundex in the options list SCT Banner Release 5 4 Using SCT Banner Finance 8 7 Chapter 8 Finance Operations Fields Descriptions Buttons Sounds Like Text string representing the name you want to retrieve Enter a Name possible spelling or portion of a name and select execute query to retrieve all records that contain or resemble the text string Document History Form FOIDOCH To refresh the window and query a new document select Redisplay You may scroll through multiple values for each window The Document History Form provides an online display of the processing history for a document by a selected document
12. select Detail to override NSF September 2002 SCT Banner Release 5 4 Confidential Using SCT Banner Finance 8 35 Chapter 8 Finance Operations This function is not available for Fixed Assets approvals 8 36 Fields Descriptions Buttons Next Approver Indicates whether the user is the next approver for a document in the approval queue Y The user is the next approver N The user is not the next approver Approve If you have approval authority select Approve to override an NSF condition or approve and complete the document Disapprove Select Disapprove to disapprove the document Detail Select Detail to check the NSF Override for individual document types Document Type Approval Detail Select Detail to navigate to the individual document type approval forms From the document approval forms you may view detail or override NSF conditions If a document is awaiting NSF override invoke the override by transferring to the detail forms and entering Yin the Budget Availability Override field When you navigate to one of the individual document type approval forms the cursor resides in the Budget Availability Override field Select Previous Block to navigate to the Item field Select Count Hits to display the Commodities for Review Query Form FOICOMM FOICOMM displays all items associated with the document Select Queues to navigate to the Document Approval Form FOAAINP The Document Number and the Document Type display
13. system adds a record of this document to the Approvals in Process Table FOBAINP Upon NSF override the system deletes the record Approval History Form FOIAPHT The Approval History Form provides an online display of documents sorted by Document Code A document that has been denied appears with a queue ID of DENY You can access this form from the Finance Approval Menu FINAPPR SCT Banner Release 5 4 September 2002 8 58 Using SCT Banner Finance Confidential Chapter 8 Finance Operations Fields Descriptions Buttons Document Code Code representing the document you want to look up If you do not know the document number you may enter a portion of the number using the percent sign as a wildcard Doc Type Type of document associated with the document number Chg Seq Sequential number assigned to a change when querying change orders or encumbrance changes Queue ID Code representing the queue where the document awaited approval Queue Level Level in the queue where the document was approved Approver s ID ID number of the user who approved the document Approver s Name of the person who approved the document Name Approved Date Date the document was approved Sub Num Submission number associated with journal vouchers Originating User User who originated the document Submission numbers are only valid if you are querying journal vouchers and automatic journal vouchers Change sequence numbers are only valid
14. type and code Access this form from the Finance Operations Menu FINOPER In addition to the Finance Operations Menu FINOPER you can access the Document History Form from the following Finance System menus e Accounts Payable Query Menu FINAPQRY e Purchasing Query Menu FINPOQRY e Stores Inventory System Menu FINSTORES Enter the Doc Document Type and select Next Item Enter the Doc Code Select Next Block The Document History windows display Select View Status Indicators in the options list to access the Status Indicators Window Select the Information link in the options list to open the query form for the specified type of document For example if the Doc Type is INV invoice select Invoice Information from the options list to access the Invoice Credit Memo Query Form FAIINVE FOIDOCH displays windows with related document numbers for Requisitions Bids Purchase Orders Change Orders Issues Invoices Checks Returns Receiving Documents Fixed Asset Adjustments Fixed Asset Origination Tags and Fixed Asset Permanent Tags The system displays a window for all of the valid document types Each purchasing and payable transaction that relates to the specified document number appears within the window of the appropriate document type For example enter an invoice document number The system displays the invoice number request and purchase order for a transaction that has these documents as part of its processing
15. you do not know the state or province request a List or double click the field This will take you to the State Province Code Validation window STVSTAT Required 3 character limit lookup List State Province Code Validation window STVSTAT ZIP or postal code of an individual or entity If you do not know the ZIP or postal code request a List or double click the field or select the search button This will take you to the ZIP Postal Code Validation Form GTVZIPC button List ZIP Postal Code Validation Form GTVZIPC Select the Delivery button to access the Delivery Window County of an individual or entity If you do not know the county request a List or double click the field This will take you to the County Code Validation list STVCNTY lookup List County Code Validation STVCNTY SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Nation From To Inactive Source User Activity Date Phone Type September 2002 Confidential Chapter 8 Finance Operations Descriptions Buttons Nation of an individual or entity If you do not know the nation request a List or double click the field This will take you to the Nation Validation list STVNATN lookup List Nation Validation STVNATN Date the address becomes effective Default value is the current date but it may be overwritten Blank means always effective Date the address is no longer effective Leave
16. you enter a title Save the title before you attempt to copy rule classes SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Rule Group Copy From Rule Group Description Rule Class Description Activity Date Chapter 8 Finance Operations Descriptions Buttons User defined code representing the rule group being created or maintained If you do not know the code request a List This takes you to the Rule Group List FTVRUGR button List Rule Group List FTVRUGR Code representing an existing rule group Enter the code to copy its rule classes to a new group If you do not know the rule group Request a List This brings you to the Rule Group List FTVRUGR lookup List Rule Group List FTVRUGR Description of the rule group Codes representing the rule classes being assigned to a new rule group or currently assigned to an existing a rule group If you do not know the codes representing the classes you want to assign to a rule group request a List This takes you to the Rule Class List FIVRUCL lookup List Rule Class List FTVRUCL Note Assign a Rule Class to only one rule group Banner will not know which rule group to process when locating approval queues Description of the rule class Date of the last activity in a record Form Process to Rule Group Maintenance Form FOMPRRG Use the Form Process to Rule Group Maintenance Form to link rule groups to forms and p
17. Chapter 8 FINANCE OPERATIONS NtIro uctioNs n dlu h Asus aa OST 8 3 Men Navigation Tables sdu cal sas sc ace tne ae tte ae cree ete arte encase es 8 3 Financial System Security Menu FINSECR aiaaaiaaiaaaaaa naassannaanaannannannnanannnannnnnnanannnaniannaaia 8 5 Finance Approval Menu FINAPPR iaiiaaiaaizaiaaaasasaaasnaanaasaannannannnannnnnannannannannnnnnnninanananandaani 8 5 Financ Operations FOMMNS dsiciesiinseraiislsialeiusdeleaisbdantndersimanddinensensarsettnimbetiiate 8 6 Finance Non Person Search Form aaaaaaaaaaa ssaaaaaaaaaaaaasaasasaaaaaaaaaaa FOICOMP 8 6 Document History FOr s sakura a a aiak FOIDOCH 8 8 Finance Person Search Form aaaaaaaaaaaaaa ssssssaaaaaaaaaaaaaaasasaaaaaaaaaaa FOTIDEN 8 9 Person Identification Form Finance a2aaaaaaaaaaaaaaaaaaaasssssssaaaaaaaaaaa FOAIDEN 8 11 Finance General Person Form aaaaaaaaaaasaaaaaaaaaaaassassasaaaaaaaaaaaanaaaa FOAPERS 8 16 Document Type Maintenance Form aaiiaaiaiasai ai ntsssassanaaasaaaaaaa FIMDTYP 0008 8 19 Sequence Number Maintenance Form aaaiaiiaaiani sssssasasssassaasaaaan FOASEQN 8 19 Document Number Management Form iaaiaaaiaiiaasaii si saassasaasaaai FOMFSEQ 8 20 Telephone Form Finance ap neieiet a k R FOATELE 8 20 Entity Name ID Sear
18. Encumbrance Document number of the encumbrance SCT Banner Release 5 4 Using SCT Banner Finance 8 37 Chapter 8 Finance Operations 8 38 Fields Encumbrance Title Trans Date Doc Total Seq Journal Type COA YR Index Fund Orgn Acct Prog Actv Locn Descriptions Buttons Title or description of the encumbrance Date the transaction was processed and posted to the ledgers Total amount of the document Account sequence number Code and name of the rule class entered to process this transaction Code representing the chart of accounts responsible for this transaction Fiscal year this transaction was processed Code representing the index assigned to this transaction Code representing the fund from which the encumbrance is paid Code representing the specific person organization or other subdivision of a fund responsible for the encumbrance Code representing the specific individual asset liability equity revenue expenditure and or transfer account classifications within a fund from which the payment of the encumbrance will be drawn Code representing the group activities operations or other units directed to attaining specific objectives to which the encumbrance will be applied Code representing a temporary unit of work or short duration project within a program to which the encumbrance will be applied Code representing the physical location or site in which the
19. Entry Form FOATEXT to display text for Encumbrance Reservations Journal Vouchers Fixed Asset Adjustments and Direct Cash Receipts Access FOAPOXT and FOATEXT from the Enter Selection prompt from any menu or submenu Document Disapproval Text Entry Window If you select Disapprove on the main window the window below appears A DOCUMENT IS DISAPPROVED message displays in the window You may change the text of this message to more accurately represent the reason for disapproving a document Select OK to accept the disapproval reason disapprove the document and return to the FOAUAPP main window Select Cancel to clear the disapproval message and return to the main window without disapproving the document Encumbrance Reservations Approval Form FOQENCB You cannot approve documents from FOQENCB Approve documents from the User Approval Form FOAUAPP or the Document Approval Form FOAAINP September 2002 Confidential Use the Encumbrance Reservations Approval Form in conjunction with the Finance Approvals process Note This form can be reached only by selecting the Detail button from the User Approval Form FOAUAPP for encumbrance document types It cannot be reached directly from a menu Use this form to view the summary details of an encumbrance document awaiting approval FOQENCB displays current information for an Encumbrance Reservation including document number and description Fields Descriptions Buttons
20. Search Form FOICOMP September 2002 SCT Banner Release 5 4 Confidential Using SCT Banner Finance 8 11 Chapter 8 Finance Operations 8 12 Fields Current Identification block Name Type Last Name First Name Middle Name Prefix Suffix Name Using SCT Banner Finance Descriptions Buttons ID number of the individual or entity Code representing the name type If you do not know the name type request a List or double click the field This will take you to the Name Type Validation List GITVNTYP Select a name type from the list and execute query to retrieve all names in that category lookup List Name Type Validation list GTVNTYP Individual s last name Required when creating a new record This field is active and may be overwritten if you are making changes to an existing record 60 character limit button List Entity Name ID Search Form FTIIIDEN Individual s first name Required when creating a new record This field is active and may be overwritten if you are making changes to an existing record 15 character limit button List Entity Name ID Search Form FTIIDEN Individual s middle name Optional when creating a new record This field is active and may be overwritten if you are making changes to an existing record 15 character limit Individual s prefix of name for example Mr Miss Ms Mrs This field is active and may be overwritten if you are making changes
21. T Banner Release 5 4 Using SCT Banner Finance 8 49 Chapter 8 Finance Operations Fields Descriptions Buttons NSF Indicates whether a non sufficient fund condition exists with this document Y Yes This document has a non sufficient funds condition attached N No This document does not have a non sufficient funds condition attached NSF Override Checkbox indicates whether the user has Non Sufficient Funds override authority Ifyou have NSF override authority check NSF Override and select Save Saving overrides the non sufficient funds condition Selected User has NSF override authority Cleared User does not have NSF override authority Requisition Approval Form FOQRACT You cannot approve documents from FOQRACT Approve documents from the User Approval Form FOAUAPP or the Document Approval Form FOAAINP 8 50 Use the Requisition Approval Form in conjunction with the Finance Approvals process Note This form can be reached only by selecting the Detail button from the User Approval Form FOAUAPP for requisition document types It cannot be reached directly from a menu Use this form to view the summary details of a requisition document awaiting approval FOQRACT displays current information for a requisition including document number and net amount From the Item field you may scroll through the commodities associated with this invoice Select Count Hits from the Item field to navigate to the Commodities for
22. TIIDEN Enables you to search the Finance database for specific persons entities and ID numbers FINSECR Financial System Security Menu FINSECR Provides access to the forms you need to establish system wide parameters security user IDs and access privileges to the data in the Finance System FINAPPR Finance Approval Menu FINAPPR Provides access to the forms used to define and maintain approvals processing SCT Banner Release 5 4 September 2002 8 4 Using SCT Banner Finance Confidential Chapter 8 Finance Operations Financial System Security Menu FINSECR Access this menu from the Finance Operations Menu FINOPER FOMPROF FOASYSC FOMRGRC FOMPRRG FOMUSFN FOMUSOR FOMUSRG FUVPROF User Profile Maintenance Form Enables you to establish a user s global security access and overage allowances Documentation for this form appears as online help System Control Maintenance Form Documentation for this form appears as online help Rule Group Rule Class Security Maintenance Form FOMRGRC Enables you to link rule classes to rule groups Form Process to Rule Group Maintenance Form FOMPRRG Enables you to link rule groups to forms and processes Fund Fund Type Security Maintenance Form FOMUSFN Enables you to define fund and or fund type codes to user IDs Organization Security Maintenance Form FOMUSOR Enables you to establish user organization securi
23. To query for terminated vendors or financial managers enter Tin the respective column while the form is in query mode If you enter Tin the agency column the form functions as if you entered Yin this column When you query for terminated vendors or financial managers the form only selects those records with a termination date that is not greater than the current system date Note When the V F A and P columns are left null the default that is displayed is V Vendors Fields Descriptions Buttons Checkboxes Indicates which category you want to conduct your search Vendors Select if you want to search for a vendor Term Vendors Select if you want to search for a Term Vendor Grant Personnel Select if you want to search for Grant Personnel Proposal Personnel Select if you want to search for Proposal personnel Financial Managers Select if you want to search for Financial Managers Term Financial Managers Select if you want to search for Term Financial Managers Agencies Select if you want to search for Agencies All Select if you want to search all categories SCT Banner Release 5 4 Using SCT Banner Finance 8 23 Chapter 8 Finance Operations Fields ID Number Last Name First Name Mid Ch 8 24 Descriptions Buttons Banner ID of the person or entity you want to look up If you do not know the ID number you may enter a portion of the identification number with the percent sign as a wildcard The syst
24. Use an account type code to route certain types of accounts e g capital equipment purchases Note You cannot enter both an account and an account type lookup List Account Type List FTVATYP September 2002 SCT Banner Release 5 4 Confidential Using SCT Banner Finance 8 61 Chapter 8 Finance Operations Fields Descriptions Buttons Program Code representing the account type assigned to this document Ifyou do not know the account type request a List This takes you to the Program Code Validation Form FTVPROG The system validates program codes using the Program Validation Table FIVPROG Enter this field to route documents for approval based on departmental requirements lookup List Program Code Validation Form FT VPROG If one queue contains a fund and another queue contains an organization and you enter a document with both values defined the system routes the document to the queue defined with the fund versus the organization FOMAQRC defines the precedence by the order of the values displayed Fund takes precedence over fund type Fund and fund type take precedence over organization Organization takes precedence over account Account takes precedence over program code The system uses the following selection criteria when an exact match does not exist e Any combination of fund organization and account match Fund has a higher selection criteria than organization and organization has a higher selection crite
25. You cannot approve documents from FOQJVCD Approve documents from the User Approval Form FOAUAPP or the Document Approval Form FOAAINP September 2002 Confidential Use the Journal Voucher Approval Form in conjunction with the Finance Approvals process Note This form can be reached only by selecting the Detail button from the User Approval Form FOAUAPP for journal voucher document types It cannot be reached directly from a menu Use this form to view the summary details of a journal voucher awaiting approval FOQJVCD displays current information for a journal voucher including document number and line item description Fields Document Sub Trans Date Doc Total Seq Journal Type Budget Period Accrual Bank COA Index Fund bs hii Korg EET T E Document number of the journal voucher Submission number if this is a recurring journal voucher Date the transaction was processed and posted to the ledgers Total amount of the journal voucher Sequence number of the encumbrance you are liquidating Code representing the rule class for this accounting entry Budget period used to post the budget amount Indicate whether the document sequence should be posted in the accrual period This is only valid when a journal type of YR10 or YR20 is entered Code representing the financial institution associated with this transaction Code representing the chart of accounts responsible for this
26. al year this transaction was processed Code representing the index assigned to this transaction Code representing the fund from which the purchase order is paid Code representing the specific person organization or other subdivision of a fund responsible for the purchase order Code representing the specific individual asset liability equity revenue expenditure and or transfer account classifications within a fund from which the payment of the purchase order will be drawn Code representing the group activities operations or other units directed to attaining specific objectives to which the commodities or services on the purchase order will be applied Code representing a temporary unit of work or short duration project within a program to which the commodities or services on the purchase order will be applied Code representing the physical location or site in which the specific activity will take place Total extended cost of the commodities on the purchase order Total discounts as established with the vendor to be deducted from the extend cost of the commodities Total tax amount as established by the vendor s tax group to be added to the extended cost of the commodities Total additional amount to be added to the extended cost of the commodities to allow for surplus charges for example shipping Total amount of the purchase order Code representing the project for cost accounting tracking purposes SC
27. ance Operations Descriptions Buttons ID number of the queue you want to define Dollar amount that triggers further document routing to appropriate queues for approval by document total amount The dollar amount in the Queue Limit field generally equals the amount of the last approver highest level approver within the queue Define additional provers in the queue If you enter 0 zero in the Queue Limit field the system automatically looks for a value in the Next Queue regardless of the approval limits of the levels defined for this queue The system routes documents to approval levels in that next queue If a next queue does not exist the Approval Process FORAPPL issues an error message that there are no levels defined to approve this document View these error messages using FORAPPL output Date the approver level becomes effective Date the approver level becomes disabled Date representing a change to this level for example user ID or approval limit changes Level of the approver Banner ID of the user as established on the user profile maintenance form used to associate the approval queue with the user If you do not know the User ID request a List This takes you to the User Profile List Form FUVPROF lookup List User Profile List Form FUVPROF Names or titles of the members of the queue Maximum dollar amount the user can approve To remove all levels associated with a queue ID select Delete from t
28. ch Form svnsab lksl ssulavlki pkt Ver tala kallar FTIIDEN 8 22 Financial System Security FOrms a iiiaiaaaaaisiiaaavaasssssasaanaasasanalaaaaasssalalanaasaadalanaaaaaaa 8 26 User Profile Maintenance Form aaaaaaaaaaaaaaaaaaaaaaasssssssaaaaaaaaaaaaaaaai FOMPROF 8 26 System Control Maintenance Form aaiaaaaaaiaasaaasss naasaanaasnasaaasaaaaaa FOASYSC aaaaaaiaaaeeeasa 8 26 Rule Group Rule Class Security Maintenance Form FOMRGRC 8 26 Form Process to Rule Group Maintenance Form 22 asi aaa ai FOMPRRG 8 27 Fund Fund Type Security Maintenance Form aaaaaaaaasssaesseai FOMUSEN 8 28 Organization Security Maintenance Form aiiaaiiaisaaasssssssessesiessaa FOMUSOR 8 30 Rule Group Security Maintenance Form aaaiiaaiiaisnisssasssstsasaasaaai FOMUSRG 8 32 User Profile List FOr aan AA E E FUVPROF 8 33 Finance Approval ROMS ic4s ed ss cach hate tatet Ansa ered tts Aid Maced aati ae 8 34 User Approval FOTIN As Vs vk S a S V SOT ovevesesbatevenseentensers FOAUAPP 8 34 Encumbrance Reservations Approval Form aaiaaizaaiasssssssesssassasai FOQENCB 8 37 Invoice Credit Memo Approval Form iaai aaissasssasssssasaasnasaaanaanaani FOQINVA 8 39 Direct Cash Receipts Approval Form
29. ct Next Block from FAITNVE Document Level Accounting Distribution You may assign the same accounting distribution FOAPAL for all the commodities in the invoice on the Invoice Credit Memo Form FAAINVE Note When you enter an invoice into Finance through the Invoice Credit Memo Form and the same accounting distribution applies to all the items listed in the invoice the system invokes Document Accounting Distribution processing when you view the document from FOQINVA When you navigate to FOQINVA the Item field remains blank when Document Accounting Distribution applies There are limits to viewing the commodities listed in the invoice with Document Accounting Distribution You cannot scroll through the individual commodity items on FOQINVA If you are unfamiliar with the commodity items navigate to the Commodities for Review Query Form FOICOMM to display all the items associated with the invoice Select View Commodities from the options list to display FOICOMM SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Chapter 8 Finance Operations Direct Cash Receipts Approval Form FOQDCSR You cannot approve documents Use the Direct Cash Receipts Approval Form in conjunction with the Finance from FOQDCSR Approve Approvals process documents from the User Approval Form FOAUAPP or the Document Approval Form Note This form can be reached only by selecting the Detail button from the FOAAINP User Ap
30. ctives to which the commodities or services on the requisition will be applied Code representing a temporary unit of work or short duration project within a program to which the commodities or services on the requisition will be applied Code representing the physical location or site in which the specific activity will take place Code representing the project for cost accounting tracking purposes SCT Banner Release 5 4 Using SCT Banner Finance 8 51 Chapter 8 Finance Operations Fields Descriptions Buttons NSF Indicates whether a non sufficient fund condition exists with this document Y Yes This document has a non sufficient funds condition attached N No This document does not have a non sufficient funds condition attached NSF Override Checkbox indicates whether the user has Non Sufficient Funds override authority Ifyou have NSF override authority check NSF Override and select Save Saving overrides the non sufficient funds condition Selected User has NSF override authority Cleared User does not have NSF override authority Amount Total net dollar amount of the commodities on the requisition View Text Capability You may view text associated with a requisition Select Document Query from the options list to access the Requisition Query Form FPIREQN Select Next Block after FPIREQN displays Document Level Accounting Distribution You have the option of assigning the same accounting distribution FOAPAL fo
31. do not know the phone type request a List or double check the field This takes you to the Telephone Type Validation list STVTELE lookup List Telephone Type Validation list STVTELE Individual s area code for this phone type Individual s phone number for this phone type Individual s phone extension for this phone type Type of address associated with this phone number If you do not know the adress type request a List or select Count Hits from the field This takes you to the Address Information Query Form FOQADDR lookup List Address Information Query Form FOQADDR SCT Banner Release 5 4 Using SCT Banner Finance 8 21 Chapter 8 Finance Operations Fields Address Seq Prime Unlist Inact International Code Country City Comment Date Descriptions Buttons Allows you to establish more than one address for the same address type The sequence number increments whenever more than one address of the same type exists If you do not know the address sequence number request a List This takes you to the Address Summary Form SOADDRQ button List Address Summary Form SOADDRQ Checkbox indicates whether this is a primary phone number for the individual Selected This is a primary phone number Cleared This is not a primary phone number Checkbox indicates whether this phone number is unlisted Selected This phone number is unlisted Cleared This phone number is not unlisted
32. e representing the specific individual asset liability equity revenue expenditure and or transfer account classifications within a fund from which the payment of the fixed asset will be drawn Code representing the group activities operations or other units directed to attaining specific objectives to which the commodities or services on the fixed asset will be applied Code representing a temporary unit of work or short duration project within a program to which the commodities or services on the fixed asset will be applied Code representing the physical location or site in which the specific activity will take place Code representing the project for cost accounting tracking purposes Indicates whether a non sufficient fund condition exists with this document Y Yes This document has a non sufficient funds condition attached N No This document does not have a non sufficient funds condition attached Checkbox indicates whether the user has Non Sufficient Funds override authority Ifyou have NSF override authority check NSF Override and select Save Saving overrides the non sufficient funds condition Selected User has NSF override authority Cleared User does not have NSF override authority Total net dollar amount of the commodities on the requisition View Text Capability You may view text associated with a fixed asset adjustment Select Query Document from the options list to access the Fixed Asset Adjustmen
33. eave blank to view all documents assigned to this user You may also query one or more document by entering a document number or by entering the wildcard SCT Banner Release 5 4 September 2002 8 34 Using SCT Banner Finance Confidential Chapter 8 Finance Operations Fields Descriptions Buttons Next Approver Checkbox that when selected limits the number of documents that will display on the form Selected Only documents for which the user has approval authority in the next required queue appear on this form Cleared All documents display on this form NSF Checkbox indicates whether a non sufficient funds condition exists for a specific transaction or document Selected A non sufficient funds condition exists Cleared A non sufficient fund condition does not exist Document Type Code representing the type of document Document Number of the document Number Chg No Change sequence number associated with change orders and encumbrances Sub No Submission number associated with journal vouchers and invoices Originating User Banner ID number of the user who completed the document Document Transaction amount of the document Amount Queue Type Code indicates the status of a document DOC The document is in a user defined document approval queue awaiting approval NSF The document is awaiting NSF override processing and the system has routed it to the NSF queue If the document is awaiting NSF override processing
34. em will display all ID numbers with the specified combination i e 123 Last name of the person you want to look up If you do not know the person s last name you may enter a portion or possible spelling using the percent sign as a wildcard The system will display all names with the specified combination for example An der son First name of the person you want to look up If you do not know the person s first name you may enter a portion or possible spelling using the percent sign as a wildcard The system will display all names with the specified combination for example B will display all first names beginning with B Middle name of the person you want to look up If you do not know the person s middle name you may enter a portion or possible spelling using the percent sign as a wildcard The system will display all names with the specified combination for example C will display all middle names or initials beginning with C Indicator identifies the result of your Entity search P Person This entity is a person C Company This entity is a company Indicates whether the entity has had a change N Name This entity has had a change of name IID Number This entity has had a change of ID number Indicator identifies the result of your entity search as a Vendor Y Yes This entity is a vendor N No This entity is not a vendor SCT Banner Release 5 4 September 2002 Using SCT Ba
35. enu FINSECR Fields Copy from User ID SCT Banner Release 5 4 Using SCT Banner Finance Descriptions Buttons Banner ID of the user as established on the User Profile Maintenance Form FOMPROF If you do not know the User ID request a List This takes you to the User Profile List FOBPROF If you are establishing a new user with fund fund type designations already established for an existing user you can copy the fund fund type designations using Copy from User ID lookup List User Profile List FOBPROF Banner ID of the user with fund fund type designations you want to copy If you do not know the User ID request a List This takes you to the User Profile List FOBPROF lookup List User Profile List FOBPROF September 2002 Confidential Include COA Code Exclude COA Code Include Fund Type Exclude Fund Type Include Fund Exclude Fund September 2002 Confidential Chapter 8 Finance Operations Descriptions Buttons Code representing the Chart of Accounts you want to include in the copied information If you do not know the Chart of Accounts request a List This takes you to the Chart of Accounts List FTVCOAS You may use wildcard characters in this field lookup List Chart of Accounts List FTVCOAS Code representing the Chart of Accounts you want to exclude from the copied information If you do not know the Chart of Accounts request a List This takes you to the Chart of Acco
36. eptember 2002 SCT Banner Release 5 4 Confidential Using SCT Banner Finance 8 31 Chapter 8 Finance Operations Fields Descriptions Buttons Exclude Code representing the organization you want to exclude in the Organization copied information If you do not know the Chart of Accounts request a List This takes you to the Organization Code Validation Form FTVORGN You may use wildcard characters in this field lookup List Organization Code Validation Form FTVORGN COA Code representing the chart of accounts assigned to the user ID If you do not know the chart of accounts or would like to add to the User ID request a List This brings you to the Chart of Accounts List FT VCOAS lookup List Chart of Accounts List FIVCOAS Orgn Code representing the organization assigned to the user ID Description Description of the organization Access Indicates how the user may access fund and fund type information Query The user has query authority Posting The user has posting authority Both The user has both query and posting authority Activity Date Date of the last activity in a record Rule Group Security Maintenance Form FOMUSRG Use the Rule Group Security Maintenance Form to establish rule group user ID relationships Access this form from the Financial System Security Menu FINSECR SCT Banner Release 5 4 September 2002 8 32 Using SCT Banner Finance Confidential Chapter 8 Finance Operations Fields Descriptions Bu
37. er Finance 8 25 Chapter 8 Finance Operations Fields Descriptions Buttons First Name Text string representing the first name you want to retrieve Enter a possible spelling or portion of a name and select execute query to retrieve all records that contain or resemble the text string Financial System Security Forms This section provides you with examples and descriptions for each form within the Financial System Security feature of the Finance Operations module Security includes fund level security fund type level security rule group level security and organization level security Forms in this section flow in the order that they appear on the Financial System Security Menu FINSECR Each form contains a description instructions on how to use the form essential field information and a navigational guide For more detailed information on how to use these forms refer to Chapter 3 Processing User Profile Maintenance Form FOMPROF Documentation for this form appears as online help It can be found directly in Banner System Control Maintenance Form FOASYSC Documentation for this form appears as online help It can be found directly in Banner Rule Group Rule Class Security Maintenance Form FOMRGRC 8 26 Use the Rule Group Rule Class Security Maintenance Form to link rule classes to rule groups Access this form from the Financial System Security Menu FINSECR For new rule groups the system requires
38. g the type of transaction Description Description of the transaction group SCT Banner Release 5 4 Using SCT Banner Finance 8 19 Chapter 8 Finance Operations Fields Activity Date Max Seq 7 Max Seq 8 Max Seq 15 Descriptions Buttons Date this record was created or last updated Number of positions available after the prefix If populated the number represents the last record used The number of positions available after the prefix If populated the number represents the last record used The number of positions available after the prefix If populated the number represents the last record used Document Number Management Form FOMFSEQ Telephone Form Finance FOATELE 8 20 Use this form to establish a document code prefix and a starting next document number Access this form from the Finance Operations Menu FINOPER Note The starting next document number is for a System ID that uses FUPLOAD to assign document codes to externally fed documents The actual System ID is stored on the System Data Validation Form FI VSDAT Fields System ID Doc Number Prefix Description Seq No Activity Date Descriptions Buttons Enter System ID Enter Document Number Prefix two uppercase alphabetic characters Enter Document Number Prefix Description 35 alphanumeric characters Enter Sequence Number System generated Use the Telephone Form Finance to associate multiple phone n
39. hart of accounts or would like to add to the User ID request a List This brings you to the Chart of Accounts List FTVCOAS lookup List Chart of Accounts List FIVCOAS Code representing the fund type assigned to the User ID If you do not know the fund type or would like to add to the user ID request a List This takes you to the Fund Type List FTVFTYP lookup List Fund Type List FTVFTYP Code representing the fund assigned to the user ID If you do not know the fund or would like to add to the user ID request a List This takes you to the Fund Code Validation Form FITIVFUND lookup List Fund Code Validation Form FIVFUND Title or description of the fund Indicates how the user may access fund and fund type information Query The user has query authority Posting The user has posting authority Both The user has both query and posting authority Date of the last activity in a record Organization Security Maintenance Form FOMUSOR 8 30 Use the Organization Security Maintenance Form to establish user organization security access Access this form from the Financial System Security Menu FINSECR SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Chapter 8 Finance Operations Fields Descriptions Buttons User ID Banner ID of the user as established on the User Profile Maintenance Form FOMPROF If you do not know the User ID request a List This takes you to
40. he detail block You cannot delete individual levels Copy the record and enter the termination date in the Term Date field to inactivate the level SCT Banner Release 5 4 Using SCT Banner Finance 8 63 Chapter 8 Finance Operations To change an approval level insert a record and then duplicate the record Enter the changes and select Save To query established queue IDs enter a query Enter the queue ID and execute the query NSF Queue Documents already approved but still containing an NSF condition may not obtain final approval until you satisfy this condition The system routes these documents to a hard coded NSF queue and to the pre defined levels for that queue Define NSF queue levels using FTMAPPQ the same as any other system approval queue Since the system uses the NSF queue globally for all documents you do not have to establish routing criteria using the Approval Queue Routing Codes Form FOMAQORC The only requirement is that the user ID defined within the NSF Queue has NSF override capability as established on the User Profile Maintenance Form FOMPROF Document by User Form FOADOCU 8 64 Use the Document by User Form to display a list of documents originated by a specific user If a document is pending approval the originating user can deny the document and change the status to Incomplete in order to make corrections or delete You can access this form from the Finance Approval Menu FINAPPR Field
41. le for the invoice Code representing the specific individual asset liability equity revenue expenditure and or transfer account classifications within a fund from which the payment of the invoice will be drawn Code representing the group activities operations or other units directed to attaining specific objectives to which the purchase on the invoice will be applied SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential September 2002 Fields Locn Proj Bank Description Income Type Previous Paid To Be Paid Invoiced Approved Discount Tax Additional Net Chapter 8 Finance Operations Descriptions Buttons Code representing a temporary unit of work or short duration project within a program to which the purchase on the invoice will be applied Code representing the physical location or site in which the specific activity will take place Code representing the project for cost accounting tracking purposes Code representing the financial institution from which funds will be drawn to pay the invoice Name of the financial institution from which funds will be drawn to pay the invoice Code represents the type of income as provided by the IRS for 1099 invoices Total amount paid on previous invoices Total amount to be paid Total amount of this invoice Total amount of this invoice approved for payment Total amount of discounts as established with
42. lecting the Detail button from the User Approval Form FOAUAPP for invoice document types It cannot be reached directly from a menu Use this form to view the summary details of an invoice credit memo document awaiting approval FOQINVA displays current information for an invoice credit memo including document number and net amount FOQINVA enables you to view the document detail and override a non sufficient funds condition if it exists SCT Banner Release 5 4 Using SCT Banner Finance 8 39 Chapter 8 Finance Operations Document C M Vendor Item Commodity Trans Date Seq COA YR Index Fund Orgn Acct Prog 8 40 Descriptions Buttons Document number of the invoice Credit Memo indicator Indicates whether the invoice document is a credit memo Y Yes The document is a credit memo N No The document is not a credit memo Name of the vendor on the invoice document Line item number of the commodity on the invoice Description of the commodity on the invoice Date the transaction was processed and posted to the ledgers Accounting sequence number Code representing the chart of accounts responsible for this transaction Fiscal year this transaction was processed Code representing the index assigned to this transaction Code representing the fund from which the encumbrance is paid Code representing the specific person organization or other subdivision of a fund responsib
43. nner Finance Confidential September 2002 Confidential Fields Type Chapter 8 Finance Operations Descriptions Buttons Indicator identifies the result of your entity search as a Financial Manager Y Yes This entity is a financial manager N No This entity is not a vendor Indicator identifies the result of your entity search as an Agency Y Yes This entity is an agency N No This entity is not an agency Indicator identifies the result of your entity search as Grant Personnel Y Yes This entity is grant personnel N No This entity is not grant personnel Indicator identifies the result of your entity search as Proposal Personnel Y Yes This entity is proposal personnel N No This entity is not proposal personnel Code representing the name type If you do not know the name type request a List This takes you to the Name Type Validation list GTVNTYP Select a name type and execute query to retrieve all names in that category List Name Type Validation list GTVNTYP Soundex Search Window Use the Soundex Search window to enter a possible spelling of the last or first name of the entity you want to look up Fields Sounds like Last Name Descriptions Buttons Text string representing the last name you want to retrieve Enter a possible spelling or portion of a name and select execute query to retrieve all records that contain or resemble the text string SCT Banner Release 5 4 Using SCT Bann
44. ocuments for which you are the next approver to display both of the following conditions must exist e Your installation must use the Approvals Process e Unapproved documents exist and you as an approver are the next approver for these documents Fields Descriptions Buttons Number of Number of documents per type awaiting approval Documents Document Type Type of document awaiting approval Message Status of unapproved documents User Approval Form Information If you transfer to the User Approval Form FOAUAPP you may see a greater number of documents for your user ID than the number specified on FOTAINP Select User Approval from the options list to transfer to the User Approval Form FOAUAPP to view and approve documents Select Exit to display the form that you requested before the system automatically displayed FOIAINP When you select Exit it neither discards nor approves the listed documents Note You can only approve or disapprove documents on the User Approval Form FOAUAPP and the Document Approval Form FOAAINP The Originating User can disapprove a document using the Document by User Form FOADOCU When you disapprove that is deny a document the system inserts a record with a queue of DENY into the history table Refer to the Processing Chapter to review approval procedures Document Approval History Form FOIAPPH The Document Approval History Form provides an online display of the approval histor
45. om the Finance Operations Menu FINOPER Execute a query to display all the existing document type codes in your system Make any changes to the codes or descriptions as desired Select Save when you finish Fields Descriptions Buttons Document Type System assigned code representing types of documents in the system Description Description of the document types Sequence Sequential number assigned by the system to each record The Number initial record is assigned sequence 0 Thereafter each new record is assigned the next sequential number In this way the system builds a history of records which may be queried on this form Query allowed update not allowed Last Activity Date this record was created or last updated Date Sequence Number Maintenance Form FOASEQN Commodities and budget line items are examples of numbered items you may have in the system September 2002 Confidential Use the Sequence Number Maintenance Form to create and maintain system generated sequence numbers for documents and other numbered items by code and description Access this form from the Finance Operations Menu FINOPER Enter the sequence numbers and letters you wish to define to the type and prefix values Execute a query to scroll through existing sequence number definitions Fields Descriptions Buttons Type User assigned alphanumeric code representing the type of transaction Prefix User assigned alphanumeric code representin
46. on List Finance Person Search Form FOIIDEN Radio group indicates the gender of the individual Male The individual is a male Female The individual is female Not Available The information is not available Individual s birthdate Individual s Social Security Number Social Insurance Number or Tax File Number Individual s age Checkbox notifies the user whether the information is confidential Selected This information is confidential Cleared This information is not confidential Code representing the individual s citizenship If you do not know the individual s citizenship request a List or double check the field This will bring you to the Citizen Type Validation list STVCITZ lookup List Citizen Type Validation STVCITZ Code representing the individual s ethnic background If you do not know the individual s ethnic background request a List or double check the field This will bring you to the Ethnic Code Validation list STVETHN lookup List Ethnic Code Validation list STVETHN SCT Banner Release 5 4 Using SCT Banner Finance 8 17 Chapter 8 Finance Operations Marital Religion Legacy Vet File No Veteran Category Deceased Deceased Date Descriptions Buttons Code representing the individual s marital status If you do not know the individual s marital status request a List or double check the field This will bring you to the Marital Status Validation li
47. order document types It cannot be reached directly from a menu Use this form to view the summary details of a purchase order document awaiting approval FOQPACT displays current information for a purchase order including document number and total amount From the Item field you may scroll through the commodities associated with this invoice Select Count Hits from the Item field or select the Review Commodities button to navigate to the Commodities for Review Query Form FOICOMM If you have NSF override authority check NSF Override and select Save Saving overrides the non sufficient funds condition View Text Capability You may view text associated with an invoice Select the Document Inquiry button to access the Purchase Blanket Change Order Query Form FPIPURR September 2002 SCT Banner Release 5 4 Confidential Using SCT Banner Finance 8 47 Chapter 8 Finance Operations 8 48 Document Level Accounting Distribution You have the option of assigning the same accounting distribution FOAPAL for all the commodities in the purchase order on the Purchase Blanket Order Form FPAPURR Note When you enter a purchase order into Finance on the Purchase Blanket Order Form and the same accounting distribution applies to all the items listed in the purchase order the system invokes Document Accounting Distribution processing when you view the document from FOQPACT When you navigate to FOQPACT the Item field remains blank when Doc
48. ot know the person s first name you may enter a portion or possible spelling using the percent sign as a wildcard The system will display all names with the specified combination for example BO will display all first names beginning with B Middle name of the person you want to look up If you do not know the person s middle name you may enter a portion or possible spelling using the percent sign as a wildcard The system will display all names with the specified combination for example C will display all middle names or initials beginning with C Indicates wether the user wants to retrieve a listing of persons that have had a change in their Name N or ID number I Birthdate of the person on record Display only Code representing the name type If you do not know the name type request a List or double click the field This will take you to the Name Type Validation List GIVNTYP Select a name type from the list and execute query to retrieve all names in that category lookup List Name Type Validation list GTVNTYP Name Search by Soundex Window Use the Soundex Search Window if you know the approximate spelling of the non person entity for which you want to search Access this window by selecting Name Search by Soundex in the options list SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Chapter 8 Finance Operations Fields Descriptions Buttons Sounds Like
49. oval Queue Maintenance Form FTMAPPQ Enables you to establish document approval queues and optionally associate next queues FTVAPPQ Approval Queue Validation Form FTVAPPQ Enables you to view valid approval IDs descriptions and queue limits FOADOCU Document by User Form FOADOCU Displays an online list of all documents for a specific user Finance Operations Forms This menu provides access to forms for the overall management of the Finance System You can use these forms to enter persons and non persons into the database run comprehensive searches maintain document types obtain document history and NSF information and run reports and queries This section provides you with examples and descriptions for each form within the Finance Operations module Forms in this section flow in the order that they appear on the Finance Operations Menu FINOPER The Finance Operations Menu provides access to the forms and submenus used for Finance System management approvals processing and security Each form contains a description instructions on how to use the form essential field information and a navigational guide For more detailed information on how to use these forms refer to Chapter 3 Processing Finance Non Person Search Form FOICOMP The Finance Non Person Search Form enables you to query companies entities and IDs other than those for individuals Access this form from the Finance Ope
50. perations chapter describes the Finance Operations module and the Financial System Security and the Finance Approval components When you define global database parameters to the system and assign security to users at your site you will use the forms documented in this chapter Features supported by the Finance Operations module and the Financial System Security component follow e Establishment of database security and user profile set up e Rule group and rule class security e Fund fund type and organization level security e Journal voucher encumbrance invoice requisition purchase order and change order approvals e General person identification name ID and entity searches e System wide sequence number generation and maintenance for documents and reports e Finance reports with query capability Note Some forms have online help that replaces the information normally provided in this user manual Please see the online help in Banner for this information More details about online help appear in Chapter 2 Using Banner Menu Navigation Table If you know the seven letter name of the form you want to access you may use Direct Access to bypass the intervening menus To use Direct Access at any menu enter the seven letter name of the form you want at the Direct Access prompt Instructions for accessing menus are in Chapter 2 Using Banner in this manual September 2002 Confidential Access this menu from the Finance S
51. pproval Form FOAUAPP for fixed assets document types It cannot be reached directly from a menu Use this form to view the summary details of a fixed asset adjustment document awaiting approval FOQFACT displays current information for a fixed asset adjustment including document number FOQFACT enables you to view the document detail and override a non sufficient funds condition if it exists Fields Document Number of Items Function Code Item Permanent Tag Seq COA Yr Index Fund Descriptions Buttons Document number and description of the Fixed Asset Number of items on the adjustment Code representing the function of the current adjustment document Line number of the item on the fixed asset From the Item field you may scroll through the assets associated with this adjustment Description of the adjustment Accounting sequence number Code representing the chart of accounts responsible for the adjustment Fiscal year this transaction was processed Code representing the index assigned to this transaction Code representing the fund from which the fixed asset is paid SCT Banner Release 5 4 Using SCT Banner Finance 8 53 Chapter 8 Finance Operations 6 54 Fields Acct Prog Actv Locn Proj NSF NSF Override Amount Descriptions Buttons Code representing the specific person organization or other subdivision of a fund responsible for the fixed asset Cod
52. proval Form FOAUAPP for direct cash receipt document types It cannot be reached directly from a menu Use this form to view the summary details of direct cash receipts awaiting approval FOQDGSR displays current information for a direct cash receipt including document number and line item description Fields Document Trans Date Doc Total Vendor Seq Tax Group Bank Status Ind DC COA September 2002 Confidential Descriptions Buttons Document number of the direct cash receipt Date the transaction was processed and posted to the ledgers Total amount of the cash receipt Code and name representing the vendor associated with this cash receipt Accounting sequence number Code representing the vendor s tax group Code representing the financial institution from which funds will be drawn to pay the invoice Indicate whether the cash receipt can be posted P Postable This cash receipt can be posted N NSF This cash receipt has a non sufficient funds condition attached and cannot be posted Indicates the status of payment Cash has been received The cash receipt has been cancelled Code representing the chart of accounts responsible for this transaction SCT Banner Release 5 4 Using SCT Banner Finance 8 43 Chapter 8 Finance Operations Fields Index Fund Orgn Acct Prog Actv Locn Description Doc Ref NSF Override Amount 8 44 Descriptions Buttons
53. r all the items in the requisition on the Requisition Form FPAREQN Note When you enter a requisition into Finance on the Requisition Form and the same accounting distribution applies to all the items listed in the requisition the system invokes Document Accounting Distribution processing when you view the requisition on FOQRACT When you navigate to FOQRACT the Item field remains blank when Document Accounting Distribution applies There are limits to viewing the items listed in the requisition with Document Accounting Distribution You cannot scroll through the individual commodity items on FOQRACT If you are unfamiliar with the commodity items navigate to the Commodities for Review Query Form FOICOMM to display all the items associated with the requisition Select View Commodities to display FOICOMM SCT Banner Release 5 4 September 2002 8 52 Using SCT Banner Finance Confidential Chapter 8 Finance Operations Fixed Assets Approval Form FOQFACT You cannot approve documents from FOQFACT Approve documents from the User Approval Form FOAUAPP or the Document Approval Form FOAAINP NSF Override does not apply to fixed asset adjustment documents because the adjustments are not affected by available balance checking September 2002 Confidential Use the Fixed Assets Approval Form in conjunction with the Finance Approvals process Note This form can be reached only by selecting the Detail button from the User A
54. rations Menu FINOPER Enter a possible spelling of the name you want in the Name field Select Execute Query or select Search All matching names default You may query any of the fields SCT Banner Release 5 4 Using SCT Banner Finance September 2002 Confidential September 2002 Confidential Chapter 8 Finance Operations If you enter a partial name use the percent sign as a wildcard This tells the system that you want to view all names containing the letter combination you specify For example enter ton to view all names ending in ton enter And to view all names beginning with And or enter bel to view all names containing the bel letter combination This query only form opens in query mode Fields Descriptions Buttons ID Banner ID of the company or entity you want to look up If you do not know the ID number you may enter a portion of the identification number with the percent sign as a wildcard The system will display all ID numbers with the specified combination i e 123 Name Name of the company or entity you want to look up Ifyou do not know the name you may enter a portion or possible spelling using the percent sign as a wildcard The system will display all names with the specified combination for example enter ALL to retrieve all records beginning with ALL Chg Indicates wether the user wants to retrieve a listing of companies that have had a change in their Name N
55. rd of this document to the Approvals in Process Table FOBAINP To override NSF navigate to the appropriate approval form by selecting the Detail button or by using the Options menu on the main window Upon NSF override the system deletes the record Document Disapproval Text Entry Window If you select Disapprove on the main window the Document Disapproval Text Entry Window appears A DOCUMENT IS DISAPPROVED message displays in the window You may change the text of this message to more accurately represent the reason for disapproving a document Select OK to accept the disapproval reason disapprove the document and return to the main window of FOAAINP Select Cancel to clear the disapproval message and return to the main window without disapproving the document Approvals Notification Form FOIAINP 8 56 The Approvals Notification Form FOIAINP displays automatically after you request any of the Banner Finance forms You may also access FOIAINP from the Finance Approval Menu FINAPPR You can use this form at any time to display all documents that await your approval FOIAINP provides a list of documents that you need to approve if the system shows your user ID to be the next approver SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Chapter 8 Finance Operations The Number of Documents on FOIAINP is one of the first forms that you see in SCT Banner Finance For FOIAINP FOIAINP corresponds to the d
56. ria than account for those records that have the same number of matches e The fund matches on this form and the transaction is awaiting approval e The organization matches on this form and the transaction is awaiting approval e The account matches on this form and the transaction is awaiting approval e The program matches in this form and the transaction is awaiting approval e There are no matches However the system matches the record that is the fewest number of levels away from the transaction Note Specify levels using the validation forms for fund organization account and program Fund has a higher selection criteria than organization and organization has a higher selection criteria than account Account has a higher selection criterion than program for those records that are the same number of levels away from the transaction Approval Queue Maintenance Form FTMAPPQ 8 62 Use the Approval Queue Maintenance Form to establish document approval queues and optionally associate next queues Access this form from the Finance Approval Menu FINAPPR You may associate an unlimited number of levels to a queue ID SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential There may be an unlimited number of levels assigned to a queue ID September 2002 Confidential Queue ID Queue Limit Next Queue Eff Date Term date NCHG Date Level User ID Name Approval Limit Chapter 8 Fin
57. ricted funds if applicable Note You cannot enter both a fund and a fund type lookup List Fund Type List FTVFTYP Organization Code representing the organization assigned to this document If you do not know the organization request a List This takes you to the Organization Code Validation Form FTVORGN The system validates organization codes using the Organization Validation Table FTVORGN Enter this field to route documents for approval based on departmental requirements Note You cannot enter both a fund and a fund type lookup List Organization Code Validation Form FTVORGN Account Code representing the account assigned to this document If you do not know the account request a List This takes you to the Account Code Validation Form FTVACCT The system validates organization codes using the Account Validation Table FTVACCT Define this field to further specify document routines Use an account type code to route certain types of accounts e g capital equipment purchases Note You cannot enter both an account and an account type lookup List Account Code Validation Form FTVACCT Account Type Code representing the account type assigned to this document If you do not know the account type request a List This takes you to the Account Type List FTVATYP The system validates account type codes using the Account Type Validation Table FTVATYP Define this field to further specify document routines
58. rocesses Access this form from the Financial System Security Menu FINSECR Select Copy Information or Delete Information from the options list depending on the function you want tot perform Select Save when you are finished September 2002 Confidential SCT Banner Release 5 4 Using SCT Banner Finance 8 27 Chapter 8 Finance Operations Fields Form Process New Form Process Rule Group Title Activity Date Descriptions Buttons Form or process name to be linked to the designated rule class es If you are establishing a new form or process rule group with rule classes already established for a form or process you can copy the rule classes to the new form or process Enter the name of the form or process to copy from in the Form Process field Name of the new form or process Select Copy from the options list to copy the rule groups from the Form Process field to the new form or process User defined code representing the Rule Classes to be associated with the new form or process If you do not know the code request a List This takes you to the Rule Group List FTVRUGR lookup List Rule Group List FTVRUGR Description or title of each rule group Date of the last activity in a record Fund Fund Type Security Maintenance Form FOMUSFN 8 28 Use the Fund Fund Type Security Maintenance Form to define fund and or fund type codes to user IDs Access this form from the Financial System Security M
59. rule group containing the rule classes used by this document If you do not know the rule group request a List This takes you to the Rule Group List FTVRUGR lookup List Rule Group List FTVRUGR Code representing the chart of accounts assigned to this document All codes using this chart of accounts will be routed to this queue If you do not know the chart of accounts request a List This takes you to the Rule Group List FTVCOAS lookup List Rule Group List FTVCOAS Code representing the fund assigned to this document If you do not know the fund request a List This takes you to the Fund Code Validation Form FTVFUND The system validates fund codes using the Fund Validation Table FTVFUND If you enter a high level fund the system routes its subordinate funds to this queue unless a more specific queue definition exists containing the subordinate fund or a fund closer in the hierarchy lookup List Fund Code Validation Form FTVFUND SCT Banner Release 5 4 September 2002 Confidential Chapter 8 Finance Operations Fields Descriptions Buttons Fund Type Code representing the fund type assigned to this document If you do not know the fund type request a List This takes you to the Fund Type List FTVFTYP The system validates fund type codes using the Fund Type Validation Table FTVFTYP You may enter either Level 1 or Level 2 Fund Types Use these fund type levels to differentiate routing unrestricted and rest
60. s Descriptions Buttons Orig ID ID for the user for whom you want to display documents COA Chart of accounts Fiscal Year Fiscal year Type Allowable values are as follows REQ Requisition PO Purchase Order ENC General Encumbrance INV Invoice JV Journal Voucher blank All documents SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Chapter 8 Finance Operations Fields Descriptions Buttons Document Number representing the document you want to query To view all documents assigned to this user leave this field blank To query one or more specific documents either enter a document number or the wildcard Status Status of the documents you want displayed To display all documents leave this field blank Activity Date Beginning activity date for which documents can be displayed From Activity Date To Ending activity date for which documents can be displayed Document Status for this document Sta Otus Document Type Type of this particular document Document Code Code that represents this document Chg No Sequence number associated with change orders that apply to this document Sub No Submission number associated with journal vouchers and invoices that apply to this document Description Short description of this document Activity Date Date associated with this document Document Amount of the transaction Amount Deny Doc Button that indicates when highlighted that the documen
61. s a debit This transaction is a credit Number assigned to the deposit associated with this journal voucher SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Chapter 8 Finance Operations Fields Descriptions Buttons NSF Indicates whether a Non sufficient Funds condition is attached to Status this document P Postable This document is postable a non sufficient funds condition does not exist N NSF A non sufficient funds condition exists If you have override authority you may select the NSF Override checkbox to override this condition NSF Override Checkbox indicates whether the user has Non Sufficient Funds override authority Ifyou have NSF override authority check NSF Override and select Save Saving overrides the non sufficient funds condition Selected User has NSF override authority Cleared User does not have NSF override authority View Text Capability You may view text associated with an invoice Select Text Information from the options list to access the General Text Entry Form FOATEXT Purchase Order Approval Form FOQPACT You cannot approve documents Use the Purchase Order Approval Form in conjunction with the Finance Approvals from FOQPACT Approve process documents from the User Approval Form FOAUAPP or the Document Approval Form Note This form can be reached only by selecting the Detail button from the FOAAINP User Approval Form FOAUAPP for purchase
62. specific activity will take place SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Fields Current Encumbrance Amount Amount NSF NSF Override Chapter 8 Finance Operations Descriptions Buttons Code representing the project for cost accounting tracking purposes Amount of the encumbrance for this transaction Amount of the transaction Indicates whether a non sufficient fund condition exists with this document Y Yes This document has a non sufficient funds condition attached N No This document does not have a non sufficient funds condition attached Checkbox indicates whether the user has Non Sufficient Funds override authority Ifyou have NSF override authority check NSF Override and select Save Saving overrides the non sufficient funds condition Selected User has NSF override authority Cleared User does not have NSF override authority View Text Capability You may view text associated with an invoice by selecting Text Information from the options list This takes you to the General Text Entry Form FOATEXT Invoice Credit Memo Approval Form FOQINVA You cannot approve documents from FOQINVA Approve documents from the User Approval Form FOAUAPP or the Document Approval Form FOAAINP September 2002 Confidential Use the Invoice Credit Memo Approval Form in conjunction with the Finance Approvals process Note This form can be reached only by se
63. st STVMRTL lookup List Marital Status Validation list STVMRTL Code representing the individual s religion If you do not know the individual s religion request a List or double check the field This will bring you to the Religion Code Validation list STVRELG lookup List Religion Code Validation list STVRELG Code representing the individual s legacy If you do not know the individual s legacy request a List or double check the field This will bring you to the Legacy Code Validation list STVRELG lookup List Legacy Code Validation list STVRELG Veteran File Number of the individual Pull down list identifies the individual s military service era Other Eligible Veteran Only Eligible veteran who did not serve in Vietnam Vietnam Veteran Only Vietnam veteran who does not meet the criteria for other eligible veterans Both Vietnam and Other Eligible Veteran Vietnam veteran who meets the criteria for other eligible veterans None This individual has no military record Checkbox indicates whether the individual is deceased Selected This individual is deceased Cleared This individual is not deceased Date the individual died SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Chapter 8 Finance Operations Document Type Maintenance Form FTMDTYP Use the Document Type Maintenance Form to define document type codes and descriptions Access this form fr
64. t Postal carrier specified code representing the delivery point associated with this address Correction Digit Postal carrier specified code representing the correction digit associated with this address Carrier Route Postal carrier specified code representing the carrier route associated with this address ID Name Source Information Window Access this window to identify an original source ID number Fields Descriptions Buttons User Name of the person who created the record Origin Form where the record was created Finance General Person Form FOAPERS Use the Finance General Person Form to enter personal data for an individual with an established identification number Access this form from the Finance Operations Menu FINOPER To view the ID information for an existing ID enter the ID number you may select an ID by selecting the ID button Select Next Block To generate a new ID number enter NEXT and select Next Block Specify the subsequent optional information as desired SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Fields Gender Date of Birth SSN SIN TFN Age Confidentiality Citizen Ethnic September 2002 Confidential Chapter 8 Finance Operations Descriptions Buttons Banner ID of the person you want to look up or add information If you do not know the ID number request a List This will take you to the Finance Person Search Form FOIIDEN butt
65. t Query Form FFIADJF Select Next Block from FFIADJF SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential Document Approval Form FOAAINP September 2002 Confidential Chapter 8 Finance Operations Use the Document Approval Form to display all the queues levels responsible for the approval of a specified document Access this form from the Finance Approval Menu FINAPPR You may also access this form by selecting the Queues button from the User Approval Form FOAUAPP Document Type Chg Seq Num Sub Num Queue ID Queue Description Queue Level Appr Level Queue Level User Descriptions Buttons Number of the document you want to approve This field will be populated if you navigated to this form by selecting the Approve button on FOAUAPP Code representing the type of document If you do not know the document type or if you want to assign a new document type to this number request a List This takes you to the Document Type List FTVDTYP This field will be populated if you navigated to this form by selecting the Approve button on FOAUAPP lookup List Document Type List FTVDTYP Sequential number assigned to a change when querying change orders or encumbrance changes Submission number associated with journal vouchers Code representing the queue associated with the document awaiting review description of the queue code representing the level of the appro
66. t is pending approval Select to deny and re open the document Approval Queue Validation Form FTVAPPQ Use the Approval Queue Validation Form to view valid approval IDs descriptions and queue limits Access this form from the Finance Approval Menu FINAPPR September 2002 SCT Banner Release 5 4 Confidential Using SCT Banner Finance 8 65 Chapter 8 Finance Operations This is a query only form bk S A v R A Queue ID ID number of the queue you want to define Description Description of the documents awaiting review Next Queue ID number of the next queue Queue Limit Established dollar amount reflecting the limit to which a document is subject for review 999999999 99 represents infinity Approval Indicates whether the document is to be reviewed for approval Required d q Y Yes This document is to be reviewed for approval N No This document does not need to be reviewed for approval SCT Banner Release 5 4 September 2002 8 66 Using SCT Banner Finance Confidential
67. the User Profile List FOBPROF If you are establishing a new user organization relationship with organization codes already established for an existing user you can copy the organization codes using Copy from User ID lookup List User Profile List FOBPROF Copy from User Banner ID of the user with fund fund type designations you want ID to copy If you do not know the User ID request a List This takes you to the User Profile List FOBPROF lookup List User Profile List FOBPROF Include COA Code representing the chart of accounts you want to include in Code the copied information If you do not know the Chart of Accounts request a List This takes you to the Chart of Accounts List FTVCOAS You may use wildcard characters in this field lookup List Cart of Accounts List FTVCOAS Exclude COA Code representing the chart of accounts you want to exclude in Code the copied information If you do not know the Chart of Accounts request a List This takes you to the Chart of Accounts List FTVCOAS You may use wildcard characters in this field lookup List Cart of Accounts List FTVCOAS Include Code representing the organization you want to include in the Organization copied information If you do not know the Chart of Accounts request a List This takes you to the Organization Code Validation Form FTVORGN You may use wildcard characters in this field lookup List Organization Code Validation Form FTVORGN S
68. the vendor to be deducted from this invoice Total amount of taxes as established with the vendor s tax group to be added to the total cost of the commodities on this invoice Additional amount to be added to individual commodity items or to the total extended cost of the invoice to allow for surplus charges for example shipping Net amount of the invoice SCT Banner Release 5 4 Using SCT Banner Finance 8 41 Chapter 8 Finance Operations 8 42 Fields Descriptions Buttons NSF Indicates whether a non sufficient fund condition exists with this document Y Yes This document has a non sufficient funds condition attached N No This document does not have a non sufficient funds condition attached NSF Override Checkbox indicates whether the user has Non Sufficient Funds override authority Ifyou have NSF override authority check NSF Override and select Save Saving overrides the non sufficient funds condition Selected User has NSF override authority Cleared User does not have NSF override authority From the Item field you may scroll through the commodities associated with this invoice Select Count Hits from the Item field to navigate to the Commodities for Review Query Form FOICOMM You may also select View Commodities from the options list View Text Capability You may view text associated with an invoice Select Query Document from the options list to access the Invoice Credit Memo Query Form FAIINVE Sele
69. this field blank if the address is always effective Checkbox indicates whether the address type is no longer active Selected This address is inactive Cleared This address is active Identifies how you obtained the address If you do not know the source request a List or double click the field This takes you to the Address Source Code Validation STVASRC lookup List Address Source Code Validation STVASRC Banner User ID number of the person who created this record Date of the last activity in a record Area code phone number and extension of an individual or entity If you do not know the phone number or would like to establish a phone number for this specific address request a List or select the search button This takes you to the Telephone Form Finance FOATELE button List Telephone Form Finance FOATELE Code representing the phone type If you do not know the phone type request a List or double click the field This takes you to the Telephone Type Validation STVTELE lookup List Telephone Type Validation STVTELE SCT Banner Release 5 4 Using SCT Banner Finance 8 15 Chapter 8 Finance Operations Delivery Information Window To access this window navigate to the ZIP PC field on the Address Information Window then select the Delivery button Enter your postal carrier specified Delivery Point Correction Digit or Carrier Route as desired Fields Descriptions Buttons Delivery Poin
70. to an existing record Optional 20 character limit Individual s suffix of name for example Jr Sr This field is active and may be overwritten if you are making changes to an existing record Optional 20 character limit Company s or entity s name required however you cannot supply both person and non person name information under the same ID 60 character limit SCT Banner Release 5 4 September 2002 Confidential September 2002 Confidential Chapter 8 Finance Operations Alternate Information Window Use the Alternate Information Window to enter an alternate name for a person or company Access this window by selecting Previous Identification from the options list Select Save when you finish entering the alternate name information Aa ee A et Alternate ID Alternate ID number of an individual or entity Last Name Alternate last name of an individual First Name Alternate first name of an individual Middle Name Alternate middle name of an individual Name Type Code representing the alternate name type If you do not know the name type request a List or double click the field This will take you to the Name Type Validation List GTVNTYP Select a name type from the list and execute query to retrieve all names in that category lookup List Name Type Validation list GTVNTYP Change Pull down list options indicate wether the user wants to make a change to a person s Name or ID number Activity Date
71. tor and its corresponding definition Finance Person Search Form FOIIDEN To view all names in the Finance database leave the name fields blank and execute the search To narrow your query enter a value in the name fields September 2002 Confidential Use the Finance Person Search Form to make an online alphanumeric phonetic query of the name or ID for an individual person in your system Access this form from the Finance Operations Menu FINOPER This is a query only form Search Identifiers N displays in the Chg field signifying a name change was made to that record I displays in the Chg field signifying an ID change occurred to that record SCT Banner Release 5 4 Using SCT Banner Finance 8 9 Chapter 8 Finance Operations Fields Last Name First Name Middle Name Chg Birthdate Type Descriptions Buttons Banner ID number of the person you want to look up If you do not know the ID number you may enter a portion of the identification number with the percent sign as a wildcard The system will display all ID numbers with the specified combination i e 123 Last name of the person you want to look up If you do not know the person s last name you may enter a portion or possible spelling using the percent sign as a wildcard The system will display all names with the specified combination for example An Yoder son First name of the person you want to look up If you do n
72. transaction Code representing the index assigned to this transaction Code representing the fund from which the journal voucher is paid SCT Banner Release 5 4 Using SCT Banner Finance 8 45 Chapter 8 Finance Operations Fields Acct Prog Actv Locn Description Doc Ref Encumbrance Seq Action Amount DC Deposit Number 8 46 Descriptions Buttons Code representing the specific person organization or other subdivision of a fund responsible for the journal voucher Code representing the specific individual asset liability equity revenue expenditure and or transfer account classifications within a fund from which the payment of the journal voucher will be drawn Code representing the group activities operations or other units directed to attaining specific objectives to which the purchase on the journal voucher will be applied Code representing a temporary unit of work or short duration project within a program to which the purchase on the journal voucher will be applied Code representing the physical location or site in which the specific activity will take place Description of this accounting sequence Document Reference number Code representing the encumbrance document sequence number and action if total or partial Used only if this was used to liquidate an encumbrance Amount of the transaction Indicates whether this transaction is a Debit or Credit This transaction i
73. ttons User ID Banner ID of the user as established on the User Profile Maintenance Form FOMPROF If you do not know the User ID request a List This takes you to the User Profile List FOBPROF If you are establishing a new user rule group relationship with rule group codes already established for an existing user you can copy the rule group codes using Copy User ID lookup List User Profile List FOBPROF Copy User ID Banner ID of the user with rule group relationships you want to copy If you do not know the User ID request a List This takes you to the User Profile List FOBPROF lookup List User Profile List FOBPROF Rule Group Code representing the rule group to be associated with the user If you do not know the code request a List This takes you to the Rule Group List FTVRUGR lookup List Rule Group List FTVRUGR Description Description of the rule group Activity Date Date of the last activity in a record User Profile List Form FUVPROF September 2002 Confidential The User Profile List Form gives you an online list of all of the users currently assigned to your system along with their corresponding User ID number their assigned chart of accounts and the most recent activity date recorded by the user Access this menu from the Finance Security Menu FINSECR This form is query only Fields Descriptions Buttons COA Code representing the Charts of Accounts assigned to the users in your system
74. ty access Rule Group Security Maintenance Form FOMUSRG Enables you to establish rule group user ID relationships User Profile List Form FUVPROF Provides an online list of all of the users currently assigned to your system along with their corresponding user ID number their assigned chart of accounts and the most recent activity date recorded by the user Finance Approval Menu FINAPPR Access this menu from the Finance Operations Menu FINOPER FOAUAPP FOAAINP FOIAINP September 2002 Confidential User Approval Form FOAUAPP Provides an online list of unapproved documents by document type Document Approval Form FOAAINP Provides a display of all the queues levels responsible for the approval of a specified document Approvals Notification Form FOIAINP Provides a list of documents that you need to approve if the system shows your user ID to be the next approver SCT Banner Release 5 4 Using SCT Banner Finance 8 5 Chapter 8 Finance Operations FOIAPPH Document Approval History Form FOIAPPH Provides an online display of the approval history for a specified document FOIAPHT Approval History Form FOIAPHT Provides an online display of documents sorted by document code FOMAQRC Approval Queue Routing Codes Form FOMAQRC Enables you to establish routing paths for documents by document type rule group and chart of accounts FTMAPPQ Appr
75. umbers with an ID and an address type Access this form from the Finance Operations Menu FINOPER SCT Banner Release 5 4 Using SCT Banner Finance September 2002 Confidential Chapter 8 Finance Operations Before you use this form you must first use the Person Identification Form Finance FOAIDEN to enter a person into the system Enter the ID of the individual or entity Select ID to view a list of existing ID numbers in your system Select Next Block to access the phone information fields You may have multiple phone The system updates the phone numbers address type values and sequence numbers and one address type for a particular vendor numbers on FOATELE You may have different addresses for one address type hence the need for sequence numbers If you update the primary status for a phone number on FOATELE save the data again to update the address type phone type and phone numbers on FOAIDEN Fields Phone Type Area Code Phone Number Phone Ext Address Type September 2002 Confidential Descriptions Buttons Banner ID of the person you want to look up or add telephone information Ifyou do not know the person s ID number request a List This takes you to the Person Search Form FTIIDEN or the Finance Non Person Search Form FOICOMP button List Person Search Form FTIIDEN button List Finance Non Person Search Form FOICOMP Type of phone line associated with the person Ifyou
76. ument Accounting Distribution applies The Total field contains the purchase order total for that particular accounting record when Document Accounting Distribution applies There are limits when you view the commodities listed in the purchase order with Document Accounting Distribution You cannot scroll through the individual commodity items on FOQPACT If you are unfamiliar with the commodity items navigate to the Commodities for Review Query Form FOICOMM to display all the items associated with the requisition Select Review Commodities to display FOICOMM Fields Descriptions Buttons Purchase Order Document number of the purchase order Chg Seq Sequence number assigned if the original purchase order has been changed Vendor Code and name of the vendor from who the services or commodities are purchased Item Line item number of the commodity as it appears on the purchase order Commodity Description of the commodity Trans Date Date the transaction was processed or posted to the ledgers Seq Accounting sequence number COA Code representing the chart of accounts responsible for the payment of this purchase order SCT Banner Release 5 4 September 2002 Using SCT Banner Finance Confidential September 2002 Confidential Fields Index Fund Orgn Acct Prog Actv Locn Extended Amt Discount Amt Tax Amt Additional Amt Total Proj Chapter 8 Finance Operations Descriptions Buttons Fisc
77. unts List FTVCOAS You may use wildcard characters in this field lookup List Cart of Accounts List FTVCOAS Code representing the Fund Type you wan to include in the copied information If you do not know the Fund Types request a List This takes you to the Fund Type List FTVFTYP You may use wildcard characters in this field button List Fund Type List FTVFTYP Code representing the Fund Type you wan to exclude in the copied information If you do not know the Fund Types request a List This takes you to the Fund Type List FTVFTYP You may use wildcard characters in this field button List Fund Type List FTVFTYP Code representing the Fund you want to include in the copied information If you do not know the Fund Types request a List This takes you to the Fund Code Validation Form FITVFUND You may use wildcard characters in this field button List Fund Code Validation Form FIVFUND Code representing the Fund you wan to exclude in the copied information If you do not know the Fund request a List This takes you to the Fund Code Validation Form FIVFUND You may use wildcard characters in this field button List Fund Code Validation Form FTVFUND SCT Banner Release 5 4 Using SCT Banner Finance 8 29 Chapter 8 Finance Operations FTYP Fund Title Access Activity Date Descriptions Buttons Code representing the chart of accounts assigned to the user ID If you do not know the c
78. val in the queue Indicates whether a document will be approved This document will be approved blank This document is awaiting review Listing of documents in the queue Level of the documents in the queue awaiting approval The user associated with the document awaiting approval SCT Banner Release 5 4 Using SCT Banner Finance 8 55 Chapter 8 Finance Operations Fields Descriptions Buttons In suspense Indicates whether the document is in suspense if it is incomplete not yet approved or rolled back in the posting process Y The document is in suspense N The document is not in suspense Select Approval History from the options list to access the Approval History Form FOIAPHT You may approve and or disapprove documents on FOAAINP Select the Approve or the Disapprove buttons to complete the desired action Ifyou choose Disapprove refer to the description of the Document Disapproval Text Entry Window that follows When no records exist for a document in the Approvals in Process Table FOBAINP the Approvals Process FORAPPL checks documents for NSF item indicators If no NSF indicator flags exist the system deletes the record of this document from the Unapproved Document Table FOBUAPP The system inserts a record into the Approved Document Table FOBAPPD If NSF indicator flags exist FORAPPL issues a warning message The system routes documents to the NSF Queue for final approval The system adds a reco
79. y for a specified document Access this form from the Finance Approvals Menu FINAPPR You may also access FOIAPPH from the Document Approval Form FOAAINP or the User Approval Form FOAUAPP by selecting the Approval History button September 2002 SCT Banner Release 5 4 Confidential Using SCT Banner Finance 8 57 Chapter 8 Finance Operations Fields Descriptions Buttons Document Code Code representing the document you want to look up Doc Type Type of document associated with the document code Chg Seq Sequential number assigned to a change when querying change orders or encumbrance changes Sub Num Submission number associated with journal vouchers Queue ID Code representing the queue where the document awaited approval Queue Level Level in the queue where the document was approved Approver s Name of the user who approved the document Name Approved Date Date the document was approved Originating User User who originated the document When no records exist for a document in the Approvals in Process Table FOBAINP the Approvals Process FORAPPL checks documents for NSF item indicators If no NSF indicator flags exist the system deletes the record of this document from the Unapproved Document Table FOBUAPP The system inserts a record into the Approved Document Table FOBAPPD If NSF indicator flags exist FORAPPL issues a warning message The system routes documents to the NSF Queue for final approval The
80. ystem Menu FINANCE FOICOMP Finance Non Person Search Form FOICOMP Enables you to query companies entities and IDs other than those for individuals FOIDOCH Document History Form FOIDOCH Provides an online display of the processing history for a document by a selected document type and code FOIIDEN Finance Person Search Form FOIIDEN Enables you to make an online alphanumeric phonetic query of the name or ID for an individual person in your system FOAIDEN Person Identification Form Finance FOAIDEN Enables you to establish and maintain an ID number for a person or entity FOAPERS Finance General Person Form FOAPERS Enables you to enter personal data for an individual with an established identification number SCT Banner Release 5 4 Using SCT Banner Finance 8 3 Chapter 8 Finance Operations FIMDTYP Document Type Maintenance Form FTMDTYP Enables you to define document type codes and descriptions FOASEQN Sequence Number Maintenance Form FOASEQN Enables you to create and maintain system generated sequence numbers for documents and other numbered items by code and description FOMFSEQ Document Number Management Form FOMFSEQ Enables you to set up document code prefixes and sequence numbers FOATELE Telephone Form Finance FOATELE Enables you to associate multiple phone numbers with an ID and an address type FTIIDEN Entity Name ID Search Form F

Using SCT Banner Finance / Finance Operations / Chapter 8 / 5.4

Contents

Download Pdf Manuals

Related Search

Related Contents