Training Presentation

Training Presentation Banner for Budget Personnel By Emily Ann Cimillo EME 6601-001 Fall 2005 – Dr. Victoria Brown

Introduction • Banner is a 3-part system that gives users detailed information regarding accounts at FAU. • The systems are: Banner Production, Web Finance and Eprint. • This presentation will take you through all three systems, and show you how they are all related to each other.

Web Finance Business Office YOU DSR Banner Eprint FinTrack Controller Office Introduction • Teamwork is a big part of this process. • You will be working with many different areas and systems. • These are just to name a few….

Introduction • You will notice (when Banner is running), a small icon of a coffee cup. With that in mind, I’d like to introduce you to your tour guide for this program: Banner Buddy….. Hi! I’ll be your guide. Keep an eye out for me, and I’ll show you what you need to know.

Try This! Introduction When you see a “Try This!” button like the one in the top right corner, just click on it and you can practice what I’m showing you. Try it now! Then you can click the “Return” button to come back to me.

Introduction Welcome Back! Keep in mind that some of these screens in Banner will be useful for all types of accounts. So, if you are viewing this presentation in its entirety, some material may appear repetitious.

First Step • You will need to set up an Excel Spreadsheet to keep track of your expenses and budget, if you haven’t done so already. • Or, use FinTrack – an Access Database used to track expenses and contracts. You can obtain a copy of it from your College’s Business Manager. Click the link below to see sample screens of FinTrack. FinTrack

Part 1 contains information related to each particular type of account and describes which screens/reports you can use to maintain correct balances. Part 2 contains information that can be used for all types of accounts and allows you to search for specific information. Click on a hyperlink to go to that part of the presentation. Content Areas • Part 1: Checking Account Balances • State Accounts • Grant Accounts • Auxiliary Accounts • Part 2: Checking Encumbrances & Financial Documents • PO’s, Requisitions, and Invoices. • Employee Contracts & Encumbrances

These are the types of accounts you will be dealing with. Clicking on each of them will show you how you can check balances for each type of account or just continue to the next slide to see them all. Types of Accounts • State Accounts – “GTAIDS” or Grant and Aids. • Grant Accounts – There are Federal, Federal Flow-Through, Non-Federal, Corporate, Foundation and Overhead. • Auxiliary Accounts – Used for various administrative purposes, such as lab fee accounts, and club accounts. State Grant Auxiliary

Part I: Checking Account Balances in Banner for State accounts You’ve been to Banner training, so you are familiar with this first screen. This screen will take you to any form that you need. The first we will go to is FGIBAVL.

Banner - FGIBAVL • In this form, you will be able to view your available balances in each budget pool (Salaries & Benefits, OPS, Expense, etc.). • It will show your “Year to Date” activity, your “Commitments” (encumbrances) and your “Available Balance”. • To view more detailed information, you will need to access other screens. This will be described later.

Try This! Banner (cont.) - FGIBAVL By entering the Index, the Fund, Org, & Program codes will populate. Enter the account code 110000 to get all categories, or enter the account code you prefer to see.

Checking Account Balances (cont.) in Eprint for State Accounts You’ll be logging into this later on. But, first, let’s discuss what you will see and where you should go.

Checking Account Balances (cont.) Eprint Reports • Another way to check for available balance in your account is to access the Eprint Reports. • Specifically, the “Report of Budget” will and should give you your account balance as did FGIBAVL in Banner. • You will also be accessing the “Organization Detail Activity Report” to view details of your account. You will need to select your Organization (Org.) when you select this report, and can do this by clicking on the Drill.

Eprint – Report of Budget You will need to go to the WFBEGLE Report. You can find it by clicking NEXT until you see it, or by selecting it from the pull down window. You will need to select “PDF” to get the most up to date information.

Eprint – Report of Budget (cont.) Once in the report, you can search for your Org. by clicking on the Binoculars. My Org. was B12000, so here is my information. (Oh, and by the way, if you see a negative balance, you’ll need to find out why!)

Eprint – Organization Detail Activity Report You will need to go to the FGRODTA Report, or the “Organization Detail Activity.” You will need to select the “Drill” and choose your report. You can either select a particular month report, or a Fiscal Year to Date Report. Just pay attention to the dates in the list and make your selection. I mostly use the Fiscal Year to Date Reports, myself.

Try This! Eprint – Organization Detail Activity Report (cont.) Here is a sample page of this report. Notice that all charges are listed under their account codes, and each account code is totaled.

Part I: Checking Account Balances in Banner for Grant accounts Ok, we’ve been here with State accounts, so I’m sure you’ve gotten the hang of this. This screen will take you to any form that you need. The first we will go to is FGIBAVL.

Banner - FGIBAVL • This form is also useful for Grant accounts. • In this form, you will be able to view your available balances in each budget pool (Salaries & Benefits, OPS, Expense, Sub-contract, Grant Office Supply, etc.). • It will show your “Year to Date” activity, your “Commitments” (encumbrances) and your “Available Balance”. • To view more detailed information, or “Grant Life to Date” you will need to access other screens or reports. This will be described later.

Checking Account Balances (cont.) in Eprint for Grant Accounts Ok, we’re back to Eprint to view reports that are used to help track grant accounts.

Checking Account Balances (cont.) Eprint Reports for Grants • The “Report of Budget” will give you your account balance as did FGIBAVL in Banner. • You will also be accessing the “Organization Detail Activity Report” to view details of your account. You will need to select your Organization (Org.) when you select this report, and can do this by clicking on the Drill, as we did with the State accounts. • The third report we will be looking at, is the “Grant Inception to Date Report.” Since many grants are multi-year awards, this report will show your expenses from the start of the grant.

Eprint – Grants Report of Budget You will need to go to the WFBGRNT Report. You can find it by clicking NEXT until you see it, or by selecting it from the pull down window. You will need to select “PDF” to get the most up to date information.

Eprint – Grants Report of Budget (cont.) Once in the report, you can search for your Fund by clicking on the Binoculars. My Fund was 120079, so here is my balances for this fund.

Eprint – Organization Detail Activity Report You will need to go to the FGRODTA Report, or the “Organization Detail Activity.” You will need to select the “Drill” and choose your Org. You can either select a particular month report, or a Fiscal Year to Date Report. Just pay attention to the dates in the list and make your selection. I mostly use the Fiscal Year to Date Reports, myself.

Eprint – Organization Detail Activity Report (cont.) First, select the Magnifying Glass, then select “Pick Values Manually”, click on the Org. (I have selected the B11042 org. for Federal Grants) and then click “Get the Report.”

Try This! Eprint – Organization Detail Activity Report (cont.) Choose to view the PDF report. Once in the report, use the binoculars to search for your fund. (I’ve searched for 120079). Here is a sample page of this report.

Eprint – Grant Inception to Date Report You will need to go to the WFBGRINC Report, or the “Grant Inception to Date Report.” You will need to select the “Drill” and choose the most recent report. Select the PDF file and use the binoculars to find your account.

Eprint – Grant Inception to Date Report Here is a sample of this report. Contracts and Grants are just developing this report, so you should be able to view your account information soon.

Part I: Checking Account Balancesin Banner for Auxiliary accounts Ok, here we are once again. Sorry for the repetition, but once again we are going to start with the FGIBAVL screen.

Banner - FGIBAVL • In this form, you will be able to view your available balances in each budget pool (Salaries & Benefits, OPS, Expense, etc.). • It will show your “Year to Date” activity, your “Commitments” (encumbrances) and your “Available Balance”. • To view more detailed information, you will need to access other screens. This will be described later.

Checking Account Balances (cont.) in Eprint for Auxiliary Accounts Back into Eprint! There is a Report of Budget for Auxiliaries, as well as, the Organization Detail Activity Report.

Checking Account Balances (cont.) Eprint Reports • Another way to check for available balance in your account is to access the Eprint Reports. • Specifically, the “Report of Budget” will and should give you your account balance as did FGIBAVL in Banner. • You will also be accessing the “Organization Detail Activity Report” to view details of your account. You will need to select your Organization (Org.) when you select this report, and can do this by clicking on the Drill.

Eprint – Report of Budget You will need to go to the WFBMIX-AUX Report. You can find it by clicking NEXT until you see it, or by selecting it from the pull down window. You will need to select “PDF” to get the most up to date information.

Eprint – Report of Budget (cont.) Once in the report, you can search for your Org. by clicking on the Binoculars. My Fund/Org. was SCIE02/B01101.

Eprint – Organization Detail Activity Report You will need to go to the FGRODTA Report, or the “Organization Detail Activity.” You will need to select the “Drill” and choose your report. You can either select a particular month report, or a Fiscal Year to Date Report. Just pay attention to the dates in the list and make your selection. I mostly use the Fiscal Year to Date Reports, myself.

Try This! Eprint – Organization Detail Activity Report (cont.) Here is a sample page of this report for an Auxiliary account.

Part 2: Checking Encumbrances We’ll spend most of our time in WebFinance, and a little more time in Banner & Eprint. Just to keep you on your toes, we’ll begin with WebFinance. Later, you can use the hyperlink to return to any part. • Banner – You’ve checked your available balance here, but there is so much more you can use Banner for. We’ll look at others useful screens. (No way can we cover them all, but once you are really comfortable with these, you’ll be fine with any others.) • Eprint – You’ve seen reports that give your account balance. You’ve also seen reports that give you more detail (such as the Organization Detail Activity and the Grant Inception to Date Reports). We’ll also look at a couple other useful reports. • Web Finance– This is also commonly known as “Banner Owls”. You haven’t been here yet, so we’ll spend some time with this application.

WebFinance As I am sure that this is familiar to you, you will be logging in here. (Don’t forget that you need your Z# for this log-in!) In many ways, this system is much more user-friendly than Banner. But, you can decide that for yourself.

WebFinance (cont.) We will only focus on the “Financial Information Menu”. There are three options here that we will take a look at…… Budget Queries, Encumbrance Queries, and View Documents. You won’t need to worry about the others (at least for now…..) We’re all still growing with this system. 

WebFinance – Budget Queries I normally select the second type of query, “Budget Status by Organizational Hierarchy,” in screen shot #. Check off the boxes as shown in screen shot #2. When you enter your Index, and press “Submit Query”, the Fund, Org, Program and Activity codes automatically populate. Press “Submit Query again to see your account. #1 #2 #3

WebFinance – Budget Queries (cont.) By clicking first on the Organization (in this case B12000), then clicking on one of the “Account Types”, you will see more details about your account. After selecting “70”, I’ve also selected “71” on the following screen.

Try This! WebFinance – Budget Queries (cont.) As you can see from this screen, all of your expenses are broken down by account code. You will be able to see further details of your expenses, whether they have been paid (shown under “Year to Date”, encumbered (your Purchase Orders and TARs will be listed here until they are paid), or reserved (your requisition is shown as a reservation until the Purchase Order is completed). You can see these details by placing your mouse over any of the amounts. If there is information for you to see, the amount will be underlined, so you can click into it.

WebFinance - Encumbrance Queries Pssst…..Wait! Before we continue on to Encumbrance Queries, I must leave you with one more thought on the budget queries….. Although this is rare, if you see a discrepancy between the available balance in WebFinance and the available balance in Banner, try one thing before you get really worried. Once you enter your index in WebFinance and click “Submit,” remove the “Activity” and “Program” codes. Then press “Submit.” This will allow WebFinance to query the account as Banner does (with the Fund and Org. only). Keep in mind that this is rare, though. You shouldn’t have to worry about this for most of your accounts. Ok? Ok. Let’s continue on to the Encumbrance Queries!

WebFinance - Encumbrance Queries (cont.) Selecting “Encumbrance Queries” gives a next screen similar to the “Budget Query. Still enter your Index, click “Submit Query” and see the Fund, Org, Program and Activity codes populate. Before continuing, enter the account type. (hint: Use only expense account types, otherwise your personnel encumbrances will cause your system to hang.) Then click “Submit Query.”

Try This! WebFinance - Encumbrance Queries (cont.) Here you will see a summary of all your encumbrances. It gives you the Account Code, the Document number, any liquidations, the current commitment and the percentage used. This is especially helpful near year-end, so that you can see what is left in each of your P.O.s.

WebFinance – View Documents Now that you have some documents from the “Encumbrance Query,” let’s go back to this screen, and select “View Document” as I’ve done here.

WebFinance – View Documents (cont.) You can use one of the document codes that you got from your Encumbrance Query earlier. Just choose the type (any of those listed in the drop down box) and enter the “Document Number.” Press “View Document.”

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