Banner Fixed Assets Custodian Training

1. Banner Fixed Assets Custodian Training Managing Fixed Assets in the Banner Finance System Class TEST Banner: https://antrim.vcu.edu:9099/ My TEST Banner: https://antrim.vcu.edu:9099/forms90/f90servlet?config=test (pprd) Also, have this website up for class – in User Guide: http://www.vcu.edu/fmd/fmdsurplus.htmClass TEST Banner: https://antrim.vcu.edu:9099/ My TEST Banner: https://antrim.vcu.edu:9099/forms90/f90servlet?config=test (pprd) Also, have this website up for class – in User Guide: http://www.vcu.edu/fmd/fmdsurplus.htm

2. Fall 2007 2 Read Screen.Read Screen.

3. Fall 2007 3 Banner Navigation Banner navigation is essential prior to this class.Banner navigation is essential prior to this class.

4. Fall 2007 4 Where do I get help? This is where you will find the User Guide and Training PowerPoint presentation. We will follow along in the User Guide at times, so when you leave here, you can replicate what was done. http://www.controller.vcu.edu/finreporting/fixedassets.htm http://blackboard.vcu.edu Please use this web page as a reference if you need to review any other information. Fixed Asset questions: Connie Jefferson, Fixed Assets Accounting(804) 828-0848, e-mail: ctjeffer@vcu.edu General Banner questions: Deana Villani, HR Training & Development(804) 828-0973, e-mail: dmvillani@vcu.eduThis is where you will find the User Guide and Training PowerPoint presentation. We will follow along in the User Guide at times, so when you leave here, you can replicate what was done. http://www.controller.vcu.edu/finreporting/fixedassets.htm http://blackboard.vcu.edu Please use this web page as a reference if you need to review any other information. Fixed Asset questions: Connie Jefferson, Fixed Assets Accounting(804) 828-0848, e-mail: ctjeffer@vcu.edu General Banner questions: Deana Villani, HR Training & Development(804) 828-0973, e-mail: dmvillani@vcu.edu

5. Fall 2007 5 Fixed Assets Policies & Responsibilities The Fixed Asset Custodian must: Read and UNDERSTAND the FA policies! Maintain assigned assets in Banner for the required annual FA audit, due by June 30 each year. All assets are assigned to a Fixed Asset Custodian ID or FC#. (Example: FC12345678) This number is assigned by Fixed Asset Accounting The Fixed Asset Custodian must: Read and UNDERSTAND the FA policies! (These are found in your packet as well as on the website we just discussed.) Maintain assigned assets in Banner for the required annual FA audit, due by June 30 each year. *It should be noted that we do random spot checks to make sure everyone is on target for the annual audit.* All assets are assigned to a Fixed Asset Custodian ID or FC#. This is NOT your V number nor your eID! It is specific to Fixed Assets only! This number is assigned by the Fixed Asset Accounting Dept. Is everyone familiar with the FC number scenario? Example: FC for department xyz is Jane Doe and the FC number is FC12345678. Jane leaves and now John Smith is the FC. The FC number will remain FC12345678, just the name will change to protect the innocent! The hard work has been done for you! All the assets should have been tagged and entered into Banner by now. All you have to do is maintain their accuracy in Banner!The Fixed Asset Custodian must: Read and UNDERSTAND the FA policies! (These are found in your packet as well as on the website we just discussed.) Maintain assigned assets in Banner for the required annual FA audit, due by June 30 each year. *It should be noted that we do random spot checks to make sure everyone is on target for the annual audit.* All assets are assigned to a Fixed Asset Custodian ID or FC#. This is NOT your V number nor your eID! It is specific to Fixed Assets only! This number is assigned by the Fixed Asset Accounting Dept. Is everyone familiar with the FC number scenario? Example: FC for department xyz is Jane Doe and the FC number is FC12345678. Jane leaves and now John Smith is the FC. The FC number will remain FC12345678, just the name will change to protect the innocent! The hard work has been done for you! All the assets should have been tagged and entered into Banner by now. All you have to do is maintain their accuracy in Banner!

6. Fall 2007 6 **Disposing of Non-Capitalized Assets** If you have an asset that needs to be deleted from Banner that is not capitalized… Costs less than $5,000.00 Send the Asset Number(s) to Connie Jefferson by e-mail, or fax to 828-1404. Please E-MAIL her if you are faxing your list. ctjeffer@vcu.edu, or call her at 828-0848. Read Screen and STRESS VERY HIGHLY!Read Screen and STRESS VERY HIGHLY!

7. Fall 2007 7 **Creating Purchase Orders** This is also VERY IMPORTANT! If you create Purchase Orders, DO NOT use 7’s unless it is a Fixed Asset over $2,000. The reason for this is because Banner creates a new Asset when you use a 7. Also, on HEETF (Higher Education Equipment Trust Fund), if you are creating Purchase Orders, use Account Types 720190 for $5,000 or greater or 700190 for less than $5,000. MAKE SURE YOU FOLLOW THIS! Thanks!This is also VERY IMPORTANT! If you create Purchase Orders, DO NOT use 7’s unless it is a Fixed Asset over $2,000. The reason for this is because Banner creates a new Asset when you use a 7. Also, on HEETF (Higher Education Equipment Trust Fund), if you are creating Purchase Orders, use Account Types 720190 for $5,000 or greater or 700190 for less than $5,000. MAKE SURE YOU FOLLOW THIS! Thanks!

8. Fall 2007 8 Where do I start? There are Banner tools to help: Banner Reports Summaries of data Can save and sort Banner Forms Display limited amounts of data No manipulation There are Banner tools to help you do this job. Banner Reports are summaries of data that match selection criteria entered. You can print them, export them, or save them in another format that can then be manipulated as necessary to obtain the desired results. Banner Forms are used to display limited amounts of data in the Banner system, usually for one asset, FC, or department at a time. You can screen print, but not pretty. You cannot really change the data arrangement either.There are Banner tools to help you do this job. Banner Reports are summaries of data that match selection criteria entered. You can print them, export them, or save them in another format that can then be manipulated as necessary to obtain the desired results. Banner Forms are used to display limited amounts of data in the Banner system, usually for one asset, FC, or department at a time. You can screen print, but not pretty. You cannot really change the data arrangement either.

9. Fall 2007 9 How do I Request a Banner Report? Reports or processes are initiated from this Form. Depending on the report/process, various values are entered. Banner Reports are entered on the GJAPCTL Form, the Process Submission Control Form. Use this form to submit an SCT Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system. Default parameter values appear if they have been defined. They can be user-level defaults, system-level defaults, or a combination of both. HINT: Enter the name of the report or process in the GO TO box, at the main menu, and Banner will automatically open this form with the desired report/process name in the Process Box! We will show you a Fixed Asset report next and have you try it! (Don’t go into Banner just yet.)Banner Reports are entered on the GJAPCTL Form, the Process Submission Control Form. Use this form to submit an SCT Banner job or report for processing. You can specify the print settings and parameter values that control processing. You can run the job or report immediately or hold it for later processing from the operating system. Default parameter values appear if they have been defined. They can be user-level defaults, system-level defaults, or a combination of both. HINT: Enter the name of the report or process in the GO TO box, at the main menu, and Banner will automatically open this form with the desired report/process name in the Process Box! We will show you a Fixed Asset report next and have you try it! (Don’t go into Banner just yet.)

10. Fall 2007 10 FFRPROP - Fixed Asset Property Report The Fixed Asset Custodian must maintain all of the fixed asset information in Banner that is assigned to them. Use this report to verify fixed assets assigned to a specific FC#. We’ll get to Banner in just a minute, so don’t sign in just yet! The Fixed Asset Custodian must maintain all of the fixed asset information in Banner that is assigned to them. So how do you find out what they are? Well, you use this report to verify the required annual audit. That was easy! I’ll show you in Banner. (I go to Banner.) You can try this yourself in just a bit in TEST. Type FFRPROP in the Go To Box and hit enter. The Process Name appears automatically. Click Next Block until you get to the Parameter Values block = COA: V, arrow down to Custodian ID: FC # (FC1000000); click Next Block Then, click Save or F10 – notice the .lis number at the bottom. Click Options > Review Output Double Click Name Field; Double click .lis file name – this opens the report. Click Options > Show Document (Just tell/show them, don’t do!). Then, you can save the file as a text document and manipulate it as needed.We’ll get to Banner in just a minute, so don’t sign in just yet! The Fixed Asset Custodian must maintain all of the fixed asset information in Banner that is assigned to them. So how do you find out what they are? Well, you use this report to verify the required annual audit. That was easy! I’ll show you in Banner. (I go to Banner.) You can try this yourself in just a bit in TEST. Type FFRPROP in the Go To Box and hit enter. The Process Name appears automatically. Click Next Block until you get to the Parameter Values block = COA: V, arrow down to Custodian ID: FC # (FC1000000); click Next Block Then, click Save or F10 – notice the .lis number at the bottom. Click Options > Review Output Double Click Name Field; Double click .lis file name – this opens the report. Click Options > Show Document (Just tell/show them, don’t do!). Then, you can save the file as a text document and manipulate it as needed.

11. Fall 2007 11 FFRPROP - Fixed Asset Property Report How to run this report: Type FFRPROP in the Go To box on the Banner main page. Press your enter key on your keyboard. Click Next Block until you get to the Parameters Values Block. COA=V (Type a V in the Values block). Use the down arrow on the form to get to the Custodian ID. Type in the Custodian Number in the value field (ex., FC1000000) Click Next Block. Then click on Save. Notice the .lis file (List File) name at the bottom of the screen. This will be your output file. We’ll get to Banner in just a minute, so don’t sign in just yet! The Fixed Asset Custodian must maintain all of the fixed asset information in Banner that is assigned to them. So how do you find out what they are? Well, you use this report to verify the required annual audit. That was easy! I’ll show you in Banner. (I go to Banner.) You can try this yourself in just a bit in TEST. Type FFRPROP in the Go To Box and hit enter. The Process Name appears automatically. Click Next Block until you get to the Parameter Values block = COA: V, arrow down to Custodian ID: FC # (FC1000000); click Next Block Then, click Save or F10 – notice the .lis number at the bottom. Click Options > Review Output Double Click Name Field; Double click .lis file name – this opens the report. Click Options > Show Document (Just tell/show them, don’t do!). Then, you can save the file as a text document and manipulate it as needed.We’ll get to Banner in just a minute, so don’t sign in just yet! The Fixed Asset Custodian must maintain all of the fixed asset information in Banner that is assigned to them. So how do you find out what they are? Well, you use this report to verify the required annual audit. That was easy! I’ll show you in Banner. (I go to Banner.) You can try this yourself in just a bit in TEST. Type FFRPROP in the Go To Box and hit enter. The Process Name appears automatically. Click Next Block until you get to the Parameter Values block = COA: V, arrow down to Custodian ID: FC # (FC1000000); click Next Block Then, click Save or F10 – notice the .lis number at the bottom. Click Options > Review Output Double Click Name Field; Double click .lis file name – this opens the report. Click Options > Show Document (Just tell/show them, don’t do!). Then, you can save the file as a text document and manipulate it as needed.

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14. Fall 2007 14 FFRPROP (Fixed Asset Property Report) Continued: Click on Options>Review Output. Click on the down arrow next to File Name. Find the .lis file and double click on the file name. The report will open in the information block. Click on Options>Show Document. You will be able to save the report as a text document and print.

15. Fall 2007 15 What Forms Should I Use? FFRPROP – Fixed Asset Property Report FFAMAST – Fixed Asset Master Maintenance Form used to change description, serial number, model number, manufacturer number of an asset. FFATRAN – Fixed Asset Transfer Form used to change custodian number, the location of an asset, or condition code of an asset. FFAADJF – Dispose of Capitalized Asset (Assets of $5,000.00 or greater) Form used to dispose of capitalized assets by retirement, surplus, or any disposal method (stolen, fire, trade in, etc.) FFIMAST – Fixed Asset Master Query Query all information for assets We will go through each one of these forms one at a time. When I bring up the form, in just a few minutes, you can as well and practice with your own information. FFRPROP – Fixed Asset Property Report Not really a form, but a report to request. We’ve already shown this one, but at the end of class you can take a look for yourself if you’d like. FFAMAST – Fixed Asset Master Maintenance Form used to change description, serial number, model number, manufacturer number, and/or condition code of an asset. FFATRAN – Fixed Asset Transfer Form used to change custodian number and/or location of an asset. FFAADJF – Dispose of Capitalized Asset (Assets $5000.00 or greater) Form used to dispose of capitalized asset by retirement, surplus, or any disposal method (stolen, fire, trade in, etc.). FFIMAST – Fixed Asset Master Query Where you can Query all information for assets.We will go through each one of these forms one at a time. When I bring up the form, in just a few minutes, you can as well and practice with your own information. FFRPROP – Fixed Asset Property Report Not really a form, but a report to request. We’ve already shown this one, but at the end of class you can take a look for yourself if you’d like. FFAMAST – Fixed Asset Master Maintenance Form used to change description, serial number, model number, manufacturer number, and/or condition code of an asset. FFATRAN – Fixed Asset Transfer Form used to change custodian number and/or location of an asset. FFAADJF – Dispose of Capitalized Asset (Assets $5000.00 or greater) Form used to dispose of capitalized asset by retirement, surplus, or any disposal method (stolen, fire, trade in, etc.). FFIMAST – Fixed Asset Master Query Where you can Query all information for assets.

16. Fall 2007 16 What Forms Should I Use? SAS Web Report Studio Lets you create, view, and save reports from  your Web browser. Enter your user name as eID@edir and your eID password to log on. Run Fixed Assets by Custodian under Staff Reports. Use this Report to see all of your accounts. You can highlight, copy and paste the report into Excel. (GO ONLINE AND SHOW THEM USING ANTONIO GAINES) (Before I move you to Banner TEST, I’ll show you this report so that you can practice on that one as well. This too is in your User Guide.) The SAS Web Report Studio lets you create, view, and save reports from your Web browser. Enter your user name as eID@edir and your eID password to log on. You can get to SAS from the VCU Main Page, scroll down to Human Resources, then scroll down to SAS. This brings you to the log in page. From here, click on Report>Open. In the drop down box, or on the left side, click Staff – Fixed Assets By Custodian. From the Drop Down Box, choose the Custodian’s name with associated FCXXXXXXX number. Click View Report. Once the report is on your screen, you can highlight the report, copy, and paste into an Excel File.(GO ONLINE AND SHOW THEM USING ANTONIO GAINES) (Before I move you to Banner TEST, I’ll show you this report so that you can practice on that one as well. This too is in your User Guide.) The SAS Web Report Studio lets you create, view, and save reports from your Web browser. Enter your user name as eID@edir and your eID password to log on. You can get to SAS from the VCU Main Page, scroll down to Human Resources, then scroll down to SAS. This brings you to the log in page. From here, click on Report>Open. In the drop down box, or on the left side, click Staff – Fixed Assets By Custodian. From the Drop Down Box, choose the Custodian’s name with associated FCXXXXXXX number. Click View Report. Once the report is on your screen, you can highlight the report, copy, and paste into an Excel File.

17. Fall 2007 17 Finance Quiz All Course Materials can be found on Blackboard. Also, in order to complete this course, you must complete the Quiz found on Blackboard. http://blackboard.vcu.edu Log in to Blackboard, choose Banner Finance Fixed Assets in your Courses section. Read Screen. Please fill out the course evaluation.Read Screen. Please fill out the course evaluation.