Sam Houston State University Welcome to Banner Finance

1. Sam Houston State UniversityWelcome to Banner Finance Using our New System Wilbert Hightower, Roz Kieschnick & Paige Smith

2. Introductions • Name • Department • Title/Function • Job Responsibilities • Banner experience • Expectations

3. What is Banner? Banner consists of Internet-native software applications for finance, student accounts receivable, student information, financial aid, human resources, advancement, and more.

4. Terminology • LEGACY = NELL/SamMenu/SamWeb • FOAPAL/FOAP/FOP = Account Number • Account Code = Object Code • Form = Program/Screen/Report

5. Banner Finance Modules Banner Finance consists of 7 interrelated modules: • General Ledger • Purchasing • Accounts Payable • Fixed Assets • Research Accounting (Grants and Contracts & Inception to Date) • Accounts Receivable • Budget Development

6. Finance - General Ledger • The General Ledger (GL) is the core module in the Finance System • Includes accounting, Chart of Accounts, system table maintenance and update, and grants and contract accounting • The GL is fully integrated with the other Finance modules

7. Finance - General Ledger • The General Ledger stores transactions for assets, liabilities, and fund balance • There is also an Operating Ledger (OL) that stores transactions for revenues, expenditures, budgets, and encumbrances • There are specific forms in Banner Finance that allow for querying GL transactions and others for OL transactions

8. FOAPAL • FOAPAL is the acronym for the new account numbers that will be used in Banner A FOAPAL consists of six elements that are defined as: Fund, Organization, Account, Program, Activity, and Location SHSU will not use Activity and Location at this time.

9. FOAPAL

10. FOAPAL

11. FOAPAL Required – FUND • Identifies where the money comes from • Retain similar titles to current fund sources • Use Fund for General Ledger and Operating Ledger • Data entry is 6 digits

12. FOAPAL Required – FUND (Cont’d)

13. FOAPAL Required – Organization (ORGN) • Identifies whose money, budgetary responsibility • Data came from organization charts • Data entry is 6 digits

14. FOAPAL Required – ORGN (Cont’d)

15. FOAPAL Required – Account (ACCT) • Identifies what is spent/receipted • Data entry is 6 digits • Account in Banner = Object in NELL

16. FOAPAL Required – ACCT (Cont’d)

17. FOAPAL Required – Program (PROG) • Identifies why the money is spent • Defined by National Association of College & University Business Officers standards • Data entry is 2 digits

18. FOAPAL Required – PROG (Cont’d)

19. A Word about FOAPs • This is a sneak peak at a transaction such as a requisition… Just remember: FOAP is your FRIEND! The entire FOAP must be entered for any TRANSACTION in Banner In Legacy, this would have been 424-14-T040 Object Code 7378

20. Self-Service Banner Questions about FOAPALs, FOAPs & FOPs?

21. Internet Native Banner - Naming Conventions • All Banner objects adhere to naming conventions •e.g., forms, tables, processes • The names of all Banner forms (except menu forms), reports, processes, and tables are seven characters long and have this structure: Example F G I B D S T Position Locations 1 2 3 4 5 6 7

22. Naming Conventions (Continued) • They are written in acronym form and actually do have meaning. For example, the highlighted screen name is FGIBAVL or sometimes referred to as BAVL (we often drop the first three letters when referencing forms). FGIBAVL stands for: • Finance • General • Inquiry • Balance AVaiLability (‘BAVL’ is a budget office screen so we cover it briefly later in this training class.)

23. Naming Conventions (Continued)

24. Banner Finance INB

25. FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG • Requires Org only • Can use Fund/Org • Or Fund/Org/Acct • From here you can access the following forms: • FGIBSUM • FGITRND • FGIDOCR

26. FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG Chart Code is always S. Accept the default fiscal year of 11. Type in 6 digit ORGN Code Most ORGNs for most queries will want to uncheck this box. We’ll discuss this later.

27. FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG With ORG only, you are getting ALL funds that your ORG has budget in – Not necessarily the clearest picture…

28. FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG If your ORG is tied to more than one FUND, add a FUND, to narrow your results.

29. FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG This is clearer… But… Most of us, don’t view our budgets with O&M and Salaries all mixed together… right? Let’s “roll back” and narrow this down to an even more useful query – based on our budget “pools”.

30. By querying on “account type” 71, I can see my Direct Expenditure Budget Pools – These are separate from my Salaries & Fringe budgets. These are the only pools that I’m allowed to make Departmental Budget transfers between using Self Service (Future Training**) FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG We could also query on a specific account code, or budget pool… I’ll do one more…

31. FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG This time, I queried on a specific “budget pool” and this form will bring back information from that account and everything after. Banner offers so many ways to query and “drill down” to detail. Once you get familiar with it, and come to some additional training, we are convinced you will enjoy the many benefits!

32. FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG While in this form, I can select a specific Account Code and use the Options Menu to select Transaction Detail Information to see all the transactions that make up that activity.

33. FGIBDSTBudget StatusNell/SamMenu Program: POST53R/RG Now I can see that six individual transactions made up the activity on code 720300!

34. FGIBDSTBudget StatusNell/SamMenu Program: N/A In cases where a department has revenue, auxiliaries for example, you can use BDST to see the whole picture, including your revenues. ONLY departments with collected revenues will ever leave the “Include Revenue Accounts” check box checked. (Banner defaults with this box checked. You will always have to uncheck it.) Look what happens to a department without revenues, (mine), when the box is left checked in BDST… I What Banner does is subtract expenses from total collected revenues…Even if there are none. Since my FUND/ORG combination has none, the result is a big ‘ole negative… Unless you are an Auxiliary, or it is a Scholarship, Endowment, Grant, Enrichment/Gift type account, you will probably always uncheck “Include Revenue Account”. Also, when you are “narrowing your query” to look at expenditures by pools, etc., even if you are an ORG with revenues, you will want to uncheck this box. Let’s look it one where leaving this box checked works!

35. FGIBDST Budget StatusNell/SamMenu Program: POST53R/RG Rec Sports has Designated Student Fee Income

36. FGIBDST Budget StatusNell/SamMenu Program: N/A As you can see, their Rec Sports Fees budget line appears on BDST This line represents a net total of revenue and expense budget – In an actual budget, this would typically equal $0 for the original adopted budget, unless the auxiliary has a profit budgeted.

37. FGIBAVLBudget AvailabilityNell/SamMenu: POST81 • Shows budget availability for the budget pools occurring after “71”. • BAVL is the best place to check for available funds before requisitioning something.

38. Banner TIPS: As you are probably aware, the University’s fiscal year is September 1 through August 31. The accounting periods for Banner do not coincide with calendar months. They are as follows: • 01 – September • 02 – October • 03 – November • 04 – December • 05 – January • 06 – February • 07 – March • 08 – April • 09 – May • 10 – June • 11 – July • 12 – August

39. Banner INB Queries Questions and answers regarding INB Queries??

40. Self-Service Banner Self-Service budget status queries will be reviewed in Banner Finance 102

41. Approvals in Banner Banner Electronic Approvals • What are they? • Electronic Approvals provide a paperless process for documents to move through the approval process in Banner. • Which documents? • All Banner journal entries, budget transfers, requisitions, and travel requisitions (applications) must be approved in Banner before they will be posted.

42. Advanced training for Approvers will be provided later this Fall – Approvers will be specifically notified and invited to the training.

43. Approvals Questions and answers regarding Approvals & Approval Queues

44. Questions and Answers?? • Thank you for participating.