Surfing Self-Service Finance

1. Surfing Self-Service Finance Budget Basics

2. Objectives of Self-Service Finance Training: • Navigate Self-Service Finance • Perform successful Budget and Encumbrance Queries • Perform Budget Transfers • Perform Code Lookups

3. Training Format: • Overview of Self Service Finance with Demonstration • Lab Time with assistance from Finance Staff • Feel free to ask questions as we go

4. Budget Queries Review operating ledger information for transactions entered through Banner, with ability to download data into Microsoft Excel

5. Accessing Finance Self Service • Go to either LU Connect and select Self-Serv Banner icon or navigate to https://banner.lamar.edu and choose Self Service Banner (SSB) • Select "Finance" either from the Main Menu or the gray tab at the top

6. Types of Budget Queries • Budget Quick Query • Budget Status by Account • Budget Status by Organizational Hierarchy

7. Remember the following for Queries: • Our Chart of Accounts is L. • In order to view your query after typing in your index number, click Submit Query TWICE. • After the first click of Submit Query, the index # disappears and the unique FOP (Fund, Organization and Program) appear. • After the second click of Submit Query, the query results appear for that index.

8. Budget Quick Query • Simplified access to the current status of a budget • Data displayed will be through period 14. • Can specify FOAP info (Fund, Organization, Account, Program) and can use percent sign (%) as wildcard. • Allowed only one parameter page displaying • Adjusted budget • Year to Date • Net Commitments • Available Balance

9. Budget Status by Account Query • Many parameters to choose from operating ledger data • Ability to click on any of the blue links within the query results for drill-down into transactions such as invoices, Purchase Orders, Requisitions, and Check info. • Allows the review of budget info by accounts for the fiscal period, year, and commitment type by the following: • Specific FOAPAL / Index values • Specific Organization • All Organizations • Fund Type • Account Type • Revenue Accounts

10. Budget Status by Organizational Hierarchy • Review of budget info for organizations • Hierarchical structure • Specific funds, high-level Organizations, Accounts, Programs • Fund Type • Account Type • Revenue Accounts

11. Tips & Tools for Running Successful Budget Queries • Fiscal Period & Fiscal Year must be entered • Remember Chart of Accounts is “L” • Value must be entered in Organization for query to be submitted • Must have Fund/Organization Query Access. Can enter wildcard, “%” and system will retrieve data for the Funds and Orgs for which privileges are given • Wildcard – “%” – YOUR FRIEND – many combinations • “%” is an Acceptable value for Fund, Org, Account, or Program • Gray buttons can be selected for Code Lookup Queries – can query index, fund, org, and account numbers & titles

12. Other Query Capabilities • Saving Queries as Templates • Be sure to name query • Select shared check box if this is to be a shared query • User Calculated Columns • Add, subtract, multiply, divide, percentage of any 2 columns • Choose where they are displayed • Title the column • Columns may be removed, saved, or added from query or template • Comparison Queries • Can select Fiscal Period and Year to compare to the Required Fiscal Period and Year • Pending Documents • Drill down to display list of unposted documents to the budget • Message given that either “Pending Documents exist” or “No Pending Documents”

13. Other Query Capabilities (continued) • Downloading Query Data to a Spreadsheet • Can download to Comma Separated Value file (.csv) • Download Selected Ledger Columns – only those amounts that were selected previously will be shown • Download All Ledger Columns – all available operating ledger amounts for criteria entered will be shown • Data with a Leading Zero • When data in one of the columns have a leading zero, save the file as a .txt file. • Use Microsoft Excel to open the file, use Text Import Wizard

14. Encumbrance Query Allows the viewing of encumbrance information by account for specified Fund, Organization, Account, Program parameters

15. Tips & Tools for Running Successful Encumbrance Queries • Fiscal Period & Fiscal Year must be entered, along with Index or other FOAPAL element • Remember Chart of Accounts is “L” • Encumbrances can be selected for Open, Closed or All • Value must be entered in Organization for query to be submitted • Must have Fund/Organization Query Access. Can enter wildcard, “%” and system will retrieve data for the Funds and Orgs for which privileges are given • Wildcard – “%” – YOUR FRIEND – many combinations • “%” is an Acceptable value for Fund, Org, Account, or Program • Gray buttons can be selected for Code Lookup Queries – can query index, fund, org, and account numbers & titles

16. Budget Transfers & Code Lookup

17. Budget Transfers Coming FY19 • Select Budget Transfer from the Finance tab • Transaction Date Defaults to Current Date unless you enter date using drop down menu • Journal Type is DBT (Department Budget Transfer) • Enter Amount of budget transfer in the Transfer Amount field • May only transfer budget within a FUND. • Chart is “L”

18. Budget Transfers (continued) • Type index number in Index field – don’t enter account number yet • Click Complete and watch it auto-populate the FOP (Fund, Org, and Program) • Enter account number for budget pool: • 71000 – travel • 72000 – other expenditures • 75000 – capital outlay • Add description for transfer • Select fiscal Budget Period from drop-down menu • 01 = September • 02 = October • 03 = November • 04 = December…… • 12 = August • Click Complete

19. Code Lookup • Any gray shaded box on the Queries or Transfer screens offer a Code Lookup Box • Types – account, fund, index, organization program, vendor • Code Criteria – used to limit search, can use wildcard “%” combinations • Title Criteria – used to limit search, can use wildcard “%” combinations • Maximum rows to return – default is 10. Can increase.

20. THANK YOU!!Now let’s surf Self-Service Finance! We welcome follow-up calls for any questions you may have on Self-Service Finance.