Yavapai College Self Service Banner Training

1. Yavapai CollegeSelf Service Banner Training

2. Agenda Agenda • Definition of Key Concepts • Log Into Finance Self Service • Budget Query Overview • Budget Query Procedures • Budget Status by Account • Budget Status by Organizational Hierarchy • Budget Quick Query

3. Definition of Key Concepts Definition of Key Concepts • Operating Ledger – The ledger which contains transaction data for departmental operating accounts. • Fund – A four* digit code that identifies where the money is coming from (general fund , restricted grant, etc.). * - Federal grants that have a year-end other than June 30 have 6 numeric characters. • Organization – A six digit code that identifies a unit of budgetary responsibility and/or departments within the institution. It is used to define “who” spends the money. • Account – A four digit code that identifies what kind of revenues or expenses are being incurred. • Program – A two digit code that identifies why you are spending the money, whether it be to instruct students, or to provide student services.

4. Log Into Finance Self Service Banner Self Service Application Login to the myYC portal Click the “Finance Main Menu” link under the “My Services” channel.

8. Budget Query Overview Finance Self Service Budget Queries • The Budget Queries link of Finance Self Service enables you to: • View operating ledger information for transactions entered through the Banner Finance. • Download the data to a Comma Separated Value (.csv) file for use with Microsoft Excel. • You may create or retrieve three (3) query types: • Budget Status by Account • Budget Status by Organizational Hierarchy • Budget Quick Query

9. Budget Query Overview Budget Query Operating Ledger Data • To define the operating ledger data that will display in the query results, select one or more of the following data values: • Adopted Budget • Budget Adjustment (an increase or decrease in budget) • Adjusted Budget* (= Adopted Budget +/– Budget Adjustments) • Temporary Budget (adjustments that will not roll over to next FY) • Accounted Budget (= Adopted Budget +/– Budget Adjustments) • Year to Date* (actual expenditures) • Encumbrances (= outstanding purchase orders) • Reservations (= outstanding requisitions) • Commitments* (= outstanding purchase orders & requisitions) • Available Balance* (Remaining budget ) * - The “Budget Quick Query” feature utlilizes these data values only and does not allow you to choose.

10. Budget Query Overview Budget Query Key Points • To successfully generate a query, you must specify the following: • Fiscal Period (01=July, 02=August, 03=September, etc) • Fiscal Year • Chart of Accounts (Y) • Organization • A wildcard (%) may be used for certain FOAP element parameters. The corresponding values for the FOAP element will display in the query results. • You must have Fund/Organization query access. When a wildcard (%) is used, the system will retrieve data for the funds and organizations for which you have privileges. • Comparison queries may be generated in which two fiscal periods and years may be compared.

11. Budget Query Procedures Budget Status by Account Query • This query is used to view budget information for one or more accounts for a specific fiscal period, fiscal year, and chart of accounts. • The budget information displayed is based on the parameters you specify which may include: - Fund(s) - Program(s) - Organization(s) - Fund Type - Account(s) - Account Type Note – we are not using the Activity, Grant, Location and Index fields at this time.

12. Budget Query Procedures Budget Status by Account Query • Four (4) Level Drill-Down Capability • Account Detail: Totals by account • Transaction Detail: Transaction Date, Activity Date, Document Code, Description, Amount and Rule Class • Document Detail with Related Documents View: Chart of Accounts, Fund, Organization, Account, Program, Amount and Rule Class • View the actual document Account Detail Transaction Detail Document Detail Document

13. Budget Query Procedures Create Budget Status by Account Query

14. Create Budget Status by Account Query Click the checkbox for each operating ledger data value that you wish to display as a report column heading.

15. Commitment Type should always be “All”

16. Report Name Report Parameters Operating Ledger Data Columns

17. Click the highlighted account totals to view transaction-level detail.

18. Click the highlighted document code to view document detail.

19. Budget Query Procedures Budget Status by Organizational Hierarchy Query • This query is used to view budget information for one or more organizations for a specific fiscal period, fiscal year, commitment type, and chart of accounts. • The budget information displayed is based on the parameters you specify which may include: • Fund(s) • Organization • Account(s) • Program(s) • Fund Type • Account Type • Revenue Accounts

20. Budget Query Procedures Create Budget Status by Organizational Hierarchy Query

21. Click the checkbox for each operating ledger data value that you wish to display as a report column heading.

23. Report Name Report Parameters Operating Ledger Data Columns

24. Click the account type code to view account type-level information.

25. Click the highlighted account totals to view transaction-level detail. Download options available

26. Click the highlighted document code to view document detail.

27. Budget Query Procedures Budget Quick Query • This query provides simplified access to the current status of a budget. • The operating ledger data columns in the report results are predefined and include the following: • Adjusted Balance, Year to Date, Commitments, Available Balance • The following report parameters are available: • Fiscal Year, Chart of Accounts, Fund, Organization, Account, Program • A query template may be created and saved for future use.

28. Budget Query Procedures Budget Quick Query

30. Report Name Report Parameters Operating Ledger Data Columns