Banner Basic Accounting Concepts

1. Banner Basic Accounting Concepts AA Roundup June 27, 2007

2. What is Banner? • Banner is a suite of integrated software programs • Data is share within the Banner system. For example, transactions in the Student and Human Resource modules feed to Finance module. Student Financial Aid Banner Human Resource Finance South Texas College - Business Office

3. Access to Banner Finance • Access to Banner Finance is needed if you: • Need to review budget status for organizations under your department • Need to input online requisitions for your department • To request access, complete Banner Finance Access Request Form. • Form is available to download on the Business Office website http://www.southtexascollege.edu/businessoffice/index.html South Texas College - Business Office

4. Accounting Equation Assets = Liabilities + Fund Balance (General Ledger) (Revenue – Expenses) (Operating Ledger) South Texas College - Business Office

5. Banner Chart of Accounts “S” South Texas College - Business Office

6. Fund • Where funds are coming from (funding source). • Banner Fund Structure: • 1xxxxx – Unrestricted Funds • 2xxxxx – Restricted Funds • 3xxxxx – Auxiliary Funds • 4xxxxx – Loan Funds • 8xxxxx – Agency Funds (Clubs) • 91xxxx – Plant – Unexpended Funds • 92xxxx – Plant – Renewal & Replacement Funds • 93xxxx – Plant - Retirement of Indebtedness Funds • 94xxxx – Plant – Net Investment Fund South Texas College - Business Office

7. Organization • Who is responsible (department). • Structure is based on STC’s Organizational Chart. • Banner Organization Structure: • 1xxxxx – Office of the President • 2xxxxx – Instructional Services • 3xxxxx – Student Services and Development • 4xxxxx – Finance and Administrative Services • 5xxxxx – Information Services and Planning • 6xxxxx – Workforce and Resource Development South Texas College - Business Office

8. Accounts- What funds are used for South Texas College - Business Office

9. Programs • Why funds are used (NACUBO function) • Banner Program Structure: • 1xxx – Instruction • 2xxx – Research • 3xxx – Public Service • 4xxx – Academic Support • 5xxx – Student Services • 6xxx – Institutional Support • 7xxx – Operations & Maintenance • 8xxx - Scholarships South Texas College - Business Office

10. Budget • An organization must have budget to be used. • The Budget Planning Process initiates on the Banner Budget Development application accessed through Jagnet. • Only Financial Managers and additional requested staff have access to update organization’s proposed budget (Banner Budget Development Access Request Form). • Departments submit proposed budget for organizations under their control. • Proposed budget is reviewed by Vice Presidents. • Once budget is approved by the Board, it becomes the organization’s Original Budget. South Texas College - Business Office

11. Review Budget Status on FGIBAVL FGIBAVL is the form Banner uses to check Non-Sufficient Funds (NSF) The available balance on FGIBAVL is reduced by complete, incomplete, suspense and unapproved transactions (requisitions, POs, invoices and journal entries) South Texas College - Business Office

12. Review Budget Status on FGIBDST Unlike FGIBAVL, only complete and fully approved documents post to FGIBDST FGIBDST also provides a more detailed summary by account code while FGIBAVL shows a summary by account pool. South Texas College - Business Office

13. Available Balance Calculation on FGIBAVL and FGIBDST Adjusted Budget - Year-to-Date (YTD) Activity - Commitments (Encumbrances) = Available Budget Balance South Texas College - Business Office

14. Transaction Detail - FGITRND • The field column can help you determine the type of transaction. • OBD – Budget transaction • RSV – Encumbrance transaction from requisition • ENC – Encumbrance transaction from PO • YTD – Expense transaction from invoice, journal entry or feeds from other system (Student, HR) • - “I” documents are Invoices, “J” documents are Journal Entries, and “F” documents are feed transactions South Texas College - Business Office

15. Transaction Cycle South Texas College - Business Office

16. Document Inquiry Forms • FPIREQN – Requisition Query Form • FPIPURR – Purchase Order Query Form • FAIINVE – Invoice Query Form • FGIDOCR – Document Retrieval Inquiry South Texas College - Business Office

17. FOIDOCH - Associated Documents REQ – Requisition PO – Purchase Order INV – Invoice Enter document number South Texas College - Business Office

18. Reporting – Data Extracts • Reports can be created through data extracts on various forms. • FGIBDST – Report of Summary by Account • FGITRND – Report of Detail Transactions • To run reports, go to form and click on Help / Data Extract / Extract Data No Key South Texas College - Business Office

19. Reconciliation Tips • Reconcile the account pools separately. • Extract detail transactions from FGITRND for each account pool separately. 71% - Operating Transactions 73% - Travel Transactions 74% - Capital Transactions South Texas College - Business Office

20. Reconciliation Tips • On Reconciliation Worksheet, associate related documents. For example, the requisition, PO, Invoice related to the same transaction. • Use FOIDOCH to find associated documents. South Texas College - Business Office

21. Reconciliation Tips • Make sure totals for Budget, Commitments and YTD Activity tie to FGIBDST for each pool. Uncheck “Include Revenue Accounts” to get net totals 71 – Operating Transactions 73 – Travel Transactions 74 – Capital Transactions South Texas College - Business Office

22. Reconciliation Worksheet Should tie to FGIBDST Net Totals Check Figure to make sure Available Balance ties to FGIBDST South Texas College - Business Office

23. Update Reconciliation • Data extract from FGITRND • Only update Reconciliation Worksheet with transactions posted after last reconciliation update South Texas College - Business Office

24. Thank you!Questions? South Texas College - Business Office