BANNER FINANCE Internet Native Banner (INB)

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BANNER FINANCEInternet Native Banner(INB)A Banner Finance Training ManualPublished by: Financial Planning & Budgeting

Table of ContentsBanner NavigationNavigation Logic .1Personalizing Banner .5Check Banner Messages .8Approvals Notification .9Transaction ProcessingRequisitions. 10Create New Requisitions . 10Correct/Update Requisitions . 23Delete Requisitions . 26Query Requisitions . 26Document History . 28Change Order . 30Receiving Goods . 34Returned Goods . 37Encumbrances . 38Change Encumbrances . 41Budget ManagementBudget Summary . 43Budget Line Item Status . 44Organization Encumbrance List . 45Detail Encumbrance Activity . 46Detail Transaction Activity . 47Budget Availability Status . 48Data Extract. 51Appendix A‐Requisition Examples

BANNER FINANCE- Internet Native BannerBanner Finance is a module of the Banner database that records all financialtransactions. It is able to provide Budget Managers with up-to-date financial data to helpfacilitate proper budget control. End users are able to create documents and managebudgets using the Banner Finance forms.This guide will teach users how to utilize the tools available in Banner Finance INB tocreate requisitions, search documents, and manage budgets, encumbrances, andtransactions.Banner NavigationBanner INB uses online forms to enter and query information in the database. Inorder to navigate in these forms, users will need a basic understanding of how forms workin Banner.Navigation Logic- In order to navigate within Banner, users will need to understandBanner navigation tools.o Menu Bar: Contains a variety of functions for Banner navigation.o Toolbar: Icons for common functions can be used instead of the menu bar.When icons are grayed out, they cannot be used at that particular time.o Title Bar: Form name, form code, release number, and Banner instance(Production or Training) are displayed here.Menu Bar ToolbarTitle BarStatus Baro Status Bar: Possible actions and error messages are displayed here. If you arehaving trouble on a form, look here to determine the problem.1

o Shortcut Keys: Banner also uses keystrokes for common functions.FunctionMenu OptionKeystrokeOptionNext RecordRecord/NextDown ArrowPrevious RecordRecord/PreviousUp ArrowRemove RecordRecord/RemoveShift F6Insert RecordRecord/InsertF6Duplicate Record Record/DuplicateF4ToolbarButtonNoneNext BlockBlock/NextCtrl Page DownPrevious BlockBlock/PreviousCtrl Page UpRollbackFile/RollbackShift F7Next FieldItem/NextTabNonePrevious FieldItem/PreviousShift TabNoneDuplicate FieldItem/DuplicateF3NoneEnter QueryQuery/EnterF7Execute QueryQuery/ExecuteF8Ctrl QCancel QueryQuery/CancelSave or CommitFile/SaveF10ExitFile/ExitCtrl QSelectFile/SelectShift F32

Navigate to a Form- Banner allows users to either navigate directly to a form bytyping the form name in the Go To field or by opening the form from a menuselection.o Go To field: In order to navigate to a form, type the form code or name in theGo To field and hit enter on your keyboard.o My Banner: This menu is user defined. Double-click on any of the form namesto begin using the form.o Banner Menu: You can also navigate to a form by using the Menu located onthe General Menu. Double-click on any of the folders to navigate theappropriate form.3

Navigate within a Formo Blocks: Data is organized into groups which are known as blocks. Blocks areseparated by a solid divider line or tabs within a form.o Records: Information is entered or stored in blocks using records, similar to arow on a spreadsheet.o Fields: Each data value is entered or stored in a separate field, like a cell withina spreadsheet. Note: When a record is selected, all associated fields arehighlighted.RecordFieldsRecordBlockBlocko Queries: When searching for a specific record, queries can be performed tolook up data by using the Enter Query and Execute Query functions.4

Personalizing BannerUsers have the ability to add personalization to their My Banner folder, colorscheme and certain menu options. My Banner Menu- To create a unique menu, double click on the My Bannerfolder and choose the option Empty; Select to build.o Either type the form code in the Object field and hit Save (F10)o Or perform a search to find the desired form. Move your cursor to the left side of the menu in the Description fieldand select Enter Query (F7). Type in the criteria of the form you are trying to find and selectExecute Query (F8). Banner searches are case sensitive and use % signas wildcard for best search results.5

Find the form and double-click until it is highlighted. Then selectInsert in the middle section to the menu.o Once the menu is built, select Save (F10) and close out of the form.o Refresh the menu tree in order to view changes.o Double-click on the My Banner folder to display the added forms. My Links- Banner allows personalization to menus and colors schemes. To accessthe various display options, click Personal Link 1- Personal Link 6.6

o Display Options Select “Display Form Name on Menu” to see form acronyms onmenus next to form name (ie. Requisition [FPAREQN]. Save (F10), Close, and refresh Menu tree to view changes.BeforeAftero Color Schemes- Users can create unique color schemes for Banner menusand forms. Be careful to make sure text is darker/lighter than backgroundcolors to avoid “invisible” text fields. Select Drop Down for “User Value” for a specific field.To restore default color scheme, copy the Default Value into User Valuefields. Select a color and click ok.Save (F10), Close, and refresh Menu tree to view changes.7

Check Banner MessagesThe Check Banner Message functionality in Banner is a way for users to receivemessages regarding documents that have been submitted. Anytime a document goesthrough the approval process, a message from the approver can be created. The CheckBanner Message link is how users can see these messages. View Banner Messages- Click on the link “Check Banner Messages”Check Mark indicatesthat the user has unreadmessageso View Unread Messages Unread messages specific to the user will be displayed. Check the Complete button to mark messages as read. Save (F10)o Search for Message Enter Query (F7) to clear the form Add query parameters. It is recommended that users search bydocument number, which goes in the item field. Execute Query (F8) to return results8

Review all messages related to the document Sender: person who approved/denied document Message: Details about what action was takeno Highlight record with message that needs to be viewedo Click on Pencil icon to expand Message fieldo Message will display in a new window o Click OK to close Date/Time: When action was takenOnce messages are viewed, Close (Ctrl Q) to return to Main MenuFOIAINP- Approvals NotificationEach initial time you log into INB, the Approvals Notification page will bedisplayed if you have items in your approval queue. If this screen appears, just close outand continue to the desired form.9

RequisitionsRequisitions are a request for a Purchase Order and are the means by which theUniversity procures goods and services. These requests are submitted using theRequisition forms in Banner INB. The three main forms end-users will use to submit,correct, query and research requisitions are FPAREQN, FPIREQN, and FOIDOCH.FPAREQN- RequisitionFPAREQN is used to submit new requisitions as well as correct, update, or deleteincomplete requisitions.Create New Requisition Navigate to the Requisition form [FPAREQN]Select Next Block (Ctrl Page Down)Enter Requestor/Delivery Information Dateo Order Date is the date the requisition is placed. When the requisition isinitiated; this field defaults to the current date and does not need to be changed.o Transaction Date is the date that identifies which fiscal year and budget periodto apply the transaction. LU policy dictates that transactions are to be postedupon possession so the transaction date should be the same as the delivery date.o GOODS- Use the date that LU takes ownership of the goods; in most casesthis is the same as the delivery date.o SERVICES- Use the start date of the services; this will be the same day asthe delivery date.o TRAVEL- Use the date of travel, unless a travel advance is required; if atravel advance is required, the transaction date should be the date thecheck is needed.10

o Delivery Date is the date when the order is needed. Since this denotespossession, the delivery and transaction dates are typically the same.o GOODS- Use the date when goods are expected to be delivered to LU.o SERVICES- Use the start date of the services and detail the length of servicein the document text.o TRAVEL- Use the date of travel, unless a travel advance is required; if atravel advance is required, the transaction date should be the date thecheck is needed. By policy, travel advances cannot be issued more than 10days prior to the date of travel.o Either enter the date manually and tabo Or click the Calendar Icon to select from a calendar11

Make sure that Document Level Accounting is unchecked to ensure that CommodityLevel Accounting is activated. If the box is checked after filling outcommodity/accounting information, the requisition will have to be denied anddeleted from the system. Contact Informationo Organization: Requiredo Name: Automatically populated with your name (can be changed)o Email: Recommendedo Phone: Recommendedo Ship To: 12th Street Warehouse Select Next Block (Ctrl Page Down) or Vendor Information tab to continue to nextsection.12

Vendor Information Select Search icon (F9) to look for Vendor IDo Enter a portion of vendor name in Title Criteria; Banner searches are casesensitive.Use wildcards to return best results.o % Percent Sign can be used in place of missing letters. Surround a wordwith percent signs when searching for vendors to return all the appropriatepossibilities.o Under Score Character acts as a placeholder for a missing character. Thisis best utilized when looking up information by Code Criteria rather thanTitle.In the example above, the underscore is used to return any result where thefirst letter is and is not capitalized. The percent signs are used so any vendorwith the characters “nterprise” anywhere in the name will be returned.o Select Execute Query (F8) to return resultso Highlight desired vendor and Select (Shift F3)13

o Vendor ID and information will automatically populate on the requisition.o Address Type should always be PO. If it is anything other than PO or theaddress is incorrect because the vendor has multiple locations, select the Searchicon (F9). Highlight the correct address/type and Select (Shift F3).14

Tab through the vendor information to populate the updatedaddress.o If PO address type or correct address is not available; use a BI address and makea note about the necessary address in the Document Text. If there is no Vendor ID for the desired vendor, enter the vendor name in Vendor fieldand vendor contact information in Document Text. If a vendor has not yet been selected or if there are multiple vendors (ie travelrequisition for airfare, hotel, per diem, etc ) then type “Best Vendor” or “MultipleVendors” respectively in the Vendor field and enter the details in Document/ItemText.15

Enter Document Text Select Options then Document Text on the Menu Bar. Select Next Block (Ctrl Page Down) to begin entering text. Required Document Text Informationo New Vendor Information/Best Vendor (only if no Vendor ID)o Vendor name: do not use acronymso Contact Information: address, phone, fax, and other pertinent informationo Justificationo All requisitions must include rationale for the purchaseo Services/subscriptions must specify start and end date of serviceo Travel requests must have date, location, and reason of travelo Payment Method/Termso Check or Credit Cardo Deposit or Prepayment Requiredo Quote Informationo Special instructions to vendor16

Enter text in first record then select Next Record (Down Arrow) to continue enteringmore text.o Print box will automatically check, but can be unchecked; however, approvalscannot view text when print box is unchecked.o Line number will default in increments of 10, but can be manually changed torearrange text order. When line numbers are updated, changes will not bereordered until Document Text is saved and closed.Additional document text may be added at any point during the Requisition process.Save (F10) and Close (Ctrl Q)Next Block (Ctrl Page Down) or select the Commodity/Accounting tab to continueto the next section.Enter Commodity/Accounting InformationMake sure the Document Level Accounting field is NOT checked BEFORE filling outcommodity/accounting information. If the box is checked after filling outcommodity/accounting information, the requisition will have to be denied and deletedfrom the system.17

Insert code in Commodity fieldo Either type in the code manuallyIf an invalid code is typed in; the following message will display. Click OKto close the message window and then go back and correct the commoditycode.Do NOT click the Add Commodity box as the message instructs.o Or search for the code by clicking the drop down box (F9)o Select Commodity Validation on the Option List18

o Select Enter Query (F7) to clear the form Enter search criteria- For best results, search by the commodity codecategory and make a selection from the category list:Note: It is recommended that users refer to the Commodity Code Definitionsto select commodity codes rather than using the drop down list in Banner. Use the 2 digit code followed by the % sign in the commodity codefield You may also add a description to further isolate search resultso Select Execute Query (F8) to return resultso Navigate to the correct code by using up and down arrows on yourkeyboardo Click the Select icon (Shift F3)Update the Banner populated commodity code description with the itemdescriptionNote: The description should be specific enough that both the approving officialsand the vendor can discern what is being requested.19

o Navigate to Options, Item Text to provide detaileddescriptions/specificationso Select Next Block to enter Item Text (works like Document Text)o Save (F10) & Close (Ctrl Q) to return to Requisition Input Unit of Measure(U/M), Quantity and Pricing Informationo U/M: Search for the correct code by using the drop down list. If the U/Mneeded does not have a code, use Each (EA).o Quantity: Enter the number of requested items based on thequote/estimate from the vendor.o Pricing Information: Unit Price: This amount should be the price of the individual item,not the total price. This field can use up to four digits after thedecimal point.Extended Amount: This field is automatically calculated based onquantity and unit price20

Discount Amount: This field should include a dollar amount of thevendor discount. Calculate the dollar amount by double-clicking inthe Discount Amount field to use the calculator.Additional Amount: This field should include a dollar amount of anyadditional fees related to the transaction.Navigate to the FOAPAL section by selecting Next Block (Ctrl Page Down)o Tab through the fields to automatically populate FOAPAL elements Defaults associated with Orgn on Requestor tab will populate Account code associated with the commodity code will populateNote: Use the tab key rather than the mouse to navigate; this will helpavoid errors such as NSF Suspense error of “A” that occur whennavigating in the FOAPAL section.o Add additional codes Required Codes: Fund, Organization, Account and Program Optional Codes: Index, Activity and LocationNotes:-Payroll index codes should NOT be used as they will populate theincorrect fund code.-The project code field is NOT currently being used by LibertyUniversity and should always be left blank.o Tab through remaining fields until amount(s) populate21

o Save (F10) to see if sufficient funds are available for the requested line item. If funds are available, neither NSF box will be checked. If funds are NOT available, the NSF Suspense box will be check andan insufficient budget message will display in the bottom left cornerof the INB window. Make a note of the requisition number, navigate to theBalancing/Completion tab and put the document In Process.Once sufficient funds are added to the budget line, therequisition can be reopened and completed. Make sure to tabthrough all existing FOAPALs to refresh NSF checking.Before completing a Budget Transfer, evaluate the budget todetermine if an amendment is needed to cover the cost of therequisition.Note: It is recommended that the budget/department manageris consulted at this point.Select Previous Block (Ctrl Page Up) to navigate back

Banner Finance is a module of the Banner database that records all financial transactions. It is able to provi