Banner Finance Training Guide - Liberty University

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Liberty UniversityBannerFinanceTrainingGuideSelf-Service Budget Management

BANNER FINANCE- Self ServiceBanner Finance is a module of the Banner database that records all financial transactions. It provides theUniversity community with up-to-date financial data to facilitate proper budget control. The informationcontained in Banner Finance can be viewed in Banner INB or Banner Self Service. This training guide will teachusers how to utilize the tools in Banner Self Service to effectively manage a budget.Access to the forms and queries covered in this guide, requires that the end user successfully completethe required training courses. Users will then be granted viewing access to their organization(s) uponcompletion of this course and approval from their Budget Manager.Approve DocumentsThe Approve Documents link on Banner Finance Self Service is where users can approve or disapprovedocuments in their approval queue. Also listed in the approval queue are requisitions and journal vouchers(budget transfers) you submitted that are still in the approval process. Click Approve Documents LinkSelect

Submit Queryo Select option- Documents for which you are next approverSelect View Document- Before approving a requisition, it must first be viewed to ensure that the purchaseadheres to University procurement policies & procedures, is a justifiable expense for the requestingorganization and is filled out completely and accurately.o To View a requisition, select the Document Number you need to review.o Select back button on web browser to return to approval queue.o Select History to see who has already viewed the document. Approve or Disapprove- Once the requisition is reviewed, the appropriate action will need to be taken. Ifyou want to send the requisition back to the originator for corrections, the req will have to bedisapproved so it can be corrected.o Select Approve or Disapprove next to appropriate requisition number.

ooWhen approving requisitions, comments typed will not be visible to next approver.When denying requisitions, an automated email will be sent to originator. Comments will be visible in the e-mail, however, the space is limited so anything morethan 2-3 sentences will need to be sent via e-mail or through a phone call. When journal vouchers (budget transfers) are denied, an automated e-mail will not besent so please notify the originator by another method.

View DocumentOnce a requisition has been submitted, the View Document link can be used to track the requisition.This option can also be used to view Journal Vouchers, Purchase Orders, Invoices, etc.SelectApproval HistoryIn order to see where the requisition is at in the approval process, view the approval history. Choose type from the drop down menu.Document Numbero Enter Document Number you are searching for.

oIf a requisition number is not known, click Document Number to perform a search.Click to searchfor Document#’s Enter known search criteria. Only one of the marked fields is needed to perform asearch.Enter criteriafor knownfields Execute QuerySelect Appropriate Document Number- When a document is selected Banner will returnto the main View Document screen and enter number in the Document Number field.Noticethatsomedocuments do not list thevendor. If a req is donewithout a Vendor ID, itwill not display here. Thisis one reason why it isimportant to use VendorID’s whenever possible,rather than just usingDocument Text.

Click Approval HistoryNext approveris listed firstApprovals arerecorded in thebottom section.

View DocumentIn order to view a requisition that has previously been submitted, follow the steps above, but instead ofchoosing the Approval History tab, choose View Document. Only those with viewing access to the budget will beable to use this function. Users that do not have viewing access can view their requisitions in Banner INB usingthe form FPIREQN.SelectAfter opening a requisition, scroll to the bottom of the document and look for the “Related Documents”section. This section is where the following criteria can be seen: Purchase Orders, Invoices, Checks, andReceiving Documents. Users who do not have viewing access can view the related documents using the formFOIDOCH in Banner INB.This section tells youthat the items havebeen ordered andreceived but not yetpaid.

Budget QueryBanner Finance Self Service provides three query options for viewing budgets; Budget Status byAccount, Budget Status by Organizational Hierarchy, and Budget Quick Query. Each query contains the sameinformation but is displayed in different manners. In order to build and view a query, users must have viewingaccess to their Fund/Organization and be familiar with their FOAPAL.Budget Query Types Budget Status by Accounto Organized by Account Code Detailo Four Levels of Reporting: Items in blue can be drilled down to further detail Budget Status by Organizational Hierarchyo Organized by Organizational Hierarchyo Six Levels of Reporting: Items in blue can be drilled down to further detail1053 Rollup Budget Quick Queryo Organized by Account Code Detailo One Level of Reporting: Unable to drill down on this query

Budget Query TerminologyThe data in each budget query is organized by columns. Each column contains a set of transactions thatprovides Budget Managers with the details of the budget. In the Budget Status by Account and Budget Status byOrganizational Hierarchy, the columns displayed are user-defined. There are ten data columns which detailbudget information and activity:Data ColumnDescriptionAdopted BudgetThis column includes the budget implemented at the beginning ofthe fiscal year.Budget AdjustmentAny budget adjustments or transfers, whether temporary orpermanent, are reflected here.Adjusted BudgetThe current budget is reflected here; users cannot drill down onthis column.Temporary BudgetThis column includes temporary budget adjustments that havebeen made in the current fiscal year.Accounted BudgetThe current budget, Adopted Budget /- Budget Adjustments;users are able to drill down to view actual transactionsYear to DateActual transactions are recorded here; payments and credits.EncumbrancesFunds that have been encumbered by a Purchase Order aregenerated in this column.ReservationsFunds reserved for future use by Requisition are reflected here.Requisitions still in the approval process will not be reflected in theBudget Query.CommitmentsThis column reflects the total amount of future obligations byadding Encumbrances and Reservations; users cannot drill downon this column.Available BalanceThe amount of the budget available to spend is reflected here.Items still in the approval process are not included in this amount.

Budget Query Tutorial Click the Budget Query Link Select the type of query from the drop down menu Click Create Query

Select Data Columns: Skip this step for Budget Quick Queryo Recommended columns are: Accounted Budget, Year to Date, Encumbrances, Reservations,Commitments, and Available Balance.Select columns tobe displayed onbudget report Click ContinueEnter Query Parameterso Fiscal Year/Period: Select desired year/period for budget you are reviewing Recommend leaving fiscal period at 12 to receive most up-to-date informationo Comparison Fiscal Year/Period: Select desired year/period if you would like to compare data between fiscal yearso Chart: Lo FOAPAL elements: at a minimum must have Organization code

If you are unsure of the correct code, you can click on any of the Title buttons toperform a code look up.Enter the query parameters; remember to use wildcards. % Percent Sign can be used in place of missing letters. Surround a word withpercent signs when searching for vendors to return all the appropriatepossibilities. Under Score Character acts as a placeholder for a missing character. This isbest utilized when looking up information by Code Criteria rather than Title.Click Execute QueryClick link of desired code

Results will be returned on Search Criteria pageSubmit Queryo Results will appear on a Budget Report

o Perform a Computation to find results not listed on Budget Report.o Use the drop down boxes to enter the desired formula/computation.o Drill down on desired columns to see detail.The new column will appear where you designated it to be displayed.Download to a spreadsheet to create an Excel report

oData will be populated in Excel as a CSV file.oSave as an Excel document. Click Office Button Go to File Save As: Excel Workbook

Rename file and save in desired location Organize data in desired format.

Encumbrance QueryThe encumbrance query reporting tool, gives Budget Managers the ability to manage encumbrances asit shows how much funds are remaining on an encumbrance. This query lists encumbrance information byorganization and then gives details for each individual encumbrance. Click the Encumbrance Query LinkEnter Query Parameterso Fiscal Year/Period: Select desired year/period for budget you are reviewing Recommend leaving fiscal period at 12 to receive most up-to-date informationo Comparison Fiscal Year/Period: Select desired year/period if you would like to compare data between fiscal years.o Chart: Lo FOAPAL elements: at a minimum must have Organization code Click Submit Query

oEncumbrance information will be displayed by account and document codeoClick any PO to see the details Invoices and any adjustments made to the PO will be displayed Anything with a blue link can be drilled into for further clarification

Budget TransferOccasionally funds will need to be moved within the budget due to changes in spending patterns. Fundscan be moved from one account to another with a budget transfer. Restrictions are that funds cannot be movedout of capital/non-capital assets or personnel accounts without VP of Finance approval.Single Line Transfer Click Budget Transfer Link Select type of transfer from Drop Down Listo Temporary Select for transfers that do not need to be reflected in future budget years Example: Moving of funds to printing for advertisement of a onetime evento Permanent Select for transfers that need to be reflected in future budget years Example: Moving of funds to printing for advertisements of an annual event

Enter amount of transfer in Transfer Amount field Enter Chart and Index on both lines Hit Complete

Add account codes to FOAPAL Type a brief description (35 character limit) Change budget period to current month of fiscal year

Hit completeo Document number will appear at top of pageo Do NOT hit complete again as this will process another budget transfer

Multiple Line Transfer Click Multiple Line Budget Transfer Link Select type of transfer from Drop Down menu Enter Document Amount (Sum of all the amounts regardless of /-)

Enter Chart and Index on all lines that will be used Select Complete Add account codes to FOAPALPut amount and /- on each line

Type a brief descriptionChange Period to current month of fiscal year Select CompleteDocument number will appear at top of page Do NOT hit complete again as this will process another budget transfer

Finance Training Guide Self-Service Budget Management . BANNER FINANCE- Self Service Banner Finance is a module of the Banner database