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Finance 101

Christa Cobbs

Banner

Introductions

Name

Department

Title/Job Responsibilities

Banner experience

You may take Bearkat Buy Training

any time AFTER next week

What is accounting?

Accounting is the recording, preparing, and interpreting of financial information.

Transactions are recorded through financial entries into the General Ledger and the Operating Ledger.

What is accounting?

Operating Ledger: Operating Ledger accounts have beginning and ending balances, which are adjusted during an accounting period with debits and credits. Individual transactions are identified within a ledger account with a transaction number. The transactions are caused by normal business activity, such as tuition receipts or expenses for department needs. This ledger is used to create the income statement. In Banner you can use FGIBDST to view this information and in

Cognos you can use the Operating Ledger Report.

What is accounting?

General Ledger: A complete (master) record of financial transactions over the life of a company. The ledger holds account information that is needed to prepare the balance sheet for the financial statements, and includes accounts for assets, liabilities, fund balance, revenue control, and expense control. In Banner you can use FGITBSR to look at the information on the

general ledger.

What is accounting?

Revenue - Money received, especially on a regular basiso Examples include tuition, fees, and transactions between

departmentso Revenue accounts have a natural CREDIT balance

• I.e. To increase revenue, you credit the revenue account Expenses - The cost required for something; the money spent

on somethingo Examples include supplies for the office, salaries, and

travelo Expense accounts have a natural DEBIT balance

• I.e. To increase expense, you debit the expense account

What is accounting?

Income Statement - Simplified Debit Credit

Revenue - Tuition $ 2,000.00

Revenue - Sales $ 50.00

Total Revenue $ 2,050.00

Expense - Salaries $ 1,400.00

Expense - Supplies $ 50.00

Total Expense $ 1,450.00

Change in Net Position $ 600.00

What is Banner?

Banner is the ERP (Enterprise Resource Planning) software for Sam Houston State University and consists of software

applications for Finance, Student Accounts Receivable, Financial Aid, Human Resources, Advancement, and more.

Banner Terminology

FOAPAL/FOAP/FOP = Coding Number Sequence

Form = Program/Screen/Report

FOAPAL

FOAPALis the acronym for the coding numbers used in Banner

o FundoOrganizationoAccountoProgramoActivityo Location

FOAPAL

A Banner fund is a number that designates the type/source of money that you are using

Identifies where the money comes fromUse Fund for both General Ledger and Operating

LedgerData entry is 6 digits

Required – Fund

FOAPALRequired – FUND (Cont’d)

Where MoneyComes From

Data EntryRange

Education & General 110100-110500

Designated Tuition 140100

Designated Other 150000-159000

Designated Research 160001-165003

Auxiliary Fees 170100-170400

Auxiliary Departments 180000-190100

Contract & Grant 212000-299100

Scholarship 310000-321130

Financial Aid 340001-390000

Agency 810000-811223

FOAPAL

Identifies whose money, budgetary responsibilityData came from organization chartsData entry is 6 digits

Required – Organization (ORGN)

FOAPALRequired – ORGN (Cont’d)

Whose Money Data Entry Range

President 100000-150100

VPAA – Office of the Provost [College of Academic Affairs] 200000-289756

VPAA – Office of the Provost [Division of Academic Affairs] 400000-470010

VP Enrollment Management 500000-560000

VP Finance & Operations600000-633002660000-691000

VP Information Technology 640000-643102

VP Student Affairs 700000-770000

VP University Advancement 800000-800005

FOAPAL

Identifies what money is spent on/received for

Data entry is 6 digits

Required – Account (ACCT)

FOAPALRequired – ACCT (Cont’d)

What is Spent/Receipted Data EntryRange

Assets 100000-190000

Liabilities 210000-270100

Control Accounts 311100-315200

Fund Balance 410000-410003

Revenue 510000-590100

Salary & Benefits 700700-708600

Expenditures 710100-799108

Transfers 810000-840013Fund Additions/Deductions 910000

General Ledger Accounts

[Use FGITBSR]

Operating Ledger Accounts

[Use FGIBDST]

FOAPAL

Identifies why the money is spent

Defined by National Association of College & University Business Officers standards

Data entry is 2 digits

Required – Program (PROG)

FOAPALRequired – PROG (Cont’d)

Why MoneySpent

Data EntryValues

Revenue (non-programic) 00

Instruction 10

Research 20

Public Service 30

Academic Support 40

Student Services 50

Institutional Support 60

Operation and Maintenance of Plant 70

Scholarship and Fellowship 80

Auxiliary Services 90

Code Title Subcategories Description SHSU Examples*

10 Instruction

1. General Academic Instruction 2. Vocational/ Technical Instruction 3. Community Education 4. Preparatory Instruction 5. Instructional Information Technology

Expenses for all activities that are part of an institution's instruction program. Expenses for credit and noncredit courses; academic, vocational, and technical instruction; regular, special, and extension sessions included. Expenses for departmental research and public service that are NOT seperately budgeted should also be included in this category. This covers faculty time on researching for publications not covered by grants.

All Academic Departments (not Dean's offices). This will mostly be faculty salaries and supplies for the classroom or instruction

20 Research1. Institutes and Research Centers 2. Individual Project research (IF separately budgeted) 3. Research Information Technology

Includes expenses for activities specifically organized to produce research whether commissioned by an external agency (grant) or separately budgeted by the institution. This does not include all sponsored programs (grants). This does not include departmental reserach not separately budgeted. This does not include federally funded research and development centers.

Expenditures (salaries, materials, supplies) on an externally or internally sponsored award (grant) with a project purpose of producing research

30 Public Service

1. Community Service 2. Co-Op Extension service 3. Public Broadcasting Service 4. Public Service IT

Expenses for activities established primarily to provide non-instruction services for the benefit of individuals and groups that are external to the institution

CMIT, LEMIT, Small Business Development Center, Crime Victims Institute, Forensic Science Commission, Psyc. Services Center

40Academic Support

1. Libraries 2. Educational Media Service 3. Galleries and Museums 4. Academic Administration 5. Academic Personnel Development 6. Course and Curriculum Development

Expenses incurred to provide support services for the institution's primary programs of instruction, research, and public service. Includes Academic Deans and personnel providing admin. support to the three primary missions. Seperately budgted support for course and curriculum development.

Dean's office (salary and supplies), Library, Sabbaticals, faculty awards and faculty development programs, Client Services-IT

50Student Services

1. Student Service Administration 2. Counseling and Career Devleopment 3. Social and Cultural Devleopment 4. Financial Aid Administration 5. Student Admissions, records 6. Health Services 7. Student IT

Expenses for the primary purpose of contributing to student's emotional and physical well-being and intellectual, cultural, and social development outside the context of formal instruction. This includes student activities, cultural events, career and counseling guidance, student health services

Student Health Center, International Programs, Testing Center, Enrollment Management Office, Office of Student Services, Visitor Center, Registrar, Admissions, Public Safety

60Institutional

Support

1. Executive Management 2. Fiscal Operations 3. General Administration 4. Public Relations/Development 5. Information Technology

Expenses for central, executive level activities concerned with management for the entire institution such as governing board, fiscal operations, legal services, planning and programming operations, information technology

President, Infrastrucure and Support - IT, ERP Services - IT, Controller's Office, Procurement, Payroll, Bursar, VPFO

70Plant and

Maintenance

1. Physical Plant Admin 2. Building Maintenance 3. Custodial Services 4. Utilities 5. Landscape and grounds 6. Repairs and Renovations 7. Security

All expenses for the administration, supervision, operation, maintenance, presentation, and protection of physical plan. It may include janitorial services, utility services, normal laterations of buildings, furniture, equipment, repairs, ordinary expenses

Facilities Management, Maintenance, Custodial Services

71 Depreciation Depreciation, and Expenditures for Capital projectsDepreciation calculated by the Property Office and Expenditures on 7341 code for projects that will be capital items

80Scholarships

and Fellowships

1. Scholarships 2. Fellowships

Aid Charges that exceed chrages to the student (Tuition, fees, dormitory, food services). Does NOT include students awards made in exchange for services provided to the institution such as graduate teaching or student work study programs.

90 Auxilaries

Auxiliaries exist to furnish goods or services to students, faculty, staff, other departments, general public, and charges a fee directly related to, although not necessarily equal to, the cost of the goods or services. It is managed and operated as a self-supporting activity.

Residence Halls, Dining Services, Parking

91Athletic - Auxiliary

Athletics ONLY ONLY FOR ATHLETICS

92 Auxiliary OtherSHSU uses this code to capture auxiliaries with the main purpose that is public service or research oriented

Center for Project Based Learning, CJ Crimes, CMIT Fee Programs, LEMIT Fee programs

* GENERALLY will fall under this program code, note there are always exceptions. Please contact us for clarifications or questions

NOTE: GENERALLY: Grants should be 20, 30, 50ALWAYS/ONLY: Funds beginning with 18 should be 90, 91, 92ALWAYS/ONLY: Facilities, Property should be using program code 71

Primary Functions of a University

Note: Each category has a subcategory of IT to caputure formally organized or seperately budgeted. If not separately accounted for as one of the 3 primary functions the remainder should be 60 or 40. Therefore, if an Academic Dept. has budget for IT related items and they purchase or are charged for IT related expenses, those should be recorded on program code 10 (as all academic depts generally are).

Banner –Naming Conventions

All Banner objects adhere to naming conventions

e.g., forms, tables, processes

The names of all Banner forms (except menu forms), reports, processes, and tables are seven characters long and have this structure:

Example F G I B D S T

Position Locations 1 2 3 4 5 6 7Name of ‘Organization Budget Status’ Form

Banner XE

Banner Navigation Menu

Application Navigator

Banner XE - General Navigation

Banner Products



You can customize My Banner to include forms you frequently use (your own

personalized shortcut menu to forms)

View a list of recently opened forms


Enter form acronyms or names here


Suggestions will appear as you type


At the beginning of each Banner session, approvers will receive notification of documents awaiting approval. Hit ‘X’ to continue to requested form.



Common Navigational Shortcuts• F7 - Begin Query• F8 - Execute Query• F3 - Drill Down• Alt+PgDn - Next Block/Go

Banner messages help guide you

Next Block-Takes you to next page/form. ‘Go’ does the same.

Banner XE – Exporting to Excel

The ‘Export’ function under Tools exports Banner data to

Excel

Banner XE – Queries

F7 or “Filter” to begin query

Banner XE - Queries

Enter query parameters, select “Go” or F8

Banner XE - Queries

Select the number of items to be displayed on each page

Banner XE - Adding Document Text

Choose a requisition by clicking on the requisition number, then “Select”


“Go” or Next Block


Use the Related button to select “Document Text”


Procurement Text Entry

formOnce you hit ‘Go’, Text Entry box is

displayed


No additional characters allowed on this line

Use on your keyboard to add additional lines and automatically move your cursor

Banner Questions

Questions about Banner XE?

Operating Ledger FormsFrequently Used/Important Forms:FGIBDST (Organization Budget Status)

FGIBAVL (Budget Availability Status)

FGITRND (Detail Transaction Activity)

FGIDOCR (Document Retrieval Inquiry)

FAIINVE (Invoice/Credit Memo Query)

FOIDOCH (Document History)

FGIBDST vs. FGIBAVL

Both show budget information:FGIBDST:Shows POSTED transactions (transactions

that have made it through the approval process)FGIBAVL: Shows your real-time available balance to

include all pending transactions

When do I use FGIBDST?

When you want to see your budget or actual (posted) expenses or revenue.

When you want the ability to drill down and see more detail for accounts and transactions.

Budget Status (FGIBDST)

FGIBDST – Budget Status ScreenProvides the Budget Available Balance for

Budget Funded FOPs: 110100, 110200, 140100, 15XXXX, etcGrants

Used to obtain Operating Ledger transaction information for Budget funded FOPs

*To obtain the available balance, you must ‘uncheck’ the “Include Revenue Accounts” checkbox.*


FGIBDST – Budget Status ScreenIn the Chart Field, ‘S’ (capital letter S) defaultsCurrent Fiscal Year Defaults, change year if a previous fiscal year is

desired.Enter your Fund-Org combination without the Account or Program

codes filled in; these will act as ‘filters’ rather than displaying the entire data.

Click ‘Next Block’ or Alt+PgDwn to populate form.Data is displayed by Account Code for each line item. “Net Total – Available Balance” equals your available balance, which

consists of your total budget less any year-to-date activity. Year-to-date activity includes salaries and other expenditures, less money set-aside for purchase orders.

FGIBDST – Banner XE

* Alternatively, you may click Next Block or Alt + PgDn

Click “Go” *Enter your Fund and ORG…


FGIBDST – Budget Status Screen‘Type’ = Type of Account

R=RevenueL=LaborE=ExpenseT=Transfer (Transfers IN show as negative amounts and vice-versa for transfer OUT.)

‘Adjusted Budget’Spending authority granted by the Budget Office.

‘Budget Pools’‘Budget Pools’ are three-digit account pools (i.e. 710, 720, etc.) that hold

the budget for their corresponding groups of expense Account CodesBudget pools cannot have transactions posted against them.


No balance shows up because the ‘Include Revenue’ box is checked on a department with no revenue.


FGIBDST – Budget Status Screen‘YTD Activity’

This column displays all of the actual expenses incurred in the selected fiscal year.

‘Commitments’All encumbrances for the selected fiscal year are displayed here and

summed in the ‘Net Total’ cell at the bottom. Once a requisition has been approved then it will appear on FGIBDST, However, funds are reserved or set aside to cover a possible purchase on FGIBAVL before requisition is even completed.

‘Available Balance’This column displays the net affect of each row (Adjusted Budget-YTD

Activity-Commitments=Available Balance). If the bottom right Available Balance cell is empty; ‘rollback’ (shift+F7) and

uncheck the ‘Include Revenue Accounts’ check box. Alt-PageDown again, and the Available Balance will be displayed.


Uncheck the “Include Revenue” option if your department does not collect revenue


To view the detail behind atransaction, simply select (highlight) the amount you would like to research and use the Related Menu to select Transaction Detail Information (or hit F3) to see all transactions that make up that activity.

Click on Related Menu and select Transaction Detail Information (FGITRND) or hit F3 to navigate directly to FGITRND form.

The form FGITRND will pop-up and now you can see the transactions that make up the activity on account code 730000

Transaction Detail (FGITRND)

FGITRND – Transaction Detail ScreenCan be directly accessed through Banner Start

Screen, or while in FGIBDST using Related Menu or pressing F3.

Provides detailed information for all ‘accounts’ (Operating Ledger only)


FGITRND – Transaction Detail Screen‘Activity Date’ = Date the transaction occurred

‘Type’ = ‘Rule Code’. See below for common codes:

RuleCode Description

BD__ Budget Entries – Budget Office

BDT Departmental Budget Transfers

CA/CB1,2,3 Student Charges

CNNI Cancel Check - Invoice w/o encumbrance

CR5 Cash Receipt Entry

CD5 Cash Disbursement Entry

Rule Code Description

DNNI Check - Invoice w/o encumbrance

E0__, E100 Encumbrance Entry

J___ Journal Entry

GRIC Indirect Cost Charge

H___ Payroll Entries

IN__ Invoice/Credit Memo

Rule Code Description

IC__ Cancel Invoice/ Credit Memo

PORD Purch Ordr - Establish

POLQ Purch Ordr - Liquidate

PCRD Purch Ordr - Cancel

REQP Requisition – Reservation

RCQP Requisition - Cancel


FGITRND – Transaction Detail Screen‘Activity’ and ‘Location’ (just starting to be used)‘Field’ENC=Encumbrance (Funds are dedicated or set

aside for the payment of a purchase after the Purchase Order is cut.)YTD=Year to Date (Actual expense)

F3 drills down even further to the document level.

To see document details, select a document code and use F3 (or the Related Menu) to drill down

Document Retrieval Inquiry (FGIDOCR)

The Document Retrieval Inquiry (FGIDOCR) form appears with your selected document number populated. Select ‘Retrieve’ to access any scanned

supporting documentation for the document.

To continue to document details, select ‘Go’ instead of ‘Retrieve’.

Document Retrieval Inquiry (FGIDOCR)

Type in the Document # & Next Block or Go to see the journal associated with the

document

Invoice/Credit Memo Query (FAIINVE)

Enter the Invoice # (should begin with ‘I’ or ‘E’) & Click Go


Next Block for additional information

Provides info such as:• Vendor Name &

Banner ID #• Purchase Order #

• Invoice, Transaction, & Payment Due Dates• Vendor TINS #


Shows the description,

quantities, and pricing of purchases

Continue to Next Block for additional details such as the FOAP and Bank used with the invoice

Document History (FOIDOCH)

If unsure of Document Type,

use the menu

Must enter both the Document # and the Document Type, then Go or Next Block

Available Balance: FGIBAVL

When do I use FGIBAVL? When you want to see your “up to

the minute” balance.


BAVL REQUIRES:

FUND, ORG, and Account Pool.

FGIBAVL is the only place to see an accurate picture for available balance.

Understanding Commitments on FGIBAVL

On FGIBAVL commitments are monies allocated for a specific item. As soon as a FOAP is entered on a requisition the funds are committed; even if the requisition has not be completed!

This is helpful so if several people are working on different requisitions, BAVL is calculating an accurate balance to reference.

Make sure to keep incomplete requisitions at a minimum, so that several items are not tying up actual available funds.

Let’s talk about Fund Balance and the Trial Balance

Summary form (FGITBSR)

General Ledger Forms

Terminology - Fund Balance

What is Fund Balance?Fund Balance is an accumulation of revenues minus

expenses of all prior years. See (1) below.

Fund balance = revenue – expenses

What is estimated fund balance? Fund balance only changes when we close the fiscal year

on August 31st. An estimated fund balance is the calculation of revenues less expenditures to date included with the Fund Balance. This number can be seen on the bottom of FGITBSR as ‘Current Fund Balance’.

Trial Balance Summary (FGITBSR)

FGITBSR – Trial Balance Summary FormProvides the Current Balance for Fund Balance accounts.To obtain available balance, the encumbrances (account

314100) must be subtracted from the ‘Current Fund Balance’cell at the bottom of the form.

If ‘Debit’ is displayed in the ‘Debit/Credit’ column to the right of the current fund balance cell, the fund is in deficit.

Displays only General Ledger dataIf looking for Transaction Detail, use FGIBDST.

F3 drills down to see G/L detail only.


FGITBSR – Trial Balance Summary FormIn the Chart Field, ‘S’ (capital letter S) defaults

Current Fiscal Year defaults, change year if a previous fiscal year is desired.

Enter your Fund, the account code field can be left blank.

Click ‘Next Block’ or Alt+PgDwn to populate form.


‘Current Fund Balance’ = Rev. Control – (Exp. Control + PY Exp. Control) + Fund Bal.Also: ‘Current Fund Balance’ = Assets (Cash) – Liabilities (Accounts Payable)


FGITBSR – Trial Balance Summary Form‘Acct Type’

‘Account’General Ledger accounts – Basically a summary of all

the Operating Ledger Accounts.

1_ = Assets 6_ = Labor2_ = Liabilities 7_ = Direct Expenditures3_ = Control Accounts 8_ = Transfers4_ = Fund Balance 9_ = Fund Additions5_ = Revenues

Banner Questions

Questions about Banner forms

or other accounting elements?

Cognos ReportsCan be viewed and exported in

various formats (e.g. PDF, HTML, Excel)

Pull information from Banner

Only contain information thru prior day in Banner (information is not live; Cognos updates nightly)

Cognos

Cognos – Operating Ledger Report

Cognos – Transaction History


Enter FY&

Fiscal Period(s) or Date Range.

Can enter other

parameters for more specific

info.

Click Next

Enter parameters

for transactions you wish to

view and click Finish


Click here to change your report format

Cognos Questions

Questions about Cognos?

Banner Self Service is located under the Campus Resources Tab on My SAM. The Finance module of Self-Service is also in your Employee tab as Finance Self Service (SSB)

Click on the Finance tab to see tasks you are able to do in Self Service

Banner Self Service

Encumbrance Query

You must enter the Fiscal Period to query.

Encumbrance Status can be Open, Closed, or All.

Enter Chart: S; Fund; and Organization.

If more specific query is necessary you may also enter an Account Code.

Once parameters have been set; simply click Submit Query.

Open Encumbrance Report

You can click on the blue links to see more information about a document.

In the following example we selected P0001011

Open Encumbrance Report

Detailed look at Document (PO) P0001011 for Music Mountain Water Co.

Drilling Down within a Report

You are able to drill down and view the actual PO entered for payment and Invoices that are tied to PO.

Banner Questions

Questions about Banner Self Service?

Banner Accounting Periods:

SHSU’s fiscal year is September 1 through August 31. The accounting (fiscal) periods for Banner do not coincide with calendar months.

01 – September

02 – October

03 – November

04 – December

05 – January

06 – February

07 – March 08 – April 09 – May 10 – June 11 – July 12 – August

Inter-departmental Transactions

Called Inter-departmental Transfers (IDTs), or IDOs (old terminology)

Used for transactions that occur between departments within SHSU

Use ‘Internal’ account codes (ones that end in ‘N’) on IDT forms or fuploads that contain transactions between SHSU departmentsNote: Internal accounts codes can only be used with other

internal account codes. E.g. Both the debit and credit side of the entry must use accounts ending in ‘N’


http://www.shsu.edu/dept/controller/resources.html


‘Funds transferred To’ department is department receiving funds

Should match Orgs for the ‘Please Credit’ FOAPs

Typically the department receiving funds will record the funds as revenue or possibly a decrease of expense (for reimbursements)

‘Funds transferred FROM’ department is the department expending funds, typically for a good or service

Should match Orgs for the ‘Please Charge’ FOAPs

Typically an expense account would be charged (debited)

Must be 6 digits!

Approvals in Banner

Banner Electronic Approvals What are they?

Electronic Approvals provide a paperless process for documents to move through the approval process in Banner.

Which documents? All Banner journal entries, budget transfers, requisitions, and travel requisitions

(applications) must be approved in Banner before they will be posted. Something to keep in mind when looking at FGIBDST

If the Controller’s office does an accounting entry for you (e.g. fupload, IDO, FOAP correction, etc.) and tells you it is complete and provides the Document #, you still will not see that entry until it has been approved.

Additional training is available for approvers and back-up approvers, in the Budgets & Approvals training course.

Contact Information

Security/Access, Chart Maintenance, Approvals –

Lisa Lucas [email protected] Ext. 42552

General Accounting –

Christa Cobbs [email protected] Ext. 43899

Wilbert Hightower [email protected] Ext. 41086

mailto:[email protected]



FIN

Stay tuned for Budgets & Approvals

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