banner finance user guide - a-state · 2017-07-31 · banner finance banner finance user guide...

Banner FinanceBanner Finance User Guide

Release 9.0March 2016

Notices

©2016 Ellucian. Confidential & Proprietary 2

NoticesWithout limitation: Ellucian®, Banner®, Colleague®, and Luminis® are trademarks of the Elluciangroup of companies that are registered in the U.S. and certain other countries; and EllucianAdvance™, Ellucian Course Signals™, Ellucian Degree Works™, Ellucian PowerCampus™, EllucianRecruiter™, Ellucian SmartCall™, are also trademarks of the Ellucian group of companies. Othernames may be trademarks of their respective owners.© 1991- 2016 Ellucian.

Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of thesematerials is limited to Ellucian licensees, and is subject to the terms and conditions of one or morewritten license agreements between Ellucian and the licensee in question.

In preparing and providing this publication, Ellucian is not rendering legal, accounting, or othersimilar professional services. Ellucian makes no claims that an institution's use of this publicationor the software for which it is provided will guarantee compliance with applicable federal or statelaws, rules, or regulations. Each organization should seek legal, accounting, and other similarprofessional services from competent providers of the organization's own choosing.

Ellucian4375 Fair Lakes CourtFairfax, VA 22033United States of America

Contents


Contents

System Overview....................................................................................................................... 30Banner Finance System Flow Diagram...................................................................................... 30Major Features of Banner Finance.............................................................................................31Module Descriptions....................................................................................................................32

General Ledger Description..................................................................................................32Finance Operations...............................................................................................................32Stores Inventory....................................................................................................................32Purchasing and Procurement............................................................................................... 32Accounts Payable................................................................................................................. 33Budget and Position Control................................................................................................ 33Fixed Assets......................................................................................................................... 33Cost Accounting....................................................................................................................34Endowment Management.....................................................................................................34Accounts Receivable............................................................................................................ 34Research Accounting............................................................................................................35

Procedures.................................................................................................................................. 35Pages...........................................................................................................................................35Process flows.............................................................................................................................. 35

General Ledger Process Flow..............................................................................................35Stores Inventory Process Flow.............................................................................................36Purchasing and Procurement Process Flow........................................................................ 37Accounts Payable Process Flow..........................................................................................38Budget and Position Control Process Flow..........................................................................39Fixed Assets Process Flow.................................................................................................. 40Cost Accounting Process Flow.............................................................................................41Endowment Management Process Flow..............................................................................42Accounts Receivable Process Flow..................................................................................... 43Research Accounting Process Flow.....................................................................................44

Banner Finance System Processing.................................................................................46Banner Finance System Security............................................................................................... 46

Banner Security.................................................................................................................... 46User IDs and Processing Security.................................................................................46Copy to User Feature.................................................................................................... 47Delete Processes........................................................................................................... 47

Banner Finance System Security Pages..............................................................................48Fund/Organization Security............................................................................................48Rule Group Security.......................................................................................................49New Rule Group Feature...............................................................................................50User ID / Rule Group Security.......................................................................................50New User ID Feature.....................................................................................................50Form and Process Level Security..................................................................................51Page and Process Copy Feature.................................................................................. 51Fund and Fund Type Level Security............................................................................. 52

Contents


Copy From Existing User Feature................................................................................. 52Remove Record Functionality........................................................................................53Organization Level Security........................................................................................... 53New User Feature..........................................................................................................53

General Ledger........................................................................................................................... 54Elements of the FOAPAL String.......................................................................................... 54Recommended Order for Chart of Accounts Setup............................................................. 55Creating a Chart of Accounts Record.................................................................................. 56

FTMCOAS Main Window...............................................................................................56Parameters Window....................................................................................................... 56

Alternatives for Cash Accounts and Bank Funds................................................................ 58Determining the Cash Accounting Relationships...........................................................58Establishing the Cash Accounting Relationships...........................................................58External Cash — Receipts and Disbursements............................................................ 59Internal Cash — Interfund Transfers............................................................................. 59

Cash Accounts In Foreign Currency.................................................................................... 59Budget Entries Only to Pool Accounts.................................................................................59Multiple Fund Balance Processing.......................................................................................60

Multiple Fund Balancing with FOASYSC.......................................................................60Multiple Fund Balancing with FTMCOAS...................................................................... 61Multiple Fund Balancing with FTMFUND.......................................................................61Multiple Fund Balancing with FTMFBAL........................................................................61Review of Fields.............................................................................................................62Review of Forms and Reports.......................................................................................62Troubleshooting Notes................................................................................................... 62

General Ledger Consolidated Postings................................................................................62General Ledger Consolidated Postings Example.......................................................... 62

General Ledger Summary Postings..................................................................................... 64Using the Transaction Interface Process (FGRTRNI) Transaction Interface Process(FGRTRNI)............................................................................................................................ 65

Deferred Edit Processing............................................................................................... 65Automatic Journal Vouchers.......................................................................................... 66Interface Systems...........................................................................................................66Budget Development Roll Process................................................................................ 67End-of-Year Process...................................................................................................... 67

Available Balance Process................................................................................................... 68Forms and C Processes That Perform Available Balance Checking.............................69Available Balance Controls............................................................................................ 70FOAP Key Control......................................................................................................... 70Control Period................................................................................................................ 71

Control Period Example...........................................................................................71Control Severity..............................................................................................................71Hierarchical Budgetary Control...................................................................................... 72

Budget Control at Same Higher Level Fund........................................................... 72Budget Control at Same Higher Level Organization............................................... 72Combined Budget Control....................................................................................... 72

Pooled Budgeting........................................................................................................... 73Grant Budgeting............................................................................................................. 73

Effective Date Processing.................................................................................................... 73Pro-Rata Cost Allocation...................................................................................................... 74

Defining Allocation Information...................................................................................... 74

Contents


FTMFUND Allocation............................................................................................... 74FTMALCH Allocation............................................................................................... 75

Limiting Rule Groups in the Pro-Rata Allocation Process............................................. 77Running the Pro-Rata Allocation Process (FGRPRAP).................................................77Running the Pro Rata Allocation Report (FGRPRAR)...................................................79

Governmental Accounting Standards Board (GASB) Reports Processing.................................79GASB 35 Reports.................................................................................................................80

Public Colleges and Universities Business-type Activities Only.................................... 80GASB 34 Reports.................................................................................................................80

Government Wide Statements.......................................................................................80Governmental Funds Statements.................................................................................. 80

GASB Extract Process (FGPGEXT).....................................................................................80GASB Reclassification Entry Page (FGARCLE).................................................................. 82Transaction Reclassification Query Page (FGIRCLE)......................................................... 82GASB Parameter Page (FGAGASB)................................................................................... 82

Specifying a Location for the Extract File......................................................................82Extracting Report Data to File....................................................................................... 83

Changing Attribute Types and Values..................................................................................84Associating FOAPAL Elements to Attributes....................................................................... 85

Associations for Fund, Account, and Program Codes...................................................85Retrieval of Attributes for GASB Reporting................................................................... 85

Setting up Program / Account Codes...................................................................................85Program Codes.............................................................................................................. 85Account Codes............................................................................................................... 86

Setting up GASB 35 Public Institution Business-type Activity Statements...........................86Setting up GASB 34 Governmental Funds Statements....................................................... 87Setting up GASB 34 Government Wide Statements............................................................89Producing GASB Reports.....................................................................................................90

For PC Users: Helpful Hints for Using Microsoft Excel................................................. 91General Accounting Transactions...............................................................................................92

Creating a Journal Voucher Entry Transaction.................................................................... 92Using FGAJVCD............................................................................................................ 92

Key Information for FGAJVCE................................................................................ 93Copy Journal............................................................................................................93Journal Voucher Document Header........................................................................ 93Transaction Detail Window......................................................................................94Journal Voucher Entry Posting................................................................................95Workflow Complete..................................................................................................95

Automatic Journal Voucher Process.................................................................................... 95Rule Code Balancing Methods.............................................................................................97Processing a Cash Receipt From a Vendor........................................................................ 98

Using the Direct Cash Receipt Form.............................................................................98Posting Direct Cash Receipts...................................................................................... 100

Posting Direct Cash Receipts Examples...............................................................100Defaulting Feature in General Accounting Transaction Forms.......................................... 102

Using the Defaulting Feature....................................................................................... 102Redefaulting FOAPAL Elements........................................................................................ 103

Where to Define Defaults.............................................................................................103How Redefaulting Works............................................................................................ 103Account Indexes...........................................................................................................104How Banner Finance Handles Defaults.......................................................................104

Contents


Pages Affected by the Redefaulting Feature...............................................................104Making Adjustments to an Existing Encumbrance.............................................................105

Transaction Detail Data............................................................................................... 106Completing the Encumbrance......................................................................................106

Net Total Fields on General Accounting Query Pages...................................................... 107Calculating Totals.........................................................................................................107

Calculating Totals Example 1:...............................................................................107Calculating Totals Example 2................................................................................108

Year-End Processes...........................................................................................................108Scheduling Year-End Maintenance..............................................................................109Rolling the General Ledger Balances and Opening the Accrual Period...................... 109Executing the General Ledger Balance Forward Process...........................................109

Rolling an Encumbrance.................................................................................................... 110Rolling Prior Year Encumbrances................................................................................112Budget Carry Forward..................................................................................................113Closing Operating Control Accounts............................................................................113Year-end Processing Checklist....................................................................................114

Concurrent Year Processing.............................................................................................. 115OPAL Transactions in the Prior Year.......................................................................... 116General Ledger Transactions in the Prior Year...........................................................116Cash Activity in the Prior Year.................................................................................... 116

Prior Fiscal Year General Ledger Posts............................................................... 116Prior Fiscal Year Operating Ledger Posts............................................................ 117Current Fiscal Year General Ledger Posts........................................................... 117Current Fiscal Year Operating Ledger Posts........................................................ 117

Cash Disbursement Activity in the Prior Year............................................................. 117Prior Fiscal Year General Ledger..........................................................................117Prior Fiscal Year Operating Ledger.......................................................................118Current Fiscal Year General Ledger..................................................................... 118Current Fiscal Year Operating Ledger.................................................................. 118

Credit Memo in the Prior Year.....................................................................................118Posting of Liquidations in the Prior Fiscal Year................................................................. 118

Encumbrance That Has Rolled Committed................................................................. 118Encumbrance Rolled Committed Example 1:........................................................118Encumbrance Rolled Committed Example 2:........................................................119Encumbrance Rolled Committed Example 3:........................................................119

Encumbrance That Has Rolled Uncommitted..............................................................120Encumbrance Rolled Uncommitted Example 1:....................................................120Encumbrance Rolled Uncommitted Example 2:....................................................121Encumbrance Rolled Uncommitted Example 3:....................................................121

Creating an Original 1099.................................................................................................. 122Creating a Correction 1099................................................................................................ 122Querying Accounting Data..................................................................................................123

Organization Budget Status Page (FGIBDST)............................................................ 123Executive Summary Page (FGIBDSR)........................................................................ 124Account Type Query on FGIBDST and FGIBDSR...................................................... 124

Performing a Query for Specific Date................................................................................ 125Query for Specific Data Example.xml..........................................................................125

Formatting Preferences on Query Forms................................................................................. 125Research Accounting Setup..................................................................................................... 126

Proposal Setup................................................................................................................... 126

Contents


Grant Setup.........................................................................................................................128Grant Billing Setup..............................................................................................................131Trail-in and Trail-out Periods..............................................................................................133Cost Share Calculations..................................................................................................... 134Indirect Cost (F & A) Calculations......................................................................................134T Accounts..........................................................................................................................138

T Accounts Example:................................................................................................... 138Online vs. Deferred Grant Accounting Process................................................................. 139

Online Method.............................................................................................................. 139Deferred Method.......................................................................................................... 139

Grant Budgets.....................................................................................................................140Indirect Cost Encumbering................................................................................................. 140

Indirect Cost Encumbrance Type I.............................................................................. 142Encumbrance Posting Example: No Budget Roll........................................................ 142Encumbrance Updates.................................................................................................143

Indirect Cost Source Transaction Temporary Table (FGTIDCE)...........................143Journal Voucher Creation......................................................................................143GRIO and GRIA Rule Classes..............................................................................144Posting Indirect Cost Encumbrances.................................................................... 144Incomplete Indirect Cost Encumbering................................................................. 145Process Flow: Posting Indirect Cost Encumbrances.............................................145

Inception-to-date Grant Ledger....................................................................................146Encumbrance Posting Example: With Budget Roll......................................................148Starting Indirect Cost Encumbering............................................................................. 148Indicating Indirect Cost Encumbering for a Grant (FRAGRNT)................................... 149Enabling Indirect Cost Encumbering for a Fund (FRMFUND).....................................149Enabling Indirect Cost Encumbering after Grant Activity Exists.................................. 149

Feeding Updates to Posting..................................................................................150Selecting Indirect Cost FOAPALs to Update.........................................................150Choosing Periods to Update................................................................................. 151

Grant Ledger Exclusion Rule Class GRIX...................................................................152GRIX Zero Amount................................................................................................ 153GRIX Non-zero Amount.........................................................................................153Process Flow: Posting Indirect Cost Encumbrances including GRIX....................154

Stopping Indirect Cost Encumbering........................................................................... 156Proposal and Grant Events................................................................................................ 156

How to Create Proposal or Grant Events....................................................................156How to Satisfy an Event.............................................................................................. 157How to Query Events...................................................................................................157How to Enhance Descriptions for Proposals and Grants............................................ 157

Alternate Description - Status Code (FRAGRNT, FRAPROP).............................. 157Alternate Description - Event Code (FRAEVGA, FRAEVPA)................................157Alternate Descriptions Display...............................................................................157

How to Add Text to Selected Pages........................................................................... 158Agency Funding Information for Grants and Proposals..................................................... 159

How to View Pre-existing Information..........................................................................159How to Enter New Information.....................................................................................159

Setting up Banner Finance Forms for Effort Certification.................................................. 159Grant Billing Detail Table (FRRBDET)............................................................................... 160

Key:...............................................................................................................................160Generating Bills...................................................................................................................161

Contents


Generating Bills Example:............................................................................................162Generic Bills................................................................................................................. 163Budget Limit Processing.............................................................................................. 163

Budget Limit Processing Examples:......................................................................163Fixed Bill With a Deferred Account..............................................................................164

Fixed Bill With a Deferred Account Example 1:.................................................... 164Fixed Bill With a Deferred Account Example 2:.................................................... 164

How to Print a 1034 Continuation Form...................................................................... 164Research Accounting Billing Process (FRRBILL)........................................................165

Research Accounting Billing Process Examples:..................................................167Reversing a Bill...................................................................................................................169Bill Events........................................................................................................................... 170

On-demand Events...................................................................................................... 170How to Set up an On-demand Bill........................................................................ 170How to Reverse an On-demand Bill......................................................................171How to Re-bill an On-demand Bill.........................................................................171

Scheduled Events........................................................................................................ 172How to Set up a Scheduled Bill Event..................................................................172How to Reverse a Scheduled Bill Event............................................................... 173How to Re-bill a Scheduled Bill Event.................................................................. 173

Prior Period Reversals........................................................................................................174Payments Received From a Sponsoring Agency...............................................................176

Entering Payments for a PMS Code........................................................................... 176Grant Payment Rule Class (GRPM)..................................................................... 176Grant Application of Payment Rule Class (GRAP)............................................... 177

Entering Payments for a Grant....................................................................................177Tips............................................................................................................................... 178

Reversal of Applied Payments........................................................................................... 178Grant Application of Payment Rule Class (GRAP) after Unapplication of PaymentsProcess.........................................................................................................................179

Generating Reports.............................................................................................................179Interfacing Grant Information From an External System to Banner.................................. 179

Collector Table Basics................................................................................................180User ID Field..........................................................................................................180Activity Date Field..................................................................................................180Clearing Fields.......................................................................................................180

Error Reporting.............................................................................................................180Grant Interface Processes.......................................................................................... 181Grant Security Access................................................................................................. 181Mapping Collector Tables to Grant Tables.................................................................181

Grant Budget Header Mapping (to FRBBUDG and FRRBUDG)...........................182Grant Events Code Mapping (FRCEVNG to FRBEVNG)......................................187Grants Billing Information Mapping (FRCGRNT to FRBGBIL)..............................189Grant Header Table Mapping (FRCGRNT to FRBGRNT).................................... 192Grant Events Code Mapping (FRCEVNG to FRRBFIX)........................................198Grant Budget Lines Mapping (to FRRBUDG)....................................................... 198Grant Events Code Mapping (FRCEVNG to FRREVNG)..................................... 201Grant Location Information Mapping (FRCGLOC to FRRGLOC)..........................202Grant Personnel Information Mapping (FRCGRPI to FRRGRPI)..........................203Grant Events Code Mapping (FRCEVNG to FRRPRXG)..................................... 204Grant User Defined Codes Mapping (FRCGUSN to FRRGUSN)......................... 205

Contents


Grant Status History Mapping (to FRVGRST)...................................................... 206Banner Finance Operations...................................................................................................... 206

Currency Conversion.......................................................................................................... 206Defining Currency Conversion Values.........................................................................207Currency Conversion by Module................................................................................. 207

Purchasing and Procurement Currency Conversion............................................. 207Accounts Payable Currency Conversion...............................................................207General Ledger Currency Conversion...................................................................208Accounts Receivable Currency Conversion.......................................................... 208

Currency Conversion for Journal Vouchers.................................................................208Currency Conversion Checklist....................................................................................208

Identifying Persons and Entities in Banner Finance.......................................................... 209Adding Persons or Entities to Banner Finance With the Identification Page(FOAIDEN)................................................................................................................... 210Searching the Database for Entities With the Non-Person Name/ID Search Page(FOICOMP)...................................................................................................................210Searching the Database for Persons with the Person Name/ID Search Page(FOIIDEN).....................................................................................................................210

Adding Vendors to Banner Finance................................................................................... 212Searching the Database for Vendors.......................................................................... 212Using the Vendor Maintenance Page (FTMVEND)..................................................... 212

Identifying a Vendor as a Corporation.................................................................. 212Identifying a Vendor as an Individual....................................................................213

Adding Financial Managers to Banner Finance................................................................. 214Searching the Database for Persons...........................................................................214Using the Financial Manager Maintenance Page (FTMFMGR)...................................215

Manager Information..............................................................................................215Address Information...............................................................................................215

Adding Agencies to Banner Finance..................................................................................216Searching the Database for Agencies......................................................................... 216Using the Agency Code Maintenance Page (FTMAGCY)........................................... 217

Adding Customers to Banner Finance............................................................................... 218Adding Employees to Banner Finance...............................................................................218ID Definition Tables............................................................................................................ 219ID and PIDM Relationship..................................................................................................219

Receiving/Matching Processing................................................................................................ 220Receiving/Matching.............................................................................................................220

Receiving Feature........................................................................................................ 221Receiving Overage Tolerance Field...................................................................... 221Receiving Override Field....................................................................................... 221

Invoicing Feature..........................................................................................................221Establishing Users for the Process..............................................................................222

Completing the Invoice.......................................................................................... 222Choosing to Use Optional Features...................................................................... 223

Document Level Matching.................................................................................................. 223Receipt Required Field................................................................................................ 223

Requisitions............................................................................................................224Purchase Orders....................................................................................................224Invoices.................................................................................................................. 224

Setup of Document Level Matching.............................................................................225Banner Invoicing with Document Level Matching........................................................226

Contents


FAAINVE Example:................................................................................................227Internal Vendor Order Processing...........................................................................................230

Security Considerations.....................................................................................................230Internal Controls................................................................................................................ 230Things to Remember.........................................................................................................230Internal Vendor Setup.........................................................................................................231Internal Vendor Order Processing Setup Internal Vendor Order Processing Step-by-Step Process.......................................................................................................................232

Approvals Processing.............................................................................................................. 235Required Pages and Fields................................................................................................236

Approval Queue Maintenance Page (FTMAPPQ) Required Fields............................. 236Approval Queue Routing Codes Page (FOMAQRC) Required Fields ApprovalQueue Routing Codes Page (FOMAQRC).................................................................. 237System Control Maintenance Page (FOASYSC) Required Fields System ControlMaintenance Page (FOASYSC)...................................................................................237User Profile Maintenance Page (FOMPROF) Required Fields User ProfileMaintenance Page (FOMPROF)..................................................................................237

Approvals Process Flow..................................................................................................... 237Cancelling a Document After Final Approval..................................................................... 240Cancelling a Requisition..................................................................................................... 240Approval Queue Setup....................................................................................................... 241

Approval Queue Maintenance Page (FTMAPPQ) Setup Approval QueueMaintenance Page (FTMAPPQ).................................................................................. 241Notes............................................................................................................................ 241

Approval Queue Maintenance Example:...............................................................242Queue Routing Setup......................................................................................................... 243Direct Cash Receipt Approvals......................................................................................... 244

Document Level Accounting and Commodity Level Accounting.............................................. 244Document Level Accounting...............................................................................................244Commodity Level Accounting............................................................................................. 245

For All Documents....................................................................................................... 245For Specific Documents...............................................................................................246

Commodity Level vs. Document Level Accounting............................................................ 247Invoice Accounting Distribution Window (FAAINVE)................................................... 247Encumbrances and Invoices........................................................................................247Accounts Receivable and Invoices.............................................................................. 248Commodity/Accounting Window (FPAPURR, FPAREQN, FPACHAR)....................... 248Completing the Document............................................................................................249

Automatic Accounting Redistribution..................................................................................249Automatic Accounting Reallocation.................................................................................... 249

Allocating Document Level Accounting Records......................................................... 250Allocating Commodity Level Accounting Records....................................................... 250

Request Processing.................................................................................................................. 251Creating a Requisition........................................................................................................ 251Entering Currency Conversion Information on a Requisition............................................. 251

Currency Conversion and Document Level Accounting.............................................. 252Automatic Accounting Redistribution: Accounting Level..............................................252Wrap-Up Routine..........................................................................................................252Automatic Reallocation.................................................................................................253

Document Level Accounting Automatic Reallocation............................................253Commodity Level Accounting Automatic Reallocation.......................................... 254

Contents


Purchase Order Processing......................................................................................................254Creating a Purchase Order................................................................................................ 254

Date Processing........................................................................................................... 255Viewing Currency Conversion Amounts...................................................................... 255Commodity Tax Information.........................................................................................255

Creating a Change Order...................................................................................................256Change Order Main section.........................................................................................256Change Order Header Information section..................................................................256Change Order Header Supplemental Data Window....................................................257Vendor Information Window.........................................................................................257Document Indicators Section....................................................................................... 257Change Order Commodity Data section......................................................................258Change Order Accounting Data Window.....................................................................259Currency Conversion Window: Converted Amounts....................................................260Commodity Tax Information Default Tax Group Code................................................ 260Balancing/Completion Window.....................................................................................260

Querying a Change Order..................................................................................................260Processing a Blanket Order............................................................................................... 261

Blanket Order Remaining Balance.............................................................................. 262Termination Date..........................................................................................................262Blanket Order Remaining Balance Field......................................................................262Posting the Purchase Order........................................................................................ 263

Commodity Level Accounting With a Purchase Order.......................................................263Assigning Requisitions to a Purchase Order..................................................................... 263Opening and Closing Items on a Purchase Order or Requisition...................................... 264

Procurement Card (PCard) Processing...................................................................................264Considerations Before Using PCard Processing.............................................................. 265PCard Setup Process Flow................................................................................................ 265Initializing PCard................................................................................................................267

Configure Banner......................................................................................................... 267Company Numbers and Campus Codes (FTMSDAT).......................................... 267Processing Options.............................................................................................. 269

Load PCard Data......................................................................................................... 270Run PCard Process..................................................................................................... 271

Data Validation and Journal Voucher Generation.................................................271Invoice Generation.................................................................................................273Payment Posting....................................................................................................275

PCard Pages.......................................................................................................................276Purchase Card Transaction Maintenance Page (FAAINVT)...................................... 276

Account/Business Managers................................................................................. 276Specially Designated Users...................................................................................276

Purchase Card Maintenance Page (FTMCARD)........................................................276Payment Cutoff Schedule Maintenance Page (FTMPCSH)....................................... 277Purchase Card Query Page (FAICARD).................................................................... 277Merchant Category Code Validation Page (FTVMCAT).............................................277User Profile Maintenance Page (FOMPROF)............................................................ 277Entity Name/ID Search Page (FTIIDEN).................................................................... 278

Bid Processing.......................................................................................................................... 278Receiving Processing................................................................................................................279

Creating a Receipt of Goods..............................................................................................279Entering Packing Slip Information...................................................................................... 279

Contents


Entering Purchase Order Information.................................................................................279Entering Commodity Information..................................................................................280

Banner Finance Accounts Payable...........................................................................................281Running Banner Bank Reconciliation.................................................................................282

Preventing Inclusion of Journal Voucher Rule Classes...............................................284Populating the Bank Tape Table................................................................................. 284

Creating a Vendor.............................................................................................................. 284Additional Information Window.....................................................................................285Vendor Types Section..................................................................................................285Address Section........................................................................................................... 286E-mail section...............................................................................................................286Taxes Collected Section.............................................................................................. 286

Establishing Tax Information.............................................................................................. 287Using the Tax Rate Code Maintenance Page (FTMTRAT)......................................... 287Compounding Taxes.................................................................................................... 287Including Additional Charges....................................................................................... 288Including Discounts...................................................................................................... 288Establishing a Taxing Authority ID...............................................................................288Identifying to Whom You Pay Taxes........................................................................... 288Specifying a Liability Accounting Distribution.............................................................. 288

Specifying a Default Rebate Accounting Distribution.........................................................289Establishing Multiple Rebate Percentages.........................................................................289

Using the Rebate Maintenance Page (FTMREBT)......................................................289Specifying Distribution Information...............................................................................290

Specifying Distribution Information Example:........................................................ 290Creating Tax Groups.......................................................................................................... 291Associating Tax Groups..................................................................................................... 292

Invoice Processing.................................................................................................................... 292Selecting the Invoice Type................................................................................................. 292Choosing Document or Commodity Level Accounting.......................................................292Using the Invoice/Credit Memo Page (FAAINVE)..............................................................293

Key Information for the Invoice....................................................................................293Invoice/Credit Memo Header Section.......................................................................... 294Document Indicators Section: Key Information............................................................294Commodity Information section....................................................................................295Invoice Accounting Distribution Window...................................................................... 296

If the Document Level Accounting check box is checked:.................................... 296If the Document Level Accounting box is unchecked:.......................................... 296

Balancing the Invoice...................................................................................................297Entering Taxes............................................................................................................. 297Balancing Completion Window.................................................................................... 298Currency Codes and Conversion.................................................................................298

Invoices for Purchase Orders.............................................................................................299Bank Code Edits.................................................................................................................299One-time Vendors...............................................................................................................300Viewing Vendor Invoice Detail Information........................................................................ 301Viewing Vendor Invoice Information...................................................................................301Recurring Payables.............................................................................................................301

Setting Up a Recurring Payable.................................................................................. 301Subsequent Processing............................................................................................... 302Cancelling a Recurring Payable.................................................................................. 303

Contents


Creating a Zero Amount Payable.......................................................................................303Invoicing and Zero Accounting Sequences........................................................................303

Banner Finance Stores Inventory............................................................................................. 304Issues.................................................................................................................................. 304Returns................................................................................................................................304Entering Cost Adjustments to Physical Inventory.............................................................. 304Determining Inventory Adjustment Status.......................................................................... 305

Adjustment Requirements............................................................................................ 305Processing Status Changes During Cost Adjustment................................................. 306Processing Status Changes During Physical Inventory Adjustment............................306

Using Stores Issues and Returns...................................................................................... 307Entering ABC Classification Tolerances.............................................................................308Using the Valuation Process.............................................................................................. 308Posting Processes for Stores Inventory............................................................................. 309

Purchasing Inventory from Outside Vendors............................................................... 309Purchasing Inventory from Outside Vendors Example 1: Procedures Postingprocesses Stores Inventory procedures Posting processes Posting StoresInventory Inventory purchasing from outside vendors...........................................309Purchasing Inventory from Outside Vendors Example 2:......................................309

Purchasing Inventory Within a Department................................................................. 309Purchasing Inventory Within a Department Example:...........................................310

Issuing Stock Against a Requisition............................................................................ 310Issuing Stock Directly With No Requisition..................................................................311Returning Stock Against an Open Requisition............................................................ 312Returning Stock Directly With No Requisition............................................................. 313Transferring Stock Locations....................................................................................... 314Receiving Inventory at the Dock..................................................................................315Paying for Inventory in Accounts Payable...................................................................315Making Adjustments to Cost........................................................................................ 315

Making Adjustments to Cost Example:................................................................. 315Budget Development.................................................................................................................316

Maintaining a Budget..........................................................................................................316Budget Maintenance Page (FBABDMN)............................................................................ 316

Key and Header Information........................................................................................317Transaction Detail Information..................................................................................... 318Budget Maintenance Window...................................................................................... 318Balancing/Completion Window Process...................................................................... 319Navigation.....................................................................................................................319FBABDMN Additional Information................................................................................319

Budget Development Cycle................................................................................................ 320Budget Development Cycle Example.......................................................................... 321

Budget Development and Maintenance Time Line Example............................................. 322Establishing Initial Budget Phases..................................................................................... 324Establishing Subsequent Fiscal Year Budget Phases....................................................... 324

Operating Ledger......................................................................................................... 324Budget Phase Data......................................................................................................324

Rolling Phase to Phase Within Budget IDs........................................................................325Changing Line Item Within a Phase.................................................................................. 325Mass Change Budgets....................................................................................................... 326

Mass Change Budgets Example:................................................................................ 326Merging Budgets.................................................................................................................327

Contents


Rolling Approved Budget Phase to OPAL......................................................................... 327Deleting a Phase by Account Type and Fund Type.......................................................... 329

Banner Fixed Assets Module Cash Gifts..................................................................................329Establishing Commodity and Accounting Structure........................................................... 329

Account Code Connection........................................................................................... 330Account Code Connection Example......................................................................330

Fund Code Configuration.............................................................................................331Fund Code Configuration Example:...................................................................... 333

Commodity Code Setup...............................................................................................335Integrating Fixed Assets With Procurement and Payable Processes................................ 336

Origination Tag Process...............................................................................................337Part 1 - Origination Tag Creation Matrix............................................................... 337Part 2 - Origination Tag Extraction Process..........................................................338

Fixed Assets Miscellaneous Information......................................................................340Credit Memos.........................................................................................................340Cancellation of Checks and Invoices.................................................................... 340Direct Capitalization............................................................................................... 340Multiple Tax Rebate Distribution and Capitalization..............................................341

Attachments and Components........................................................................................... 341Depreciation in the Fixed Assets Module...........................................................................341

Implementation Procedures for Depreciation of Fixed Assets.....................................341Creating the Framework for Depreciating Assets.......................................................342

Transfers in the Fixed Assets Module............................................................................... 344Adjustments in the Fixed Assets Module...........................................................................344

Header Information.......................................................................................................345Using the Balancing/Completion Window.................................................................... 346Function Types on FFAADJF..................................................................................... 346

Sale of Asset......................................................................................................... 346Write Off.................................................................................................................347Write Up/Down Adjustments..................................................................................348Permanent Tag Capitalization............................................................................... 348Origination Tag Capitalization............................................................................... 349Depreciation Adjustment........................................................................................350Record Past Depreciation......................................................................................350GL Change - Asset Account................................................................................. 351GL Change - Equity Account................................................................................ 352GL Change - Fund Code.......................................................................................353GL Change - Fund and Equity.............................................................................. 354GL Change - Cap Amount/Account.......................................................................355

Fixed Asset DTAG Processing Page (FFADTGP)............................................................. 356Posting a Debit to Fixed Assets - Available Options................................................... 356Posting a Credit to Fixed Assets - Available Options..................................................357

Querying Adjustment Documents.......................................................................................358Capitalizing Non-Invoice Fixed Asset Expense Accounting Entries...................................358

Requirements for FFBOTAG Table Entries................................................................. 358Requirements for Capitalization................................................................................... 358Capitalization Process Flow.........................................................................................359

Cost Accounting Module........................................................................................................... 360Cost Accounting Billing Process.........................................................................................360

Before Running the Billing Process............................................................................. 361Running the Billing Process.........................................................................................361

Contents


Setting up Rates for Cost Accounting................................................................................363FTMRTYP — Rate Type Code Maintenance Page.....................................................364FTMRRUL — Rate Type Rule Maintenance Page......................................................364FTMINRT — Internal Rate Code Maintenance Page.................................................. 364FTMINVT — Inventory Code Maintenance Page........................................................ 364FTMEQPT — Equipment Tag Maintenance Page.......................................................364FCAEMPL — Employee Maintenance Page............................................................... 364FTMIRTO — Rate Code by Organization Maintenance Page.....................................365FCAINRT — Internal Rate Maintenance Form............................................................365FTMCTYP — Cost Type Code Maintenance Page..................................................... 365FTMCSTO — Cost Type by Organization Maintenance Page.................................... 365FTMRTCT — Rate Code by Cost Type/Organization Maintenance Page...................365FTMCLAS — Classification Code Maintenance Page.................................................366FTMRTCL — Rate Code/Classification by Org Maintenance Page............................ 366FTMARAT — Rate Account Maintenance Page......................................................... 366

Defining Project/Work Orders and Entering Costs.............................................................366Establishing a Project Work Order.............................................................................. 367

Creating a Project Work Order..............................................................................368Creating and Maintaining Customer Accounting Distribution for a Project............ 368

Defining Additional External Rates for a Project/Work Order...................................... 369Entering Project Charges.............................................................................................370

Using the Cost Accounting Maintenance Page (FCAACCT).................................370Using Journal Vouchers or Invoices......................................................................371

Establishing Rate Codes for an Organization.................................................................... 372Establishing Rate Types and Rate Rules....................................................................372Establishing Internal Rate Codes................................................................................ 373Assigning Internal Rate Codes to an Organization......................................................373Establishing Rate Values for Internal Rate Codes...................................................... 374

Establishing Cost Types for an Organization.....................................................................374Defining a Cost Type................................................................................................... 374Defining a Cost Type for an Organization................................................................... 375Assigning Internal Rate Codes to a Cost Type........................................................... 375

Entering Charges From Invoices With Internal Rate Codes.............................................. 375Creating Direct and Indirect Labor Rate Codes.................................................................376Automatic Rate Calculations for Inventory Process........................................................... 376Automatic Rate Calculations for Equipment Process.........................................................377Automatic Rate Calculations for Material Management Process....................................... 378

Archive/Purge............................................................................................................................ 379Restore Capability...............................................................................................................380Purge Capability..................................................................................................................380

Automated Clearing House.......................................................................................................381Standards............................................................................................................................ 381

National Automated Clearing House Association Standards.......................................381Canadian Payment Association Standards..................................................................382

Processing Payments by Check Only................................................................................382Processing Payments by Direct Deposit Only................................................................... 382Processing Payments by Check and Direct Deposit..........................................................383

Banner Interfaces.................................................................................................................... 385Banner Human Resources/Finance Interface Flow Summary..................................................385

Contents


HR/Finance Set up Rules Page (NTRFINI)..............................................................................387Distribution Information section.......................................................................................... 388Fringe Chargeback Rules section...................................................................................... 389

Establishing and Feeding Original Budgets..............................................................................390Rule Pages........................................................................................................................390

Banner Finance Rule Forms........................................................................................390Banner Human Resources Rule Forms.......................................................................391Banner Position Control Rule Pages........................................................................... 393

Application Forms............................................................................................................... 393Banner Position Control Application Pages................................................................. 393

Batch Processes.................................................................................................................394Configuring Process Flow...................................................................................................396Budget Maintenance Checklist: Establishing and Feeding Original Budgets..................... 397

Budget Modeling...................................................................................................................... 399Budget Modeling Rule Forms.............................................................................................400

Banner Finance Budget Modeling Rule Forms............................................................400Banner Position Control Budget Modeling Rule pages............................................... 401

Budget Modeling Application Forms...................................................................................403Banner Position Control Budget Modeling Application Pages..................................... 403General Person............................................................................................................ 405Banner Human Resources Budget Modeling Application Pages.................................405

Budget Modeling Batch Processes.................................................................................... 405Banner Finance Budget Modeling Batch Processes................................................... 405Banner Position Control Budget Modeling Batch Processes.......................................405

Budget Modeling Reports................................................................................................... 408Budget Modeling Process Flow..........................................................................................408Budget Maintenance Checklist: Budget Modeling..............................................................409

Processing Wage/Salary Adjustments...................................................................................... 412Wage/Salary Adjustments Rule Pages.............................................................................. 413

Banner Position Control Wage/Salary Adjustments Rule Pages................................. 413Wage/Salary Adjustments Application Pages.................................................................... 413

Banner Position Control Wage/Salary Adjustments Application Pages....................... 413Wage/Salary Adjustments Batch Processes...................................................................... 414

Banner Position Control Wage/Salary Adjustments Batch Processes.........................414Wage/Salary Adjustment Process Flow............................................................................. 416Budget Maintenance Checklist: Processing Wage/Salary Adjustments.............................417

Approving Working Budgets..................................................................................................... 420Approving Working Budgets Application Forms Interfaces Banner Finance Systemapproving working budgets.................................................................................................421

Banner Finance Approving Working Budgets Application Pages................................ 421Approving Working Budgets Batch Processes...................................................................421

Banner Position Control Approving Working Budgets Batch Processes......................422Banner Finance Control Approving Working Budgets Batch Processes......................424

Approving Working Budgets Process Flow........................................................................ 425Budget Maintenance Checklist: Approving a Working Budget...........................................426

Feeding Payroll Transactions....................................................................................................429Feeding Payroll Transactions Rule Forms......................................................................... 432

Banner Finance Feeding Payroll Transactions Rule Forms........................................ 432Banner Human Resources Feeding Payroll Transactions Rule Forms....................... 433Banner Position Control Feeding Payroll Transactions Rule Pages............................433

Feeding Payroll Transactions Application Forms...............................................................434

Contents


Feeding Payroll Transactions Batch Processes.................................................................434Banner Human Resources Feeding Payroll Transactions Batch Processes............... 434Banner Position Control Feeding Payroll Transactions Batch Processes....................435Banner Finance Control Feeding Payroll Transactions Batch Processes....................435

Feeding Payroll Transactions Process Flow...................................................................... 435Payroll Feed Checklist........................................................................................................436

Processing COBRA Transactions.............................................................................................438Processing COBRA Transactions Rule Pages.................................................................. 438

Banner Finance Processing COBRA Transactions Rule Forms..................................439Banner Position Control Processing COBRA Transactions Rule Pages..................... 440

Processing COBRA Transactions Batch Processes.......................................................... 440Banner Position Control Processing COBRA Transactions Batch Processes............. 440Banner Finance Control Processing COBRA Transactions Batch Processes............. 441

Processing COBRA Transactions Process Flow................................................................442COBRA Feed Checklist...................................................................................................... 442

Installments/Feed to Banner Finance....................................................................................... 446

Reports and Processes........................................................................................................ 447Job Submission......................................................................................................................... 448Special Print Samples...............................................................................................................448Naming Conventions................................................................................................................. 448Accounts Payable Module........................................................................................................ 451

1099-MISC Forms Report (FAB1099)................................................................................4521099-MISC Forms Report (FAB1099) Report Sample................................................ 454

1099-K Forms Report (FAB199K)...................................................................................... 4541099-K Forms Report (FAB199K) Report Sample...................................................... 455

Batch Check Accounting Process (FABCHKA)..................................................................456FABCHKA Currency Conversion................................................................................. 457

Disbursement Check Report (FABCHKD)..........................................................................458Disbursement Check Report (FABCHKD) Report Sample (Page 1 of 3).................... 458Disbursement Check Report (FABCHKD) Report Sample (Page 2 of 3).................... 459Disbursement Check Report (FABCHKD) Report Sample (Page 3 of 3).................... 459

Check Print Process (FABCHKP)...................................................................................... 460Zero Amount Checks................................................................................................... 460Check Print Process Currency Conversion................................................................. 460

Batch Disbursement Register Process (FABCHKR).......................................................... 461When Processing Payments by Check Only or by Zero Amount Check..................... 461When Processing Payments by Direct Deposit or by Check and Direct Deposit......... 461Batch Disbursement Register Process (FABCHKR) Report Sample...........................461

Batch Check Process (FABCHKS).....................................................................................462Batch Check Process Zero Amount Checks............................................................... 463Batch Check Process Currency Conversion................................................................463

Receiving Matching Process (FABMATC)......................................................................... 464Receiving Matching Process (FABMATC) Report Sample (Page 1 of 4).................... 466Receiving Matching Process (FABMATC) Report Sample (Page 2 of 4).................... 467Receiving Matching Process (FABMATC) Report Sample (Page 3 of 4).................... 467Receiving Matching Process (FABMATC) Report Sample (Page 4 of 4).................... 468

1099 File Build Process (FAM1099).................................................................................. 4691099 File Build Process (FAM1099) Report Sample - 1099-MISC..............................4711099 File Build Process (FAM1099) Report Sample - 1099-K.................................... 473

Contents


Purchase Card Transactions Process (FAPCARD)........................................................... 473Purchase Card Transactions Process (FAPCARD) Report Sample (Page 1 of 2).......475Purchase Card Transactions Process (FAPCARD) Report Sample (Page 2 of 2).......476