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November 5, 2014 Revision 2

Eastern Kentucky University Banner Self-Service Encumbrance Query, View Documents, Approve Documents, and Delete Finance Template Training Manual

Office of Budgeting 2 Banner Self-Service Encumbrance Query, View Documents, Approve Documents, and Delete Finance Template Training Manual

Table of Content Accessing Banner Finance Self-Service .......................................................... 3

Login to Finance Self-Service ............................................................................ 3 Introduction to Encumbrance Query ................................................................. 7

Navigating Within Encumbrance Query (Field Descriptions) ........................ 8 Encumbrance Query (Parameters) ................................................................... 9 Encumbrance Query (Steps to create a Query) ............................................ 11 Viewing Encumbrance Summary Report ....................................................... 13

Introduction to View Documents ..................................................................... 18 Navigating Within View Document (Field Descriptions) ............................... 19 View Document (Parameters) .......................................................................... 21 View Document (Steps to Retrieving a Document) ...................................... 23 View Document (Steps to Viewing the Approval History Query) ................ 26

Finding your Document Number in Self Service View Document Lookup .. 31 Requisition Code Lookup .................................................................................. 32 Purchase Order Code Lookup ......................................................................... 37 Invoice Code Lookup ......................................................................................... 42 Journal Voucher Code Lookup ........................................................................ 47 General Encumbrance Code Lookup .............................................................. 52

Introduction to Approve Documents ............................................................... 57 Approve Documents (Approval Parameters) ................................................. 58 Approve Documents (Approval Query Options) ............................................ 59 Approve Documents (List Column Headings) ............................................... 60 Approve Documents (Retrieving and Viewing an Approve Documents List)............................................................................................................................... 61 Approve Documents (Requisition and Invoice Approval / Disapproval) .... 64

Introduction to Delete Templates .................................................................... 72 Delete Finance Template (End User Parameter View) ................................ 73 Delete Finance Template (Accessing) ............................................................ 74 Viewing Delete Finance Template (Query for Deletion) .............................. 76


Accessing Banner Finance Self-Service

As a web-based product Finance Self Service is accessed via your web browser.

You can log into the product using your EKU Banner Self-Service User-ID and

PIN. The appropriate screens and instructions are shown below and on the

following pages.

Login to Finance Self-Service Step Action

1 Go to IT.eku.edu, click on EKU Direct

Step Action

2 Login


Step Action

3 Enter your User ID and Pin number in the corresponding fields, then click Login


Step Action

4 From the Main Menu, click Finance Self-Service at the bottom of the page or Finance tab at the top of the page to access Banner Finance Self Service Menu


Step Action

5 From the Finance Menu, click on the Folder you wish to view

Encumbrance Query Approve Documents View Documents Delete Finance Template


Introduction to Encumbrance Query

The Encumbrance Query allows users to view encumbrance information by

account for specified FOAPAL parameters (Fund, Organization, Account,

Program, Activity and Location). You can enter any or all values for these

parameters as long as you populate either the Organization or Grant field before

submitting a query. Remember that access is controlled by Fund/Organization

security.

The Encumbrance Query feature of Finance Self-Service allows users to view

outstanding Encumbrance information, as they would use in Banner Native forms

FGIOENC (Organizational Encumbrance List) or FGIENCD (Detail Encumbrance

Activity). Encumbrance queries are useful for viewing purchase orders and

associated encumbrances. They allow you to verify purchases made on PO’s

and the remaining balances on PO’s. Like budget queries, you may also refine

encumbrance queries by an account code.

Once the parameters are selected for a particular query and submitted, the

Encumbrance query brings back information on the related encumbrances by

account. The report displays the following information: Fiscal period, Chart of

Accounts, FOAPAL elements, Account, Document Code, Description,

Encumbrance information and amounts, Percentage used, and totals.


Note: The wildcard (%) is an acceptable entry for Fund, Organization, Account

and Program.

Note: If Grant/Fund is entered then the resulting information is inception through

the fiscal year and period selected.

Navigating Within Encumbrance Query (Field Descriptions)

Field Description

Fiscal Year Represents the fiscal year period, July 1 through June 30. Note: The first fiscal year available in Banner Finance is FY03.

Fiscal Period Represents the fiscal month period. For example, Fiscal Period “01” corresponds to July, “02” to August, and so on. Fiscal Period 13 is not used. Fiscal Period 14 represents June Final. The Office of Budgeting recommends that users select Fiscal Period 14 throughout the fiscal year to view year-to-date transactions

Encumbrance Status Open = PO not paid in full; Closed = PO totally paid for; or All = Both PO not paid in full & PO totally paid for.

Commitment Type This option defaults to “All”. Do not change.


Field Description

Chart of Accounts Chart of account to which the FOAPAL values belong. E-Eastern , F-Foundation, R-Arlington

Index Shortcut number that will display the default Fund, Organization, and Program field data, if available. Eastern Kentucky University does not utilize this field

Fund Fund is the six-digit code assigned to each fiscal and accounting entity whose financial transactions are recorded, monitored, and maintained separately from all other funds. The Office of Budgeting strongly encourages users to enter a fund to expedite the retrieval process

Activity An optional element used for independent reporting needs. Eastern Kentucky University does not utilize this field.

Organization Organization is the six-digit code identifying the organizational unit.

Location Identifies the physical whereabouts of property. Eastern Kentucky University does not utilize this field

Grant Grant identification number. Only required when viewing Grant Inception to Date Information. All other FOAPAL code numbers must be removed prior to submitting a query on a grant inception to date.

Fund Type The type of fund allowing high-level rollup (consolidation). This could be used if you want to query encumbrance information for a specific organization using only one hierarchy source of funds. This field is not required.

Account Account is the six-digit code describing the nature of the revenues, expenditures, assets, and liabilities within a fund.

Account Type Account Type is the optional, two-digit code describing the “roll up” of pools (Revenues and Additions, Personnel Services, and Expenditures and Deductions).

Program Function reporting classification for tracking the use of funds. This field is not required.

Encumbrance Query (Parameters)


Field Required / Optional

Description

Existing Query O Displays a Query created and saved during a prior Finance Encumbrance Query sessions.

Fiscal Year R Represents the fiscal year period, July 1 through June 30. Note: The first fiscal year available in Banner Finance is FY03.

Fiscal Period R Represents the fiscal month period. For example, Fiscal Period “01” corresponds to July, “02” to August, and so on. Fiscal Period 13 is not used. Fiscal Period 14 represents June Final. The Office of Budgeting recommends that users select Fiscal Period 14 throughout the fiscal year to view year-to-date transactions

Encumbrance Status R Open = PO not paid in full; Closed = PO totally paid for; or All = Both PO not paid in full & PO totally paid for.

Commitment Type R This option defaults to “All”. Do not change.

Chart of Accounts R Chart of account to which the FOAPAL values belong. E-Eastern , F-Foundation, R-Arlington

Index N/A Shortcut number that will display the default Fund, Organization, and Program field data, if available. Eastern Kentucky University does not utilize this field

Fund O Fund is the six-digit code assigned to each fiscal and accounting entity whose financial transactions are recorded, monitored, and maintained separately from all other funds.



Description

The Office of Budgeting strongly encourages users to enter a fund to expedite the retrieval process

Organization R The six-digit code identifying the Organization to which the budgeted funds will be transferred or taken from.

Account O The six-digit code identifying the Account to which the budgeted funds will be transferred or taken from.

Program O The two-digit code associated with the Program to which the budgeted funds will be transferred or taken from.

Activity

N/A An optional element used for independent reporting needs. Eastern Kentucky University does not utilize this field.

Location N/A Identifies the physical whereabouts of property. Eastern Kentucky University does not utilize this field

Grant R Grant identification number. Only required when viewing Grant Inception to Date Information. All other FOAPAL code numbers must be removed prior to submitting a query on a grant inception to date.

Fund Type O The type of fund allowing high-level rollup (consolidation). This could be used if you want to query encumbrance information for a specific organization using only one hierarchy source of funds. This field is not required.

Account Type

O Account Type is the optional, two-digit code describing the “roll up” of pools (Revenues and Additions, Personnel Services, and Expenditures and Deductions).

Save as Template O The name by which you want to save this transaction. Enter a name in the Save Query As field. You may save it as personal or shared. A personal template can be retrieved and used only by the person who created it.

Shared N/A Do not use!

Submit Query R Choose Submit Query to retrieve information requested.

Encumbrance Query (Steps to create a Query) Step Action

1 On the Finance menu select Encumbrance Query menu


Step Action

2 Enter the appropriate parameters for your query. See Encumbrance Query (Parameters) for an explanation of each field. The following fields are required: Fiscal Year, Fiscal Period, Chart of Accounts and Organization or Grants. The Office of Budgeting strongly encourages users to enter a fund to expedite the retrieval process. Recommend settings: Fiscal Year – Current Fiscal Period – 14 (includes all months activity) Encumbrance Status – Open (PO not paid in full) Commitment Type – All (includes both committed and uncommitted ) Account – 7% (includes all Maintenance & Operation expense accounts)


Click Submit Query

Viewing Encumbrance Summary Report Step Action

3 Once the parameters are selected for a particular query and submitted, the Encumbrance query brings back information on the related encumbrances by account. The results screen shows PO#’s in the “Document Code” column, corresponding original commitments, encumbrance adjustments, encumbrance liquidations, current commitments, and the percent (%) used. Select the underlined Document Code link to view the specific accounting distribution(s) that make up the entire document amount. The user can click the document code to view the document.


Step Action

4 You can drill down through document(s) to display specific accounting distribution information about the transactions posted against the encumbrance, or see the original encumbrance information detail.


If you click on the Document code here, you will go to the View Document screen for that document. (see below)


To exist this screen you will need to click MENU located on the navigation bar in the upper right corner of the screen and this will take you back to the main menu.


Step Action

5 If you want to perform another query use the Back button located on the navigation bar in the upper left corner of the screen

Then click on Another Query.


Introduction to View Documents

The view Document Form in Finance Self Service will allow users to view

detailed financial information for a document (requisition, purchase order,

invoice, journal voucher, or encumbrance). It function is similar to Document

Retrieval Form (FGIDOCR) within Banner Native.

This option is not restricted to documents created on the Web. Any existing

Banner Native document (requisition, purchase order, invoice, journal voucher, or

encumbrance) may be retrieved and viewed by this means.

In addition, users may view the approval status and history for documents such

as requisitions and purchase orders.

Note: You may only view a document if you have Fund/Organization security access to at least one of the accounting sequences in the document. If you have access to some of the accounting information, you will see the details of those to which you have access but only a summary total for those to which you do not have access.


Navigating Within View Document (Field Descriptions)

Field Description

Choose Type Requisition - Includes requisition in the approval process, reservations, and requisitions that have been transferred to purchase orders Purchase Order - Includes purchase orders and change orders Invoice - Includes vendor invoices paid against purchase orders, Direct Payment Vouchers, and Travel Expense Reimbursement Vouchers Journal Voucher – Includes journal entries, inter –departmental orders, budget revisions, and deposit of funds Encumbrance – Includes general encumbrances Direct Cash Receipt – See Journal Voucher

Document Number Eight-Character code use as a document number

Submission# Related to journal vouchers and invoices. This field is generally not used for a View Document request. Leave Blank


Field Description

Change Seq # Related to purchase orders. The sequence number is the change order number associated with the purchase order being requested.

• To view the current purchase order including all changes, the Change Seq# field should remain blank (recommend setting)

• To view the original purchase order, enter “0” (zero) in the Change Seq# field.

• To view subsequent changes to the purchase order, enter the change order (POCA) number.

Reference Number The Reference Number represents an external system, such as a pro-card system’s document number. In Finance Self Service, you can use this number to access Banner Requisition or Purchase Order directly related to the corresponding transaction. Eastern Kentucky University does not utilize this field at this time.

Display Accounting Information

Yes – Display the accounting distribution information (FOAPAL). This is the default. No –Suppress the display of accounting distribution information (FOAPAL). For example, this feature can be used to print a representation of a Purchase Order for a vendor.

Display Document/Line Item Text

Item Text is ad hoc text that is entered by the end user for any given item, which can be used with or without a commodity code. The text is only stored for that item in that specific document, much like document level or header text. Item text can be associated with a commodity item on requisitions and purchase orders. All – Displays all Header and Line Item text without regard to the value of Print Indicator. Printable – Displays all Header and Line Item Text where the Print Indicator is checked. This is the default. None – Suppresses display of all Header and Line Item Text.

Display Commodity Text Commodity Text is standard wording that is appended to a commodity code description, which is maintained along with the other commodity code data on the Commodity Maintenance Form (FTMCOMM). Commodity text can be associated with a commodity item on requisitions, purchase orders, and invoices. All – Displays all Header and Line Item text without regard to the value of Print Indicator. Printable – Displays all Header and Line Item Text where the Print Indicator is checked. This is the default. None – Suppresses display of all Header and Line Item Text.

View Document Allows end user to view the document identified by the number you have populated in the Document Number field, with display options you have set. This displays a printable view screen of the document.

Approval History Allows end user to view the approval status and history for documents such as requisitions and purchase orders. By using the document identified by the number you have populated in the Document Number field, with the display options you have set.


View Document (Parameters)


Description

Choose Type R Requisition - Includes requisition in the approval process, reservations, and requisitions that have been transferred to purchase orders Purchase Order - Includes purchase orders and change orders Invoice - Includes vendor invoices paid against purchase orders, Direct Payment Vouchers, and Travel Expense Reimbursement Vouchers Journal Voucher – Includes journal entries, inter –departmental orders, budget revisions, and deposit of funds Encumbrance – Includes general encumbrances Direct Cash Receipt – See Journal Voucher

Document Number R Eight-Character code use as a document number

Submission# O Related to journal vouchers and invoices. This field is generally not used for a View Document request. Recommended Setting: Leave Blank

Change Seq # O Related to purchase orders. The sequence number is the change order number associated with the purchase order being requested.


• To view the current purchase order including all changes, the Change Seq# field should remain blank

• To view the original purchase order, enter “0” (zero) in the Change Seq# field.

To view subsequent changes to the purchase order, enter the change order (POCA) number. Recommended Setting: Leave Blank

Reference Number N/A The Reference Number represents an external system, such as a pro-card system’s document number. In Finance Self Service, you can use this number to access Banner Requisition or Purchase Order directly related to the corresponding transaction. Eastern Kentucky University does not utilize this field at this time. Recommended Setting: Leave Blank

Display Accounting Information

R Yes – Display the accounting distribution information (FOAPAL). This is the default. No –Suppress the display of accounting distribution information (FOAPAL). For example, this feature can be used to print a representation of a Purchase Order for a vendor.

Display Document/Line Item Text

R Item Text is ad hoc text that is entered by the end user for any given item, which can be used with or without a commodity code. The text is only stored for that item in that specific document, much like document level or header text. Item text can be associated with a commodity item on requisitions and purchase orders. All – Displays all Header and Line Item text without regard to the value of Print Indicator. Printable – Displays all Header and Line Item Text where the Print Indicator is checked. This is the default. None – Suppresses display of all Header and Line Item Text.

Display Commodity Text

R Commodity Text is standard wording that is appended to a commodity code description, which is maintained along with the other commodity code data on the Commodity Maintenance Form (FTMCOMM). Commodity text can be associated with a commodity item on requisitions, purchase orders, and invoices. All – Displays all Header and Line Item text without regard to the value of Print Indicator. Printable – Displays all Header and Line Item Text where the Print Indicator is checked. This is the default. None – Suppresses display of all Header and Line Item Text.

View Document R Allows end user to view the document identified by the number you have populated in the Document Number field, with display options you have set. This displays a printable view screen of the document.

Approval History R Allows end user to view the approval status and history for documents such as requisitions and purchase orders. By using the document identified by the number you have populated in the Document Number field, with the display options you have set.


View Document (Steps to Retrieving a Document) Step Action

1 On the Finance menu select View Document menu


Step Action

2 Enter the appropriate parameters for your query. See View Document (Parameters) for an explanation of each field. Recommend settings: Submission # - Leave Blank Change Seq # - Leave Blank Reference Number – Leave Blank The example below pertains to a View Document -Purchase Order Query

Click View document


Step Action

3 The output that displays when you select the View Document option is sub-divided into the following four categories: Header information may include the following: Document Number, Order Date, Transaction Date, Delivery Date, Print Date, Total Amount, Origin, Reference Number, Complete Indicator, Approved Indicator, Type, Cancel Reason and Date, Requestor, Accounting Type, Matching Required Indicator, Ship to Address and Contact Information, and Vendor and Check Vendor information Commodities information may include the following: Item Number, Code, Description, Commodity Text/Item Text, Unit of Measure, Quantity, Unit Price, Extended Amount Accounting information may included the following: Sequence Number, Chart of Accounts, Fiscal Year, Index, Fund, Organization, Account Number, Program, Activity, Location, Project, NSF Suspense Indicator, NSF Override Indicator, Suspense Indicator and Amount Related Documents displays the following fields: Transaction Date, Document Type, Document Code, and Status Indicator The Related Documents section enables you to access relevant documents for purchase orders, requisitions, and invoices. To access a document, select the hyperlink for the Document Code, when available. You can view information from the account level, drilling down through the transaction detail to all of the accounting sequences for a specific document, while viewing any related documents that exist.

If the document does not exist, you will get a STOP error message, saying “Unable to query information for Document NNNNNNNN”. Use your browser’s BACK button to go back to the selection screen to correct the information.


View Document (Steps to Viewing the Approval History Query) Step Action

1 On the Finance menu select View Document menu


Step Action

2 Enter the appropriate parameters for your query. See View Document (Parameters) for an explanation of each field. Recommend settings: Submission # - Leave Blank Change Seq # - Leave Blank Reference Number – Leave Blank The example below pertains to a Approval History - Requisition Query

Click Approval history


Step Action

3 For documents currently in the approval process, the screen displays three boxes: Document Identification - Displays the Documents, Number, Type of Document, and Originator of the Document. Approvals Required - Displays the approval queue name and description, and the authorized approvers at each level of the queue. Only one approval is required at each level. Approvals Recorded - Displays the queue name, the approval date, and approver at each level of the queue. For documents that have not recorded any approvals, the screen displays the following message: “No approvals have been recorded for this document”.


For documents that have recorded all approvals, the screen displays the following message: “There are no approvals required at this time.”


Step Action

4 To perform another query, click MENU located on the navigation bar in the upper right corner of the screen.

Select View Document


Finding your Document Number in Self Service View Document Lookup

If you do not know the document number, click on the title button, Document Number, to access the Code Lookup feature and do a search. This enables you to perform a query and obtain a list of document numbers to choose from. The lists of Banner Documents you are allowed to query with this feature are: Requisition, Purchase Order, Invoice, Journal Voucher or Encumbrance. Each type of document lookup has similar and unique parameters requirements. The wildcard character (%) can be used for the Document and /or User ID fields. At least one of the fields with a red asterisk (*) must be entered. Below are screen shots and instructions for each type of document lookup. Document Codes Query Examples:

• I = Invoice Transactions • J = Journal Voucher Transactions • P = Purchase Order Transactions • PC = Procurement Card Transactions • R = Requisition Transactions

Note: One or more fields marked with a red asterisk must be input to run the query. You cannot query all documents in the system by blanking out all fields; the system does not allow this.


Requisition Code Lookup Step Action

1 Choose your Document Type to view:

Click on Document Number title button to bring up the Code Lookup function.

Note: You must choose a type of document to view before you can proceed to document lookup.


Step Action

2 By default, the Document Number input box is blank, the User ID is populated with your Banner ID, the Activity Date and Transaction Date are populated with All, the Vendor ID is blank, the Requestor is blank, the Approved and Completed dropdowns are populated with All, and Reference Number is blank.

Requisition Code Lookup Definitions: • Document Number – See Document Codes Query Examples • User ID – Blank out to see ALL document for your view or enter your user ID to see just

what you have created • Activity Date - Is the date on which the document was completed or last saved OR All • Transaction Date - Is the date the transaction is or will be recorded in the ledgers OR All • Vendor ID – Nine digit number assigned to the Vendor within Banner • Requestor – Name of the individual associated with this requisition • Approved – (No) shows document that has not been approved; (Yes) shows document

that has been approved; (All) shows both approved and non approved documents. Recommend Setting ALL

• Completed - (No) shows document that has not been completed; (Yes) shows document that has been completed; (All) shows both completed and not completed documents. Recommend Setting ALL

• Reference Number – Eastern Kentucky University does not use this field at this time


Step Action

3 Type the known document information, such as if the document has been approved or its activity date or Vendor ID, into the corresponding input boxes to narrow your search.

Click Execute Query to run the search.


Step Action

4 You will see a list of all documents that meet your search criteria. If you do not see the document you wish to view, go back and broaden your search criteria.


Step Action

5 Once you have found the document number of the document you wish to view, click its number, which will return you to the View Document screen and will populate the Document Number input box with the document number you selected. Enter the appropriate parameters for your query. See View Document (Parameters) for an explanation of each field. Recommend settings: Submission # - Leave Blank Change Seq # - Leave Blank Reference Number – Leave Blank

Click View document Repeat step 3 under “View Document (Steps to Retrieving a Document)”


Purchase Order Code Lookup Step Action





Step Action

2 By default, the Document Number input box is blank, the User ID is populated with your Banner ID, the Activity Date and Transaction Date are populated with All, the Vendor ID is blank, the Buyer Code is blank, the Approved and Completed dropdowns are populated with All, and Reference Number is blank.

Purchase Order Code Lookup Definitions: • Document Number – See Document Codes Query Examples • User ID – Blank out to see ALL document for your view or enter your user ID to see just

what you have created • Activity Date - Is the date on which the document was completed or last saved OR All • Transaction Date - Is the date the transaction is or will be recorded in the ledgers OR All • Vendor ID – Nine digit number assigned to the Vendor within Banner • Buyer Code – Name of the individual associated with this purchase order • Approved – (No) shows document that has not been approved; (Yes) shows document



• Reference Number - Eastern Kentucky University does not use this field at this time.


Step Action




Invoice Code Lookup Step Action





Step Action

2 By default, the Document Number input box is blank, the User ID is populated with your Banner ID, the Activity Date and Transaction Date are populated with All, the Vendor ID is blank, the Purchase Order or Encumbrance is blank, the Purchase Order Reference Number is blank, and the Approved and Completed dropdowns are populated with All.

Invoice Code Lookup Definitions: • Document Number – See Document Codes Query Examples • User ID – Blank out to see ALL document for your view or enter your user ID to see just

what you have created • Activity Date - Is the date on which the document was completed or last saved OR All • Transaction Date - Is the date the transaction is or will be recorded in the ledgers OR All • Vendor ID – Nine digit number assigned to the Vendor within Banner • Purchase Order or Encumbrance – System assigned Purchase Order number • Purchaser Order Reference Number – Eastern Kentucky University does not use this

field at this time • Approved – (No) shows document that has not been approved; (Yes) shows document



• Reference Number - Eastern Kentucky University does not use this field at this time.


Step Action




Journal Voucher Code Lookup Step Action





Step Action

2 By default, the Document Number input box is blank, the User ID is populated with your Banner ID, the Activity Date and Transaction Date are populated with All, the Approved and Completed dropdowns are populated with All, and the Status dropdown is populated with Pending .

Journal Voucher Code Lookup Definitions: • Document Number – See Document Codes Query Examples• User ID – Blank out to see ALL document for your view or enter your user ID to see just

what you have created• Activity Date - Is the date on which the document was completed or last saved OR All• Transaction Date - Is the date the transaction is or will be recorded in the ledgers OR All• Approved – (No) shows document that has not been approved; (Yes) shows document

that has been approved; (All) shows both approved and non approved documents.Recommend Setting ALL

• Completed - (No) shows document that has not been completed; (Yes) shows documentthat has been completed; (All) shows both completed and not completed documents.Recommend Setting ALL

• Status - (Pending) uncompleted documents; (Posted) completed documents; (Both) showsboth completed and not completed documents. Recommend Setting BOTH


Step Action

3 Type the known document information, such as if the document has been approved or its activity date or J% (wildcard), into the corresponding input boxes to narrow your search.



Step Action



General Encumbrance Code Lookup Step Action





Step Action

2 By default, the Document Number input box is blank, the User ID is populated with your Banner ID, the Activity Date and Transaction Date are populated with All, the Vendor ID is blank, and the Approved and Completed dropdowns are populated with All.

General Encumbrance Code Lookup Definitions: • Document Number – See Document Codes Query Examples • User ID – Blank out to see ALL document for your view or enter your user ID to see just

what you have created • Activity Date - Is the date on which the document was completed or last saved OR All • Transaction Date - Is the date the transaction is or will be recorded in the ledgers OR All • Vendor ID - Nine digit number assigned to the Vendor within Banner • Approved – (No) shows document that has not been approved; (Yes) shows document




Step Action




Introduction to Approve Documents

The Approve Documents function enables an authorized user to approve or

disapprove a document (requisition, purchase order, invoice, journal voucher, or

encumbrance) on the web, just as they might in Banner Native using the

FOAUAPP (User Approval) or FOADOCU (Document by User) form. User may

view approval status and history, approve, or disapprove requisitions and

purchase order invoices by accessing the Approve Documents Form and

entering any of the following parameters:

• User ID

• Document number

• Documents for which you are the next approver

• All documents which you may approve

The originator of a requisition may access the Approved Documents Form to

check the approval status and history of a requisition. In addition, the originator

would use the Approve Documents Form to edit a requisition that has been

completed and is currently in the approval process. Completed requisitions that

require editing, such as changes to the FOAPAL or commodities, must be

disapproved before the user can revise the requisition. The user must then

access Banner Native to make changes to the requisition.

Note: If a Requisition was created in Self Service Banner, the document can

be approved in Banner or Self Service Banner. Likewise, if a requisition was

created in Banner, the document can be approved in either Banner or Self

Service Banner.

Note: Disapproving a requisition does not cancel the document.


Approve Documents (Approval Parameters)

Users have the following parameter options:

• User ID – Defaults to the user who is logged on to Self-Service Banner

• Document Number – System-generated eight character code identifying

requisition (R#######) or invoice (I#######). Wildcard (%) may be used.

• Document for which you are the next approver – Documents in your

approval queue that are awaiting approval before they can proceed to the

next approval queue

• All documents which you may approve – All documents in the approval

queues for which the approver has authority


Approve Documents (Approval Query Options)

Type of Query

Fields Required

User ID Document

Number Documents – next approver

All documents

Originator checking the status of a requisition in the approval process (see Ref 1)

X X N/A N/A

Originator disapproving a completed requisition that requires editing, such as changes to the FOAPAL or commodities (see Ref 2)

X X N/A N/A

Approver checking the status of all requisitions for which he or she is the next approver (see Ref 3)

X X

Approver checking the status of all requisitions requiring his or her approval, whether or not this person is the next approver (see Ref 3)

X X

Approver checking the status of a requisition that he or she has already approved (see Ref 4)

Leave Blank X N/A N/A

Ref 1: To view the approval history of a requisition that has been transferred to a

purchase order, use the View Document Form

Ref 2: Disapproval may only occur while the requisition is in the approval

process (before transfer to a purchase order).

Ref 3: This option also displays documents initiated by the approver that do not

require his or her approval.

Ref 4: To view the approval history of a requisition that has completed the

approval process, use View Document Form. For an approver who is also an

originator, the requisition may be viewed in Approve Document until it is

transferred to a purchase order.

Reminder: The originator can disapprove a requisition until the point that it is transferred to a purchase order.


Approve Documents (List Column Headings)

Column Heading Description

Next Approver “Y” indicates the documents for which the user has approval authority in the next required queue. A blank field indicates:

• user is the originator of the document (and not an approver), • or that the user is an approver later in a queue or in a subsequent queue

Type Code representing type of document; • ENC – Encumbrance • INV – Invoice • JV – Journal Voucher • REQ – Requisition • PO – Purchase Order

NSF Displays a “Y” if there is not enough budget for this document. Banner displays a warning message when a requisition is created against a fund that does not have sufficient funds available. The requisition routes through approvals with an NSF indicator of “Y”, and then requires “NSF queue” approval. The Budgeting Department is the NSF queue approvers.

Change Seq# System-generated submission number associated with change orders and encumbrances.

Sub# System-generated submission number associated with journal vouchers and invoices Originating User User ID of the user who completed the document Amount Transaction amount of the document


Queue Type Indicates the status of a document: • DOC - indicates a document in an approval queue awaiting approval:• NSF – indicates a document in the NSF queue awaiting NSF override

processingDocument Document number; “drill down” link to View Document details History “Drill down” link to display the approval history of the document Approve The Approve link is enabled only if the use who logged on has authority to approve the

document Disapprove The Disapprove link is enabled if the user who logged on has authority to disapprove

the document or is the originator of the document.

Approve Documents (Retrieving and Viewing an Approve Documents List)

Step Action

1 On the Finance menu select Approve Document menu


Step Action

2 Enter the approval parameters for your query. (see Approve Documents (Approval Parameters) for an explanation.

Click Submit Query See Approve Documents (Approval Query Options) for approval query option hints.


Step Action

3 The Queried Parameters box displays the previously selected criteria. The Approve Documents List box displays information pertaining to requisitions as outlined in Approved Documents (List Column Headings)

At the Approve Documents List, authorized users may view document detail and approval history, and approve or disapprove requisitions and purchase order invoices.


Approve Documents (Requisition and Invoice Approval / Disapproval) Step Action

1 Click the underlined Document link to view document details for a specific requisition or invoice. Financial Affairs recommends that users view documents prior to checking approval history, and approving or disapproving the document.

Click Back arrow on the Microsoft Internet Explorer toolbar to return to the Approved Documents List.


Step Action

2 Click the underlined History link to review approval history for the document.

For documents currently in the approval process, the screen displays three boxes as illustrated above.

Document Identification – Displays the Document Number, Type of Document, and originator of the Document.

Approvals Required – Displays the approval queue name and description, and the authorized approvers at each level of the queue. Only one approval is required at each level.

Approvals Recorded – Displays the queue name, the approval date, and approver at each level of the queue.

For documents that have recorded all approvals and have not been transferred to a purchase order, the screen displays the following message: “There are no approvals required at this time.”

For documents that have not recorded any approvals, the screen displays the following message: “No approvals have been recorded for this document.”

Verify the approval status and history of documents before approving or disapproving.

Click Back arrow on the Microsoft Internet Explorer toolbar to return to the Approved Documents List.


Step Action

3 Click the underlined Approve or Disapprove link to approve or disapprove the document.

• The Approve link is active if the user who is logged on is authorized to approve the document.

• The Disapprove link is active if the user who is logged on is authorized to disapprove the document or if the user is the originator of the document.

Note: The originator must disapprove a completed requisition before editing the document for changes to the FOAPAL or commodities Note: Disapproving a requisition does not cancel the document. To approve the document, proceed to Step 4. To disapprove the document, proceed to Step 6.


Step Action

4 After clicking Approve, The Approve Document screen appears.

The approver has the option of entering a comment that displays in Banner Native messaging system at the sign on. The system generates the message to originator of the document and the approver.

Click Approve Document to approve the document. (To return to the Approve Documents List without approving the document, click Cancel.)


Step Action

5 Once clicking the approve document button, The Document Pending Approval screen displays the following message.

Click Continue to return to the Approve Documents List. Proceed to Step 8


Step Action

6 After clicking Disapprove, The Disapprove Document screen appears. The approver has the option of entering a comment that displays in Banner Native messaging system at sign on. The system generates the message to the originator of the document and the approver.

Financial Affairs recommends that you enter the reason for disapproval so the originator can make the necessary adjustments.

Click Disapprove Document to disapprove the document. (To return to the Approve Documents List without disapproving the document, click Cancel.)


Step Action

7 Once clicking the disapprove document button, The Document Pending Approval screen displays the following message.

Click Continue to return to the Approve Documents List. Proceed to Step 8


Step Action

8 To perform another query, select one of the following options:

• Click Menu located on the navigation bar in the upper right corner of the screen; or• Click the desired query link at the bottom of the screen; or• Click Another Query located at the bottom of the Approved Documents List box


Introduction to Delete Templates

Delete Finance Template is an option on the Finance Menu that enables you to

delete templates or queries. This can be helpful when you rename templates

and want to remove the original through the user interface. The ability to delete

templates depends on the privileges associated with your user ID.

• If you are a Finance User assigned the Finance Data Tailor Role, you can

delete both your own and others’ template or queries, both shared and

personal. (ITDS only)

• If you are a Finance User not assigned the Finance Data Tailor Role, you

can delete only your own, personal template or queries. (End User)

Note: All shared templates or queries will need to be deleted by ITDS.

Requests are to be submitted through Banner Online Support (Footprints Login)

https://itservice.eku.edu/MRcgi/MRentrancePage.pl


Delete Finance Template (End User Parameter View)

Fields Descriptions

Template/Query Name Name of the template or query that you want to delete. You can use a wildcard

(%) in this field if you know only part of the name or leave blank.

Example: Enter %Roll% to display templates or queries whose

name contains the text string “roll”.

Template/Query Type Type of template or query that you want to retrieve. The default value is All.

Example: Select Budget Queries from the pull down list to display

templates or queries for Budget Queries only.


Delete Finance Template (Accessing)

Step Action

1 On the Finance menu select Delete Finance Template menu


Step Action

2 Enter the appropriate parameters for your query. See Delete Finance Template (End User Parameters View) for an explanation of each field.

Click Submit Query


Viewing Delete Finance Template (Query for Deletion) Step Action

3 Once the parameters are selected for a particular query and submitted, the Delete Finance Template brings back information on the template you wish to delete.

There are two option to deleting templates:

• Check the Delete check box for each template or query you wish to delete: or • Use the Select All Button at the bottom of the page to mark all templates and queries for

deletion. Click Delete Note: Either of these function will delete the template or query permanently.


Step Action

4 To perform another query click on Another Query or click Menu located on the navigation bar in the upper right corner of the screen to return to the Main Menu.


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