Transcript Banner Reports on e~print

Monthly Budget Reconciliation & e~Print
Overview
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Housekeeping
• Cell Phones
• Facilities
– Restrooms
– Vending Machines
• Emergency Exits
• Breaks
Monthly Budget Reconciliation and
e~Print Overview Course Goal
This course will familiarize you with a
budget reconciliation process that can be
used to reconcile your department’s
monthly operating budget, and take
advantage of information tools in Banner
to include Self-Service and e~Print reports.
Agenda
• Review Self-Service
• Describe the budget
access
reconciliation process
• Review e~Print structure, • Describe procedure to
screens and search options
reconcile budgets with
• Review selected e~Print
discrepancies
reports
• Reconcile monthly
• Discuss importance of
operating budget using
reconciling operating
a “Real World”
budgets
scenario
Self-Service Screens
Self-Service View Document Screen
What is e~Print?
e~Print is a report distribution system that
uses your Internet browser to quickly and
easily retrieve and print financial reports
that you are authorized to see
e~Print Security
Sign-on
Banner Finance
Security
Banner ID/Password
If a report is secured by Banner
Finance Security, users can view
only the pages to which they have
access.
What You’ll Need to Get Started
•
•
•
•
•
Microsoft Internet Explorer
Netscape Communicator
Mozilla Firefox
Safari (for Macintosh users)
Adobe Acrobat Reader
Logging Into e~Print
• Reports accessed through e~Print
• http://eprint.nmsu.edu/cgi-bin/eprint.cgi
E~Print Login Screen
1. Key in
user ID
and password.
2. Press Enter
Logging Out of e~Print
•Click the Logout link in the top, right-hand corner of any
page.
•Automatic logout when you close browser.
e~Print Help!
•Every page (even login page) has link to contextsensitive Help
•Help provides information on the screen that you
are in and how to use it.
•Help provides you with related topics that help
you find the information that you’re after.
Use the Icons as a Guide
Simply
pointandclick
to...
Retrieve a PDF file to view in Acrobat®
Reader
Download the TXT version of a report
“Drill down” for detail (See Report
List)
Use a page key to pick pages (Search
Report)
Repository List
• Lists all the e~Print report types (to which
the user has access) in selected repository
Report Detail List
 Lists all of the instances on file for the selected
report type.
Searching for Information
• If the “Search Report” (looking glass) icon
appears, you can search for additional
information using the “Page Key” search
option
Using a Page Key
• If the “Search Report” (looking glass) icon appears, you
can select a page key and then…
Indicate
Index, Org or
Fund
Pick
values
manually
Provide a
specific
value
Indicate a
range of values
(Use 1 of these options.)
Selecting Page Key Values Manually
Click the
checkboxes
next to the
values.
You can skip to a
specific value.
Click the icon after
making your selections.
Navigation
buttons
Your Selected Value is Displayed
• If satisfied with your selection, click the “View
PDF”, or “Download TXT” icon.
• To backtrack and change your selections, use the
navigation bar or back button on your browser.
e~Print’s Navigation Bar
• Provides a shortcut to previous pages. Click a section to
return to that page.
Repository List
Report List
Search Report (Pick Pages)
Page Key Values
Validation Page
Using Acrobat® Reader
Toolbar buttons
Bookmarks
correspond
to page key
values
Acrobat®
Reader’s
Navigation
Pane
Toolbar buttons
Using Acrobat® Reader’s Tools
Zoom
Out
Print
Search
Select
Email
Spell Check
Fit Page
Hand Tool
(push, pull)
Save
Zoom
In
Zoom
Rotate
Snapshot
Fit
Width
Search
the Net
Using Acrobat® Reader’s Tools
(con’t)
First,
Previous
Page
First Page
Last Page
Next Last Page
Previous/Last View
e~Print Reports
• ZIEMPDIST – Employee Distributions
• ZAFGRPD – Monthly Transaction Detail
• ZAFGRBD – Budget Status (Summary)
Monthly Budget
Reconciliation
Why Reconcile on a Monthly Basis?
• Budget available balance is up to date
• Expenses can be tracked easier
• Incorrectly applied expenses can be corrected
in a timely manner
• Less time consuming than trying to reconcile
at the end of the year
Monthly Budget Reconciliation
Procedure
• Gather backup documentation on expenses
• Print e~Print and Self-Service reports showing
expenses
• Check account codes on expenses
• Reconcile expenses and balance budget
• File all documentation for future reference
Backup Documentation
•
•
•
•
•
•
•
Original Receipts
Requisitions
Purchase Orders
Invoices
Encumbrances
Direct Cash Receipts
Journal Vouchers
Self-Service Backup Documentation
•
•
•
•
Purchase Requisitions
Purchase Orders
Invoices
Encumbrances
Check Account Codes
• Check codes for questionable accounts
• Contact Fiscal Monitor if you see questionable
accounts
Reconcile Expenses and Balance
Budget
•
•
•
•
•
•
•
Beginning available balance from prior month
+ Total Budget Activity for the month
- Total Transaction Activity for the month
- Total Commitment Activity
=Ending Available Balance
- Expenses Available Balance on ZAFGRBD
= Balanced Budget
Starting Available Balance
Budget Activity
Transaction Activity
Commitment Activity
Total for “e”
Subtract “f” from “e”
“Real World”
Reconciliation
Discrepancies
There are three types:
• Items that show up on my report, but there is no
backup documentation
• Items that have backup documentation, but do not
show up on my report
• Incorrect Amounts
Adjustment Lists
Item #
Budget
Activity
Transaction
Activity
Commitment
Activity
Description
1
$0
+$150.00
$0
Unknown Cell Call Expense
2
$0
+$40.00
$0
EH&S Driving Seminar
$190.00
$0.00
Total $0.00
Final Total
+$190.00
Note:
• Add (+) items that show up on the report (ZAFGRPD) but
are not recognized as being applicable to your index/org.
• Subtract (-) any items that should have been on the report
(ZAFGRPD) but were not.
REAL World Available Balance
Budget Activity
Adjustment to Budget Activity
Transaction Activity
Adjustment to Transaction Activity
Commitment Activity
Adjustments to Commitment Activity
Total for “e” Ending Available
Balance
Subtract “f” from “e”
Net difference should equal your adjustment total if
your budget is balanced.
Item #
Budget
Activity
Transaction
Activity
Commitment
Activity
Description
1
$0
+$150.00
$0
Unknown Cell Call Expense
2
$0
+$40.00
$0
EH&S Driving Seminar
$190.00
$0.00
Total $0.00
Final Total
+$190.00
Addressing Discrepancies
• Self-Service
• Finance Documentation Request
Adjustments
For charges that have been incorrectly applied,
complete a Journal Voucher form or contact the
responsible department.
• The $150.00 was for Cellular Call Expenses.
Call Telecom.
• The index number for the $40.00 was keyed in
incorrectly.
A Journal Voucher would be filled out.
Adjustments Note
Note:
Make sure to keep track of your adjustments and verify
they are applied in the next month; otherwise you will
have to carry them over to your adjustment lists for the
next month.
Let’s Reconcile Our Monthly Budget
Exercise Worksheet Review
Exercise Adjustment List
Item #
Budget
Activity
Transaction
Activity
Commitment
Activity
Description
1
$0
-$ 885.00
$0
Bookstore Charge
2
$0
+$2000.00
$0
Vehicle Purchase
+$1115.00
$0.00
Total $00.00
Final Total
+$1115.00
Supporting Documentation for Vehicle
• Finance Documentation Request
Correct Improper Charges
• Journal Voucher
Exercise Worksheet Review
What do you do with the $885.00
Bookstore charge?
Restricted e~Print Reports
• ZAFBRPD
• FRRGITD
Questions?