Transcript Banner Finance Training - Montana State University–Northern

Banner Finance Training
For the End User
At
MSU-Northern
General Ledger vs. Operating Ledger
• General Ledger
– Balance of Assets,
Liabilities, and Fund
Balance as of a point in
time
– Includes Cash Balance
– GL balances change as
amounts are posted to
Operating Ledger
• Operating Ledger
– Balance of revenues
and expenses
– Shows revenue and
expenses for current
year only
– Revenue and expenses
increase or decrease
cash balance
Chart of Accounts Elements
FOAPAL
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F = Fund
O = Organization
A = Account
P = Program
A = Activity
L = Location
FUND
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Shows ownership of cash or fund balance
Six digits in length
Balance Sheet
First Digit Indicates Campus or Agency
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3 MSU-COT Great Falls
4 MSU-Bozeman
6 MSU-Billings
7 or N MSU-Northern
Fund Types
TYPE
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General Operating
Restricted
Designated
Auxiliary
Agency
DESCRIPTION
71xxx
72xxx
73xxx
74xxx
N7xxx
Appropriation
Grants & Contracts
Earns Revenue
Earns Revenue
Funds held for groups
ORGANIZATION
• Represents a Department or other
Budgetary Unit
• First Digit Indicates Campus
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3 MSU COT – Great Falls
4 MSU-Bozeman
6 MSU-Billings
7 MSU-Northern
ACCOUNT
• Identifies items in the General Ledger or the
Operating Ledger
– Accounts on the General Ledger
• Assets, Liabilities, Fund Balances
• 4 digits in length
• Lead digit will be 1, 2, 3, or 4
– Revenue on the Operating Ledger
• 5 or 6 digits in length
• Lead digit will be 5
– Expenditures on the Operating Ledger
• 5 or 6 digits in length
• Lead digit will be 6
– 61 = Salary/Benefits
– 62 = Operating
– 63 = Capital Equipment
PROGRAM
• Used to classify expenditures by function
• Standard Categories
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01 Instruction
02 Organized Research
03 Public Service
04 Academic Support
05 Student Services
06 Institutional Support
07 Operation of Plant
08 Financial Aid
10 Auxiliary Enterprises
ACTIVITY
• Optional field
• Not centrally defined
• Used to identify Prior Year transactions with
PY
LOCATION
• Required on all transactions for fixed assets
• Used to identify where the asset is located
INDEX
• Abbreviation for a combination of FOAPAL
elements
• Defaults to appropriate combination of elements
• First digit indicates Campus or Agency
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3 = MSU COT Great Falls
4 = MSU – Bozeman
6 = MSU - Billings
7 or N = MSU-Northern
Frequently Used Forms
in Banner Finance
• Budget Status Form
FGIBDST
• General Ledger Trial BalanceFGITBAL
• Vendor History Form
FAIVNDH
FGIBDST
• Query by Index, Orgn, Fund, Program,
Account, Acct Type, Activity, Location or
any combination of these elements by
entering the element in the box.
• Query Specific Account by checking box
and entering Account.
• Query may include revenue activity or not
by checking or un-checking box.
• After entering data for your query, NEXT
BLOCK.
In this example, I entered the Index and Next Block. We can see all of the activity
for the Business Office, by Account, by using the scroll bar at the right. The
budget for this Index is shown, Year-to-Date activity, Commitments
(encumbrances for salaries), and Available Balance. At this time only Purchase
Orders over $25,000 are encumbered.
In this example, I queried on Operating Expenses only. You would begin this
process after you have done the Next Block to get to the bottom half of this screen.
First, enter F7 to start the query. This blanks out all the data. Then enter 62% in
the Account area, and enter F8 to execute the query. The result will be
expenditures with Account codes beginning with 62. Note that the budget amount
for Operating Expenses is entered under 62X99, with an amount budgeted for
Contracted Services, Supplies, Communications, etc. In this example, you can see
that the Business Office has spent $5,920.69 of the $22,500 budgeted for operating
expenses.
In this example, I queried on 612% to see budget and expenditures for hourly
wages. Overtime, student wages, temporary employees would all be included in
this query. In order to find my available balance, I will have to calculate the
difference between the budget and YTD activity.
OPTIONS ON FGIBDST
Access these options by clicking on each one in the yellow area at the left of your screen.
Return to FGIBDST by clicking on the ‘red door’ at upper right.
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Budget Summary Information
– Opens FGIBSUM
– Shows a summary of the budget for your Index
Organization Encumbrances
– Opens FGIOENC
– Shows budget by Organization
Transaction Detail Information
– Opens FGITRND for the Account that is highlighted
– Ability to query within this form to look for specific transactions
Format Display Preference
– Opens a box where user can format the display
• With/without commas
• Number of decimal places
FGITRND displays each transaction. You have the ability to query within
this form by any of the data fields. Original documents are stored in the
Business Office. Some details you can see on this form are the type of
document and whether the payment was made with a Purchasing Card.
FGITBAL
Query by Fund or Fund/Account combination.
By highlighting a specific Account, then clicking on “Query General Ledger
Activity Info” under Options, the system will take you to FGIGLAC where you
can see the list of transactions that make up the Current Balance.
Document Type, Document Number, Description, Amount, and Debit/Credit Indicator
are displayed.
“Query Transaction Source Info” takes you to the document listed.
“Query Total for all records” takes you to the bottom of the list, and displays the total of
all transactions posted in the specific Fiscal Year.
Original documents are stored in the Business Office, with documentation materials
attached.
FAIVNDH
If you know the Vendor ID, enter it in the correct box. If not, click on the arrow to
query by name or part of name of the company or person. When you get the right one,
just double click on it. You’ll be returned to FAIVNDH with that code in the correct
box. Then just Control/Page Down to see a history of payments to that vendor. Fiscal
Year can be changed to see payments made in a previous year.
You can see the Banner check number in the right hand column. Other information on
this form includes our Document Number (Invoice) in Banner, amount paid, and date of
payment. Keep in mind that this is a shared table, so payments listed could be from other
MSU schools. The Vendor Invoice area can sometimes be confusing, since there’s only
room for one or two invoice numbers. We often pay from a statement, so might enter the
statement date or other information here.
By clicking on the option “View Invoice Information” you can go to FAAINVE and see
the address where the payment was sent, along with other information. Original
documents are stored alphabetically in the Business Office.
• If you need further information or help on
these or other Banner Finance Module
forms, please contact Business Office staff.