Transcript Self Service Banner (SSB) Finance Training

Self Service Banner
FOAP AND NAVIGATION
Fall 2005
Ver 7.1
Presented by the Auburn University
Business Office
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What is FOAPAL?
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FOAPAL
The new account structure in Banner follows a hierarchical structure
and is called the FOAPAL. FOAPAL is an acronym for:
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Fund
Organization
Account
Program
Activity
Location
It is a way of representing Auburn through a Chart of Accounts.
FOAP is required to create requisitions, pay invoices
and process budget transfers.
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The following table further describes each
part of FOAPAL:
Part
Description
Fund
Defines WHERE the money is coming from
Organization
• Based on the organizational chart of the University
• Defines WHO is processing transactions and how
it relates to a particular department on campus
•how Individuals will be authorized to access specific
organizations based on where they are in the
organizational structure and may only perform
accounting functions within their assigned
organizations
Account
• Defines WHAT kind of revenue you are
depositing or for what you are spending funds
• Account Code is used to specify the natural
classification of revenue and expense activities
Program
• Defines WHY you are collecting or spending
funds
Examples
• AU Main-unrestricted
• AAES contracts/grants
• Ag Admin
• Fisheries-Div 1
• Biosystems Eng-Div 3
• Tuition revenue
• Supplies
• Travel
• Instruction
• Department Admin
• Organized Research
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Table continued:
Part
Description
Program
(Continued)
• Program Code is used for the University’s
Activity
• Optional Field
• Used to track multiple projects when all the
financial reporting purposes and State reporting
• Will typically default depending on your
organization
Examples
• Sponsored Public
Service
funding is coming from one source
Location
• Tracks the location of fixed assets
• May be required for equipment transfers
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Current Account Structure
The current account structure that is used with
FRS is as follows:
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New Account Structure
The new account structure in Banner follows a hierarchical structure
called FOAPAL (faux – pull). The first four parts (FOAP) are required
for processing transactions.
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Banner Account Structure Example
FRS
Account No.
Dept No.
Subcode A-21 Code
BANNER
Fund
Organization
Account
Code
Program
Activity
Location
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Logging in to AU Access
Please log on to the internet. Then type in the
following URL ADDRESS and press enter. You will use
your FRS userid and password.
https://auaccess-train.auburn.edu
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TABS
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Menu Tabs
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QUESTIONS???
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Self Service Banner
Budget Transfers
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Finance
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Introduction
• The Finance Self-
Service Budget
Transfer Form allows
a user to process
Budget Adjustment
Journal Vouchers on
the Web.
• This form enables the
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Web user to transfer
budget from one FOAPAL
to another.
The form does not allow
completion of documents
using Journal Types that
are not self-balancing.
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A Budget Transfer Requires:
• Fund/Org security
• Available Budget
• Must be within the same chart for a single
line budget transfer
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Create Budget Transfers
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Create Budget Transfers Cont.
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Look Up Codes
• Finance Self-Service allows users to look up any
of the FOAPAL component codes for a Chart of
Accounts. Codes can be queried by ID as well
as by Title, and the use of wildcards is
permitted.
• The Code Lookup function is attached to a
number of options from the Finance Menu,
including Budget Transfer and Multiple Line
Budget Transfer.
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Code Lookup for Type
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Code Lookup for Maximum rows
to return
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Create Multiple Line Budget
Transfers
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Create Multiple Line Budget
Transfers Cont.
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Create Multiple Line Budget
Transfers Cont.
• The Multiple Line Budget Transfer Form is the
same as the Budget Transfer Form except that it
allows Budget transfers between up to five
FOAPALs that can be from the same or different
charts.
• The fields on these forms are identical.
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Create Multiple Line Budget
Transfers Cont.
• In each document created, the pluses (transfers
to) must equal the minuses (transfers from).
• These amounts must offset one another and add
up to the Document Amount.
• This form is not meant to allow completion of
documents using a Journal Type other than
AU04 (Temporary Budget Adjustment).
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Online Finance Approvals
• Choose Complete to perform a validation and
forward the document for processing
• The document will route through the online
approval process
• The online approval process is very similar to the
Web based online budget change order system
currently being utilized in FRS Plus
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Online Finance Approvals Cont.
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Online Finance Approvals Cont.
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Online Finance Approvals Cont.
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Online Finance Approvals Cont.
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QUESTIONS ???
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Self Service Requisitions
Self Service 7.1 – Finance Module
Release Date: October 1, 2005
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Training Agenda
• Process of completing a requisition
• General information and other useful
forms
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Self Service vs. Banner Admin
Features of Self Service
Self Service does NOT:
• User friendly navigation
• Save incomplete
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and display of data
Supports single- screen
view of the final
document
Creates templates to be
used when entering
new requisitions
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documents. Any
incomplete document will
be lost when you exit
Banner or close the
window
Support copy functionality
Allow editing or canceling
of a requisition
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The 5 Stages of Purchasing
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Self Service - Requisitions
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Code Lookup
Search Criteria
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Code Lookup
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Code Lookup
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Self Service Requisitions
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Self Service -Requisitions
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Requisitions – Document Text
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Commodity Information
Completed Commodity
Information
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FOAP
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Completed Requisition
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Finance – View Documents
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Requisitions – View Document
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Finance – View Document
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Approval History
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Approval History cont
This will show the approvals that have
been made to the document.
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AU Vendor Center
• Online Registration @
http://vendor.auburnuniversity.net
• Establish themselves as a vendor
• Register for fastpay
• Request to be added to the AU bid list
• Update all vendor information
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AU Vendor Center cont
As of October 1, 2005, only vendors that
have registered will be included in the new
vendor file.
Please encourage current vendors to go
and register as soon as possible.
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QUESTIONS???
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Self Service Banner
Budget Query
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The Budget Query link allows a user to review
budget information for transactions entered
through Banner Finance. A user may build or
retrieve three different types of queries:
Budget Query by Account (FOAP)
Budget Query by Organizational Hierarchy
Budget Quick Query
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Budget Status by Account
Account by detail
Transaction detail
Document detail – invoice or purchase order
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Budget Status by Organizational
Hierarchy
The Budget status by Organizational
Hierarchy options allows you to review
budget information for organizations.
May be more useful for extracting
departmental information as opposed to
individual awards.
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Budget Quick Query
The Budget Quick Query allows you to view
budget information by account for the Fiscal
Period and Year-to-Date. The parameters
available for this query are Adjusted Budget,
Year-to-Date, Commitments, and Available
Balance. This report will not allow you to drill
down for more detail.
Similar to screen 19 in FRS.
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Encumbrance Query
 Allows users to view encumbrance
information by account for specified
FOAP.
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All, Opened or Closed Encumbrances
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Self Service Banner
Fall 2005
Ver 7.1
Presented by the Auburn University
Business Office
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QUESTIONS???
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