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«This guide is designed to be used in conjunction with attendance in training classes provided by the Banner Training Team. Youngstown State ...»

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Youngstown State University

FINANCE SELF-SERVICE

This guide is designed to be used in conjunction with attendance in training

classes provided by the Banner Training Team.

Youngstown State University acknowledges University of North Florida for permission

to use and include portions of their Banner Finance Self-Service manual within this

document.

Table of Contents

Table of Contents

Objectives

Intended Audience

Pre-requisites

Introduction

What is Banner?

What is Finance Self-Service?

Chart of Accounts

FOAPAL

Fund

Organization

Account

Program

Activity

Location

Index

Logging into Finance Self-Service

Resetting Your PIN

Finance Self-Service Terminology

How to Use Code Lookup

Budget Queries

Budget Status by Account Query

Budget Status by Organizational Hierarchy Query

Budget Quick Query

Encumbrance Query

Cancelled Purchase Orders

Saving and Retrieving a Query

Chargebacks

Drilling Down

Viewing a Document

Searching for a Document without the Document Number

Approving Documents

YSU Banner Finance Self-Service Training August, 2012 Page 2 Budget Transfers (Single Line)

Budget Transfers (Multiple Line)

Saving and Retrieving a Template

How to Exit Banner Self-Service

YSU Banner Finance Self-Service Training August, 2012 Page 3 Objectives Youngstown State University employees will be able to access and navigate within the Banner Finance Self-Service system and be able to query, transfer, approve transfer of funds and process an online purchase requisition at YSU. Employees will be able to obtain information regarding budgets, revenues, expenditures, commitments, and available balances within their area of fiscal responsibility.

Intended Audience YSU employees responsible for budgeting.

Pre-requisites

In order to attend this class, participants should have the following pre-requisites:

Q Basic keyboard and mouse skills Q Internet familiarity Q Basic knowledge of YSU budget process Introduction Banner introduces many new terms and concepts which are important to understanding and making effective use of the system. In this section, the Chart of Accounts and its elements, referred to as “FOAPAL”, will be explained as well as the different screens used for making queries and displaying documents, and the different columns to get the information needed.

What is Banner?

Banner is a web-based software application developed specifically for higher education institutions by a company called SunGard SCT. Banner provides an online environment that will allow YSU to perform computing functions in a highly efficient manner as all data will now be totally integrated and shared among different departments across the University.

Banner comes in two distinct options: Internet Native Banner (INB) and Self-Service.

Employees in the functional area of Finance will be using the Internet Native Banner option.

Self-Service is a more user-friendly interface that only allows a specific set of processes to be completed. It is more intuitive and less intensive than that of INB; however, not all Banner processes can be completed with Self-Service.

What is Finance Self-Service?

Finance Self-Service is the web interface that will allow YSU employees to perform designated financial operations and procedures in a more user-friendly environment than that of INB. It allows YSU employees to create and approve requisitions, query accounts for encumbrances, payments, and budget, as well as make budget transfers.

YSU Banner Finance Self-Service Training August, 2012 Page 4 Chart of Accounts The Chart of Accounts is the numbering system used by Banner to capture financial transactions and facilitate retrieval of information and financial reporting. YSU’s Chart of Accounts is defined by the letter “Y”.

The Chart of Accounts structure in Banner is composed of six elements (FOAPAL):

Fund Organization Account Program Activity Location YSU will only be using four of the six elements in the Chart of Accounts at this time. Those elements are Fund, Organization, Account, and Program (FOAP).

FOAPAL

Fund A fund is a six-character code that identifies the source from which the money is being drawn.

Examples of Funds:

111000 – Current General 211024 – Current Restricted Grant (i.e., MAC Tech Student Enrollment) 313100 – Athletics Organization A six-character code that identifies a unit of budgetary responsibility and/or departments within an institution. It is normally used to define WHO spends the money.

Examples of Organizations:

140723 – Department of Economics 110100 – Office of the President 120201 – Office of Human Resources Account A six-character code that identifies objects, such as the general ledger accounts (assets, liabilities, control, fund balances) and the operating ledger accounts (income, expenditures, transfers). Revenue account codes identify the type of revenue received, such as tuition or auxiliary sales revenue. Expenditure account codes identify the type of expenditure, such as salaries or supplies.





YSU Banner Finance Self-Service Training August, 2012 Page 5

Examples of Accounts:

100000 – ASSETS 200000 – LIABILITIES 300000 – CONTROL ACCOUNTS 400000 – FUND BALANCES 500000 – REVENUES 600000 – SALARIES & WAGES 700000 – EXPENDITURES 800000 – TRANSFERS Program This is a two-character code that identifies a function and enables the institution to establish a method of classifying transactions across an organization.

Examples of Programs:

10 – Instruction 20 – Research 30 – Public Service 40 – Academic Support 50 – Student Services 60 – Institutional Support 70 – Operation and Maintenance of Physical Plant 80 – Scholarships and Fellowships 90 – Auxiliary Enterprises Activity Currently Activity Codes are established by General Accounting. An optional six-character code that can be used to further define an object of expenditure, such as, temporary units of work, subsidiary functional classifications, or short duration projects. Activity codes are assigned to transactions involving multiple organizations or funds that share responsibility for a common event or activity.

Location Currently used by General Accounting only. A six-digit code used to specify the assigned physical location of an asset being purchased or the location of a transaction that is different from the normal location of the organization. This code is optional and will be used primarily for fixed asset expenditures.

Index YSU will not be using an Index code. A code used in Banner as a shortcut to the fund, organization, and program code.

YSU Banner Finance Self-Service Training August, 2012 Page 6 Logging into Finance Self-Service Finance Self-Service is a web-based program. It can be accessed from the MyYSU Portal in the production environment. Production Financial Self-Service will be used to accomplish actual fiscal year University financial activities.

Finance Self-Service is available in two modes: training and production. YSU Training Finance Self-Service provides the ability to perform the processes in this manual without harming real financial data and will be used during the Finance Self-Service training class.

For training purposes, open an internet browser and log into Finance Self-Service.

(Browsers include Internet Explorer, Mozilla Firefox, etc.)

–  –  –

Q Quick Tip Banner Self-Service has a 3-hour timeout limit established.

Banner Self-Service logins are case sensitive. The login screens may vary based on system access.

Q Quick Tip

–  –  –

6. Type: User ID

7. Type: PIN

8. Click Login button

IDs include:

Banner ID ªY00401721 Social Security Number (without hyphens) ª111223333 Patron ID ªPA0007191 Alumni ID ªAL0019923

–  –  –

YSU Banner Finance Self-Service Training August, 2012 Page 11 Example of screen in Finance Self-Service displaying fields defined below.

–  –  –

YSU Banner Finance Self-Service Training August, 2012 Page 12 How to Use Code Lookup Throughout Banner Self-Service, lookup features are available to check various FOAPAL elements.

1. Scroll down beyond the initially displayed information

2. Enter Chart of Accounts Code Y

3. Select desired element from Type drop-down menu

4. Type: Code Criteria

–  –  –

5. Determine Maximum rows to return

6. Click Execute Query button

7. View results

To use the Code Lookup for Queries:

1. Click desired FOAPAL element button

2. Follow steps 4-6 above

3. Click link to include in query or

4. Click Exit without Value button

–  –  –

YSU Banner Finance Self-Service Training August, 2012 Page 14 Under the Type field from the Code Lookup screen is a list of items. Currently, some of the listed items are not being used. Example of Type field from Code Lookup screen in Finance Self-Service displaying the list defined below.

–  –  –

Budget Queries Budget Status by Account Query Budget Status by Account Query is used to look up budget information for one organization or grant. It does not allow for hierarchy roll up, but is the quickest way to get details on transactions.

To complete a budget status by account query:

1. Click Budget Queries

2. Choose Budget Status by Account from drop-down menu

3. Click Create Query button

4. Click desired data column titles (headers) to display

–  –  –

7. Click Submit Query button

8. View results YSU Banner Finance Self-Service Training August, 2012 Page 17

To Create a Budget Status Query for a specific account only:

1. Complete steps 1 – 7 above

2. Supply specific account number to query into Account field

3. Click the Submit Query button

4. View results

–  –  –

Budget Status by Organizational Hierarchy Query Budget Status by Organizational Hierarchy Query provides budget information of organizations for the Fiscal Period and Year-to-Date by Hierarchical Structure, Specific Funds, High-level Organizations, Accounts, Programs, Fund Type, Account Type, or Revenue Accounts.

–  –  –

1. Click Budget Queries

2. Choose Budget Status by Organizational Hierarchy from drop-down menu

3. Click Create Query button

4. Click desired data column titles (headers) to display

5. Click Continue button

–  –  –

Budget Quick Query This process provides a fast Query by Account Code and displays similar information to the Budget Status by Account query. The columns are already defined. The report cannot be drilled down in a Quick Query.

–  –  –

1. Click Budget Queries

2. Choose Budget Quick Query from drop-down menu

3. Click Create Query button

4. Supply the following

information:

Q Fiscal Year Q Chart of Accounts Q Fund Q Organization Q Account (if desired)

5. Click Submit Query button

6. View results

–  –  –

Budgets R Us Permanent salary accounts and fringe benefit expenses are centrally monitored and controlled.

Financial managers are responsible for all other accounts within their budgets.

Financial Managers are always responsible for these Account Types:

–  –  –

Supply the Details The Supplies Account, 701100, is a pooled account. This means that all money for supplies has been allocated to one account and is available for you to transfer to the appropriate account line as necessary for your Organization.

You may choose to transfer the money to the appropriate account prior to making the purchase – thus avoiding the negative balance;

alternatively, you may choose to wait until the end of the month and make the adjustments at that time.

Quick Query Hit The % symbol is a global character that can reduce the amount of input time. If you would like to see all funds and/or all organizations simultaneously, use the % symbol in the Fund and/or Organization fields.

–  –  –

YSU Banner Finance Self-Service Training August, 2012 Page 23 Encumbrance Query An Encumbrance Query displays encumbrance information by account for specified FOAP parameters (Fund, Organization, Account, and Program). Use the Encumbrance Query to quickly locate all of your purchase orders for a particular Fund/Organization. Further reduce the search by determining the correct Encumbrance Status.

To complete an encumbrance query:

1. Click Encumbrance Query

2. Supply the following information:

Q Fiscal Year Q Fiscal Period Q Chart of Accounts Q Fund Q Organization

3. Click Submit Query button View results

–  –  –

Cancelled Purchase Orders Purchasing will continue to print hard copies of the cancelled orders.

Approved Purchase Orders Assigning of the Purchase Order number does not mean that the Order is approved or completed.

When you view the document, verify that the Order displays a Y in the Approved field.

Saving and Retrieving a Query Some queries may be used often enough to save so that they can be run again at a later date. Finance Self-Service provides the option to create personal queries and shared queries. Shared queries are viewed by all system users and cannot be deleted by the creator. It is recommended that only personal queries, and not any shared queries, be created.

To save a query:

1. Configure a query as desired



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