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Appendix E: Document Codes

1. Appendices Appendix F Check Number Query To verify that a check has been issued users may click on View Document 1 Atthe Finance menu click View Document 2 At Choose Type select Invoice 3 At Document Number enter the document number e g DPxxxxxx 4 Click View Document scroll down to the Related Documents box and look for a Document Type of Check Disbursement The check number Axxxxxx for paper checks or xxxxxx for direct deposits appears in the Document Code column 10 Appendices Appendix G Navigation Helpful Hints Navigation Feature Description Microsoft Internet Explorer browser windows The two components of the Banner Finance System are Internet Native Banner INB and Self Service Banner SSB Main Menu The Main Menu is accessible at any point in the query process by clicking Finance on the navigation bar located in the upper left corner of the web page or by clicking MENU on the navigation bar located in the upper right corner of the web page Wildcard The acts as a wildcard in Banner The character represents any number of unspecified characters Examples e Enter ma for all entries that contain ma e Enter ma for all entries that begin with ma e Enter ma for all entries that have ma as the last two characters Drill Down The drill down feature allows users to click on an underlined link and view transaction
2. Table 8 1 Approval Queries Fields Required Type of Query Document Documents All Number next approver documents Originator checking the status of a document in the x x N A N A approval process Originator disapproving a completed document that requires editing such as changes to the FOAPAL or commodities see Note 2 Approver checking the status of all documents for which he or she is the next approver see Note 3 Approver checking the status of all documents requiring his or her approval whether or not this person is the next Approver checking the status of a document that he or she has already approved see Note 4 Note 1 To view the approval history of a document that has been transferred to a purchase order use the View Document Form see Lesson 6 2 Note 2 Disapprovals may only occur while the document is in the approval process Note 3 This option also displays documents initiated by the approver that do not require his or her approval Note 4 To view the approval history of a document that has completed the approval process use the View Document Form see Lesson 6 2 For an approver who is also an originator the document may be viewed in Approve Documents until it is transferred to a purchase order Reminder The originator can disapprove a document until the point that it is transferred to a purchase order 8 4 Chapter Eight Approve Documents 4 Click Submit Query The Queried Parame
3. 737000 Food Service 0 744100 Outside Printing 0 76 751000 Office Supplies D 757500 Minor Compt Software 1622 762200 Rent Furn amp Equip 0 0 71083 Machine Shop 0 25 O 0 w m ONG OA MN OO N J n ooon7nooooooono _22 Report Total of all records 18 750 24896 5 415 5 632 Figure 2 7 Download to Excel Users may download Operating Ledger query data to a Microsoft Excel spreadsheet and then edit or analyze the data according to their reporting needs The downloaded information consists of the header data followed by the query results 1 Follow Lesson 2 1 to create an Operating Ledger query Scroll past the Query Results box to the Download All Ledger Columns and Download Selected Ledger Columns buttons and select the appropriate button e By clicking Download All Ledger Columns the system downloads all available operating ledger columns for the criteria entered This includes columns that may not have been selected on the Operating Ledger Data Columns screen e By clicking Download Selected Ledger Columns the system downloads only those columns selected on the Operating Ledger Data Columns screen Note Users also have the option of downloading transactions from the Transaction Detail level by scrolling past the Document List box and clicking Download Chapter Two Operating Ledger Query 2 At the File Download window click Open to open the file in Excel File Download x
4. H Fiscal year 2009 7 Fiscal period 147 Encumbrance Status All X Commitment Type All X Chart of Accounts 1 Index Cs Fund 29998 Activity L Organization poss Location E Grant Fund Type Account Account Type Program Save Query as E oO Shared Submit Query 5 2 Chapter Five Encumbrance Query Table 5 1 Encumbrance Query Fields Fiscal Year Represents the fiscal year period July 1 through June 30 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 Business and Finance recommends that users select Fiscal Period 14 throughout the fiscal year to view year to date activity See Appendix C Encumbrance Status This option defaults to Open Click the pull down menu to view encumbrance status options These options include Open encumbrances that have a current balance and are not closed Closed encumbrances that have been liquidated and closed and All open and closed encumbrances Commitment Type This option defaults to All Do not change Chart of Accounts The Chart of Accounts is always 1 for Saint Louis University Index is not used 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 fun
5. Lesson 5 1 Creating an Encumbrance Query 764000 POO76 7 CDW 216 81 00 Government Inc 764000 P007877 CDW 216 81 00 Government Inc 771001 XROO427 IDO Original 10 00 00 Encumbrance 216 81 32 76 00 100 00 Uncommitted 216 81 216 81 00 100 00 Uncommitted 10 00 00 00 100 00 Uncommitted Figure 5 1 Encumbrance Query results Creating an encumbrance query allows users to view purchase order IDO and general encumbrances for a specific FOAPAL Encumbrance queries do not include requisitions in the approval process or reservations A reservation is a requisition that has been approved by the MC Finance Office or Financial Commitment but has not yet been transferred to a purchase order 1 After logging in to Self Service Banner SSB click Finance from the web page navigation bar or the body of the web page as illustrated in Lesson 1 2 Click Encumbrance Query from the Finance menu Enter the appropriate parameters for your query See Table 5 1 for an explanation of each field The following fields are required Fiscal Year Fiscal Period Chart of Accounts Fund and Organization For Sponsored Programs and Plant funds users must enter the Grant Code to query inception to date information The Grant Code is generally the fund number See Chapter Seven View Attributes for information on how to locate the Grant Code if necessary indicates a required field Existing Query oe S
6. users may query all transactions recorded to the operating ledger General Unrestricted Designated Restricted Sponsored Programs Plant SLU Care and Agency by selecting Include Revenue Accounts See Table 2 3 Table 2 3 Query Types Type of Query Required Fields To view available balance for General Unrestricted 12XXXX 19XXXX and SLU Care To view available balance for fund associated with a Sponsored Program grant includes salaries and indirect cost To view all expense transactions for General Unrestricted funds To view all transactions for General Unrestricted Revenue Expense funds 10XXXX 11XXXX 13XXXX X X X and 14XXXX Designated Restricted SLUCare and Agency funds To view all transactions for fund Pert ee Se associated with a Sponsored X X X Program grant Note 1 See also Operating Ledger Query Budget Status by Organizational Hierarchy At Query Results click on the Organization Code See Account Type 70 Expenditures and Deductions Click Submit Query See Figure 2 1 2 6 Chapter Two Operating Ledger Query Lesson 2 2 Viewing an Operating Ledger Query Report Parameters Organization Budget Status Report By Account Period Ending Jun 30 2004 As of Mar 30 2004 Chart of Accounts 1 Saint Louis University Commitment Type All Fund 299998 SLU Training Fund Program All Organization DO65 Controller Inst Activity All Account All Location All Query Results Account Account
7. Assessment Budget Class 2 Phase 2 Cost Project No Project Type Genl Unrestricted Fund GENUEXP General Unrestricted Expenditures Multiple Map Class FRS Account No Select Another Fund Figure 7 1 Fund Attributes Query results Net Asset Type Creating a fund attributes query allows users to view financial reporting attributes for a specific fund 1 Click View Attributes from the Finance menu Enter the six digit fund number Fund Display Attributes After logging in to Self Service Banner SSB click Finance from the web page navigation bar or the body of the web page as illustrated in Lesson 1 2 7 2 Chapter Eight Approve Documents 4 Click Display Attributes button See Figure 7 1 See Table 7 1 for an explanation of the attribute fields Table 7 1 View Attributes Field Description Fund Title Short fund title Financial Manager University employee responsible for administering fund Grant Code Six digit Sponsored Program or Plant Fund code Grant Name Short title of the Sponsored Program or Plant Fund Fund Start Date Represents the date a Sponsored Programs project or drug study begins Fund End Date Represents the date a Sponsored Programs project or drug study ends Exec Executive level that identifies University President Provost or Vice President who is institutionally responsible for the fund Sch D
8. Query cccccceeeesscceeeeeeeneeeeeeeceeeseeeeeeeeeeeeeeeeeeeeeaaeeeeea 5 1 Lesson 5 1 Creating an Encumbrance QUETY 0 e cesseeeeeeteeeeneeeeeeeeeeeeeeteneeeenaeeene 5 2 Lesson 5 2 Viewing an Encumbrance QueL c ccccceeeecceeeeeeeneeeeeeeeaeeeeeeenaeeeeene 5 4 Chapter Six View Document vaisccsateciantscurencarasnertvedsinisengsdeannneegvaeieentnusQenecdiead biseadatennntueds 6 1 Lesson 6 1 Retrieving a DOCUMOMM ccc eeeseeeeeeeeeeeeeeseseeeeeseeeeeeeestneneneeeeneetes 6 2 Lesson 6 2 Document Approval HIStory eeceeecceeeee eee eeeeeeeeeeeeeeeeneeeeeeneeeeeeeeees 6 4 Chapter Seven View Attributes 0 cccceeeccceceeeesneceeeeecaaeeeeeeaaaeeeseaaeeeeeeeeeaeeeeeeeaaaeeeees 7 1 Lesson 7 1 Viewing Fund Attributes ict oscacra dee neceatesvantnneerdchernensazaouhceephnnustocen sou hOuenby 7 2 Chapter Eight Approve DOCUMENIS c cceeeessceeeeeeeeeeeeeeeeceeeeeteeeeeeeeeteaaeeeeeenaaaeeeeaes 8 1 Lesson 8 1 Retrieving and Viewing an Approve Documents List eeeeeeeeees 8 2 Lesson 8 2 Requisition and Invoice Approval Disapproval cceeeeeeeeeeeeeeeeeeeees 8 6 Appendices Appendix A Changing Your mySLU Password cccccccseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeees 1 Appendix B Accounting Elements Banner Fund Number Ranges cssadeneccrcssensaidescnsacersatas sageeacdieinaendaunt sdaciemanenaceioauknnate 4 Banner Account Code FOGG cesta atc Hccetirte
9. Title FYO4 PD14 FYO4 PD14 FYO4 PD14 FYO4 PD14 FYO4 PD14 F YO04 PD14 Accounted Year to Encumbrances Reservations Commitments Available Budget Date Balance 507400 Other Inc Mise 0 00 i 0 00 0 00 3 150 00 519012 Transfers Additions 30 000 00 i Q i 0 00 5 000 00 715000 Postage amp Parcel 3 000 00 i 0 00 2 885 00 Sery 721100 Dues amp 0 00 A 0 00 125 00 Memberships 722100 Books i 0 00 500 00 731000 Domestic Travel 0 00 i i 0 00 1 289 00 736000 Bus Migs amp 0 00 i i i 215 00 215 00 Entertain 737000 Food Service 750 00 i 0 00 750 00 744100 Outside Printing i 5 200 00 5 278 00 751000 Office Supplies 16 95 1 483 05 757500 Minor i i 0 00 3 877 51 Compt Software 771083 Machine Shop 0 00 25 00 0 00 0 00 0 00 25 00 Report Total of all records 18 750 00 24 895 51 5 415 00 f 5 431 95 Figure 2 2 Operating ledger query results After submitting a query the Report Parameters and Query Results display as illustrated in Figure 2 2 The Report Parameters heading includes the query name period ending date fiscal period and the date of the query The parameters previously selected in Lesson 2 1 are also displayed in the heading 2 7 Chapter Two Operating Ledger Query In the Query Results box account totals are displayed under the previously selected operating ledger columns see Lesson 2 1 and the underlined links provide access to the transaction detail The column headings indicate fiscal yea
10. detail and related documents Next 15 gt The Next 15 gt feature allows users to view the next page of the query Back Button The Back Button located in Microsoft Internet Explorer toolbar allows users to return to the previous screen Query Parameters Please note that when a user begins a new query the system generally defaults to previously selected query parameters In addition if a user drills down to a specific account the next query generally defaults with this account Exit Click EXIT on the navigation bar located in the upper right corner of the web page to exit the Banner system To ensure the security of confidential information close your browser 11 Appendices Appendix H Additional Help For additional information or questions about Banner Finance please contact Financial Services Name Phone Number E mail address Lisa Zoia 977 2394 zoialm slu edu 12
11. the query using up to 30 characters Queries may be saved at any of the following points in the Operating Ledger query process e To save column headings only After selecting the Operating Ledger Data columns enter the query name and click Continue e To save column headings and report parameters After selecting reporting period FOAPAL and Include Revenue Accounts option enter the query name and click Continue e To save column headings report parameters and additional computed column After performing the computation enter the query name and click Save Query as to save the query e To save transaction detail for specific accounts not originally included in report parameters After selecting the underlined link dollar amount in the Query Results box enter the query name and click the Save Query as box to save the query Retrieving an Operating Ledger Query 1 After logging in to Self Service Banner SSB click Finance from the web page navigation bar or the body of the web page 2 14 Chapter Two Operating Ledger Query 2 Click Operating Ledger Query from the Finance menu 3 Click on the pull down menu Zl next to Retrieve Existing Query Saved Query and select the preferred query See Figure 2 6 4 Click Retrieve Query The query name appears at the top of the next screen 5 Click Continue after verifying selection criteria on the next two screens as described in Lesson 2 1 Note The saved query
12. to the Transaction Detail level See Figure 2 2 To display the next 15 accounts if applicable click Next 15 gt 751000 Office Supplies 1 500 00 0 00 0 00 16 95 16 95 1 483 05 757500 Minor 5 500 00 1 622 49 0 00 0 00 0 00 3 877 51 Cornpt Software 771083 Machine Shop 0 00 25 00 0 00 0 00 0 00 25 00 Report Total of all records 18 750 00 24 895 51 5 415 00 16 95 5 431 95 Transaction Detail 2 To drill down to the Transaction Detail level click on an underlined link dollar amount corresponding to a specific transaction type Budget Actual YTD Encumbrances or Reservations and account Note This drill down example illustrates an invoice paid against a purchase order Users may also drill down to view transactions including requisitions purchase orders Direct Payment Vouchers Business and Entertainment Expense Vouchers travel documents journal entries deposit of funds and budget revisions 2 8 Chapter Two Operating Ledger Query Report Parameters Organization Budget Status Detail Report Summary Year to Date Transaction Report Period Ending Mar 31 2004 As of Mar 17 2004 Chart of Accounts 1 Saint Louis University Commitment Type All Fund 299998 SLU Training Fund Program All Organization DO65 Controller Inst Activity All Account 757500 Minor Compt Software Location All Document List Transaction Date Activity Date Document Code Vendor Transaction Description A
13. 0 E100 EJV ICEC ICEI ICNC ICNI INEC INEI INNC INNI ITG JE16 JES MIS PCLQ POAD PODS POLQ PORD RCQP REQP TJV Additional Charges on an Invoice Additional Charges on an Invoice with Encumbrance Permanent Adopted Budget Permanent Budget Adjustments Temporary Adopted Budget Temporary Budget Adjustment Cancel Check Invoice without Encumbrance Discount on Change Order Establish Change Order Cash Receipt Entry Gift Cash Check Credit Card Discount on Invoice with Encumbrance Discount on Invoice Check Invoice with Encumbrance Post Original Encumbrance Encumbrance Adjustment Encumbrance Liquidation Year End Encumbrance Roll Original Encumbrance Encumbrance Expense Journal Voucher Cancel Credit Memo with Encumbrance Cancel Invoice with Encumbrance Cancel Credit Memo without Encumbrance Cancel Invoice without Encumbrance Credit Memo with Encumbrance Invoice with Encumbrance Credit Memo without Encumbrance Invoice without Encumbrance Project to Date General Journal Entry Inter Fund GL Beginning Balance Load Adjustment Banner A R Non Student Receipts Cancel Purchase Order Reinstate Request Additional Charge on Purchase Order Discount on Purchase Order Purchase Order Request Liquidation Establish Purchase Order Cancel Requisition Requisition Reservation Travel Journal Voucher Appendices Appendix E Document Codes Reference Numbers Document __Docu
14. 2 9 Chapter Two Operating Ledger Query Document Detail 3 To drill down to the Document Detail with Related Document View level click on the underlined Document Code link to view details for a specific transaction Select Document Detail Transaction Report Document Type Journal Document Commitment Type All Document Code BROOO010 Description Original Budget Transaction Date 11 Mar 2004 Accounting Information Chart of Accounts Fund Organization Account Program Activity Location Amount Rule Class Code 1 299998 D065 751000 0 1 500 00 BDO1 299998 D065 715000 0 3 000 00 BDO1 1 299998 D065 722100 0 500 00 BDO1 1 299998 D065 757500 0 5 500 00 BDO1 299998 D065 737000 0 750 00 BDO1 Save Query as M Shared Another Query No Related Documents Available The Select Document box displays the Document Code Transaction Date and Description Vendor Transaction as described in Table 2 4 The Select Document box also displays Document Type Common Document Types are Requisition Purchase Order Invoice Check Disbursement and Journal Voucher Document Invoice documents include vendor invoices paid against purchase orders eSeeDPV s Business and Entertainment Expense Vouchers and Travel Expense Reimbursement Vouchers TERV s paid directly to the traveler The Accounting Information box displays the FOAPAL Amount and Rule Class Code There may be multiple FOAPALs and Rule Class Codes associated wi
15. Fund Balance and Assets and Liabilities 2 91XXX Special Studies non Medical Center Designated Revenues and Expenditures Fund Balance and Assets and Liabilities 2 8XXXX Drug Studies Designated Revenues and Expenditures Fund Balance and Assets and Liabilities 2 92XXX Medical Center Special Studies Designated Revenues and Expenditures Fund Balance and Assets and Liabilities 2 95XXX Medical Center Development Designated Revenues and Expenditures Fund Balance and Assets and Liabilities 2 96XXX Medical Center Education Designated Revenues and Expenditures Fund Balance and Assets and Liabilities 2 97XXX Match Funds for Sponsored Programs Designated Revenues and Expenditures Fund Balance and Assets and Liabilities Restricted Sponsored Programs 3 OXXXX Revenues and Expenditures Fund Balance and Assets and Liabilities Restricted Other Revenues and 4 XXXXX Expenditures Fund Balance and Assets and Liabilities 4 OXXXX Endowment Income Restricted Other Revenues and Expenditures Fund Balance and Assets and Liabilities 4 5XXXX Non Endowment Income Restricted Other Revenues and Expenditures Fund Balance and Assets and Liabilities Construction Transfers and Expenditures 7 0XXXX Fund Balance and Assets and Liabilities SLUCare Revenues and Expenditures 8 8XXXX Fund Balance and Assets and Liabilities 9 9XXXX Agency Revenues and Expenditu
16. Housekeeping Linen Service 756000 Other Supplies 757100 Minor Office Equipment Furniture 757300 Minor Research Equipment 757500 Minor Computer Equipment Software 757900 Minor Other Equipment 758000 Athletic Equipment Materials 799100 Capital Office Furniture Equipment 799200 Capital Computer Equipment Software 799300 Capital Research Equipment Appendices Appendix C Fiscal Periods Note Fiscal Period Description PD 01 July 02 August 03 September 04 October 05 November 06 December 07 Januar 08 February 09 March 10 April 11 May 12 June 13 Not used 14 June Final Grant period PD is the periods from the start date of the grant to the end of the requested reporting period For example a query against fiscal period 14 June Final for a grant with a start date of September 1 2002 would display period 10 in the Operating ledger query column headings This is because June is the tenth month of the grant project year If a user would query the same grant for activity through December 31 2003 fiscal period 06 the Operating ledger query column headings would display grant period 04 as December is the fourth month of the grant project year Appendices Appendix D Commonly Used Rule Transaction Codes Banner Rule Code Rule Code Description ADDI ADEI BDO1 BD02 BDO3 BD04 CNNI CODS CORD CR05 CSG DIEI DISI DNEI E010 E020 E032 E09
17. List Queried Parameters User ID HUNT OT THur tr T iana Document Number Documents Shown Next Approver Approve Documents List Next Approver Type NSF Change Seq Sub Originating User Amount Queue Type Document History Approve Disapprove N REQ JACK 658 00 DOC R0145 7 History Approve Disapprove k REQ JACK 563 94 DOC R014577 History Approve Disapprove Y REQ JACKT gt 340 08 DOC RO14 amp History Approve Disapprove Y INV RAINT 975 00 DOC DPO257 History Approve Disapprove INY HUE 676 26 DOC DPO2Z5 History Approve Disapprove Another Query Figure 8 1 Approve Documents List results Users may view approval status and history approve or disapprove requisitions and invoices eSeeDPV s and purchase order invoices greater than 1 000 by accessing Approve Documents and entering any of the following parameters e User ID e Document number e Documents for which the user is the next approver e All documents which the user may approve The originator of a requisition or eSeeDPV may access Approve Documents to check the approval status and history of the document In addition the originator would go to Approve Documents to disapprove a requisition or eSeeDPV that is currently in the approval process and requires changes Completed requisitions or eSeeDPV s that require editing such as changes to the FOAPAL or commodities must be disapproved before the user may revise the document The user must then
18. Operating Ledger query allows users to view financial activity for a specific fund 1 After logging in to Self Service Banner SSB click Finance from the web page navigation bar or the body of the web page as illustrated in Lesson 1 2 2 Click Operating Ledger Que ry from the Finance menu Finance Self Service Operating Ledger Query Obtain budget information for Funds and Orgs und General Ledger Query Obtain information su Fund Balance Query Jer your control comp mmarized to Encumbrance Query Drill down to current encu View Document Enter a specific document number view View Attributes associated details Approve Documents Take action on documents awaiting your approval eSeeIDO Process an IDO Process a new IDO or retrieve pending IDO s eSeeIDO Display ALL IDO s by Status This new option display all IDO s related to you or which you a current date eSeeIDO Query Approval Completion eSeeIDO Query Approval Completion by a specific IDO number by a r A eSeePay Online DPV Perform vendor name search vendor payment history search initiate A eSeePay Online Status Query Query DPV by date DPV fund ete account code level for Funds and Orgs under mbrance detail for Funds and Orgs under your cont View attributes associated with a Fund or Grant Code SLU added function re authorize aring fiscal year data for transactions in July 2004 and forward your contro
19. P Some files can harm your computer If the file information below hy looks suspicious or you do not fully trust the source do not open or save this file File name CASODMBSNE csv File type Microsoft Excel Comma Separated Values File From fsselfserv slu edu Would you like to open the file or save it to your computer Open L save Cancel More Info IV Always ask before opening this type of file 3 The Excel spreadsheet will not be formatted To format the spreadsheet click Select All area as illustrated below Select cr Organization Budget Status Report By Account Period Ending Jun 30 2004 As of Mar 22 2004 4 From the toolbar click Format Column AutoFit Selection to change the column width to fit the contents within each column Notes a The spreadsheet contains several system generated fund and account hierarchy columns that users may choose to delete b Each cell in the Report Total row at the bottom of the spreadsheet displays an actual number not a formula Users may choose to change these cells to formulas for recalculation purposes c Users may choose to format the dollar amount columns for decimal places 5 To save the spreadsheet from the toolbar click File Save As Locate the drive and folder where the file is to be saved replace the system generated File name with a user preferred file name and change the Save as type to Microsoft Excel Workbook Click Save 2 17 C
20. access Internet Native Banner INB to make changes to the requisition or Self Service Banner SSB to make changes to the eSeeDPV See the Navigation Requisitioning and Approvals Manual or the eSeeDPV manual for further details Note Disapproving a requisition or eSeeDPV does not cancel the document 1 After logging in to Self Service Banner SSB click Finance from the web page navigation bar or the body of the web page as illustrated in Lesson 1 2 2 Click Approve Documents from the Finance menu The Approve Documents window appears 8 2 Chapter Eight Approve Documents 3 Enter the approval parameters for your query Enter Approval Parameters User ID ZO1ALM Document Number Documents for which you are the next approver Cc All documents which you may approve Submit Query Users have the following parameter options e User ID Defaults to the user who is logged on to Self Service Banner e Document Number System generated eight character code identifying requisition R or invoice l or DP e Documents 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 e All documents which you may approve All documents in the approval queues for which the approver has authority See Table 8 1 on the next page for approval query options 8 3 Chapter Eight Approve Documents
21. ainst a purchase order 2 12 Chapter Two Operating Ledger Query 6 To perform another query select one of the following options e Click MENU located on the navigation bar in the upper right corner of the screen or e Click the desired query link at the bottom of the screen or e Click Another Query located at Account Detail Transaction Detail and Document Detail levels Note Please note that transactions are listed sequentially by date through the period queried there is no month to date option 2 13 Chapter Two Operating Ledger Query Lesson 2 3 Saving Retrieving and Printing an Operating Ledger Query Create a New Query Type Budget Status by Account Create Query Retrieve Existing Query Saved Query None Retrieve Query Figure 2 6 Create Retrieve Saved Query Screen Users may save queries as templates for future use This is a convenient option for queries such as general expense available that are performed on a routine basis A query may be saved at various screens in the Operating Ledger Query process Saving allows the user to retrieve the query later for quick reference or customizing See Table 2 3 for examples of queries that may be saved as templates Saving an Operating Ledger Query Follow Lesson 2 1 to create an Operating Ledger Query Save the query by clicking in the appropriate Save Query as box and entering the name of the query The user may select a name for
22. al and accounting entity whose financial transactions are recorded monitored and maintained separately from all other funds See Grant description in this table for querying Sponsored Programs grants Activity is an optional user defined six character code used to record transactions for a specific event or activity within a fund and or organization Organization is the three or four character code identifying the organizational unit such as the executive level E school division S department D or sub department ZHHH Grant is the six digit code assigned by Sponsored Programs for grants and contracts awarded to Saint Louis University This field is also used for Plant fund queries The grant code must be entered to obtain inception to date information See Lesson 6 2 Account is the six digit code describing the nature of the revenues expenditures assets and liabilities within a fund Account Type is the optional two digit code describing the roll up of pools Revenues and Additions Personnel Services and Expenditures and Deductions This field is not required 2 5 Chapter Two Operating Ledger Query 7 The Include Revenue Accounts field affects the display of financial information based on the type of fund queried Users may query available budget balance for General Unrestricted Sponsored Programs and SLU Care funds by excluding revenue accounts deselect Include Revenue Accounts In addition
23. al queue name and description and the authorized approvers at each level of the queue Only one approval is required at each level The Approvals Recorded box 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 8 6 Chapter Eight Approve Documents Verify the approval status and history of documents before approving or disapproving Document Identification Document Number R014577 Type Requisition Originator FRAZERMM Frazer Mary M Approvals required Queue Description Level Approvers YFSYW FINANCIAL COMMITMENT 90 Davis LaDonna K Kukic Jenny Reed Diana Kruse Peggy A Approvals recorded Queue Level Date User DCT 40 Noy 19 2008 Thibodeau Patrice 4 5 Click Back in the Microsoft Internet Explorer toolbar to return to the Approve 8 Documents List Click the underlined Approve or Disapprove link to approve or disapprove the document To approve the document proceed to Step 7 To disapprove the document proceed to Step 10 e The Approve link is active if the user who is logged on is authorized to approve the document After viewing t
24. ation including budget balance available transaction detail encumbrance status and purchase order activity Features of Finance Self Service that allow for efficient querying of data include Ability to drill down to transaction detail Ability to view related documents Option of performing fiscal year comparisons Option of saving queries as templates Option of downloading data to a Microsoft Excel spreadsheet 2 1 Chapter Two Operating Ledger Query Lesson 2 1 Creating an Operating Ledger Query Query Results Account Account Title FYO4 PD14 Accounted Budget 507400 Other Inc Mise 0 00 519012 Transfers Additions 30 000 00 715000 Postage amp Parcel 3 000 00 Ser 721100 Dues amp Memberships 722100 Books 731000 Domestic Travel 736000 Bus Migs amp Entertain 737000 Food Service 744100 Outside Printing 751000 Office Supplies 757500 Minor Compt Software 771083 Machine Shop Report Total of all records 0 00 18 750 00 FYO4 PD14 FYO4 PD14 Year to Date Q Q 0 0 Q 0 00 0 00 0 00 0 00 0 00 0 00 215 00 0 00 5 200 00 Q Q 0 00 5 415 00 0 00 16 95 24 895 51 Figure 2 1 Operating ledger query results 16 95 0 00 0 00 5 431 95 FYO4 PD14 FYO4 PD14 FY04 PD14 Encumbrances Reservations Commitments Available Balance 3 150 00 5 000 00 2 885 00 125 00 500 00 1 289 00 215 00 750 00 5 278 00 1 483 05 3 977 51 25 00 Creating an
25. ctderedse tise ua uabscuenetagaaldoensQeoincrelteael 5 Banner Account Codes Commonly Used 0 cc ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeteaaeeeeess 6 Appendix G Fiscal PEO OS xs ccisj anise ctecccausscsecesautertees antsewwseceaiocnse EEE E aA ERENS 7 Appendix D Commonly Used Rule Transaction Codes 0 cccccceeeeeeeeeeeeeeeeeeeneeees 8 Appendix E Document Codes Reference Numbers ccsecseeseeeseeeeesneeteeeee 9 Appendix F Check Number Query cceeecceceeeeeeeeeeeeeeaaeeeeeesaaeeeeeencaaeeeeessaeeeseeeaaes 10 Appendix G Navigation Helpful Hints ccc ce eescceeeeeeneceeeeesaeeeeeeeaeeeseenseeeeneneaees 11 Appendix H Additional Help sciccccscesssatextcmcstecs sees wiscedateshexersvetnredeereeeneneasbdeen avenenndaee 12 Chapter One Introduction to Banner Finance Chapter One Introduction to Banner Finance Chapter Objectives e Understanding the Chart of Accounts and FOAPAL elements e Logging in to Finance Self Service e Logging out of Finance Self Service The Banner Finance System is an online product that utilizes the Oracle Relational Database Management System RDBMS The Banner Finance System is a complete financial information and management system Banner Finance integrates with the Banner Human Resources System the Banner Student System the Banner Financial Aid System and the Banner Alumni Development System This capability enables the authorized user to access infor
26. cumbrance document detail click on an underlined Document Code See Figure 5 3 Selected Document Encumbrance Detail Status Report By Document Account Distribution Period Ending Jun 30 2004 As of Apr 12 2004 Chart of Accounts 1 Saint Louis University Commitment Type Uncommitted Docurnent Number P0000191 Document Date Feb 29 2004 Transaction Description FM Computer Document Detail Document Rule Original Encumbrance Encumbrance Yearto ltem Sequence Fund Organization Account Program Activity Location Code Class Encumbrance Adjustments Liquidations Date Number Number Code P0000191 PORD 1 500 00 00 00 00 0 2 065 757500 0 0000216 INEI 00 00 1 500 00 00 0 2 065 757500 0 foro 0000216 ADEI 00 00 00 00 0 2 65 757500 0 INEI 00 00 00 1 559 99 0 2 065 757500 0 0000216 ADEI 00 00 00 62 50 299998 D065 757500 0 Another Query Note This drill down example illustrates an invoice posted against a purchase order The Selected Document box displays the queried Document Number in addition to the Chart of Accounts Commitment Type Document Date and Transaction Description The Document Detail box displays the transactions associated with the queried encumbrance document See Table 5 3 To display the next 15 accounts if applicable click Next 15 gt 5 5 Chapter Five Encumbrance Query 4 Table 5 3 Document Detail Column Headings Column Document Code Eight character code reference number identifying t
27. d financial information for a document requisition purchase order invoice journal voucher or encumbrance This form corresponds to level four View Document of the Operating Ledger query process see Lesson 2 2 In addition users may view the approval status and history for documents such as requisitions and invoice eSeeDPV s and purchase order invoices greater than 1 000 6 1 Chapter Six View Document Lesson 6 1 Retrieving a Document Journal Voucher Header Journal Sub Status Trans date Activity date User ID Doc Total XROO3276 1 Posted Nov 05 2008 Nov 05 2008 HARRISJIR 13 50 Document Text Journal Voucher Accounting Seq Description BudPd Curr Doc Ref Accr Bank Deposit COAFY Pd Rucl Index Fund Orgn Acct Prog Actvy Locn Proj Total D C NSFOvr NSFStatus 1 Facil Services Chrgs Zz 1 09 05 IDOR 124 IBC _ 3 771001 is 4 50 D a 2 Facil Services Chrgs 1 09 os IDOP 124 D 3771001 0 4 50 Y Encumbrance XR003278 Item 0 Seq 1 Action T Figure 6 1 View Document results Viewing a document allows users to retrieve header line item and accounting detail for a specific transaction requisition purchase order invoice journal voucher or encumbrance Note Users must know the transaction document number before beginning this process See Lesson 2 2 for the process of viewing budget queries and obtaining document numbers codes 1 After logging in to Self Service Banner SSB click Finance from th
28. ds See Grant description in this table for querying Sponsored Programs grants Activity Activity is an optional user defined six character code used to record transactions for a specific event or activity within a fund and or organization Organization Organization is the three or four character code identifying the organizational unit such as the executive level E school division S department D or sub department Z Location is not used Grant Grant is the six digit code assigned by Sponsored Programs for grants and contracts awarded to Saint Louis University This field is also used for Plant fund queries The grant code must be entered to obtain inception to date information See Chapter Seven Account Account is the six digit code describing the nature of the pee 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 This field is not required 4 Click Submit Query See Figure 5 1 5 3 Chapter Five Encumbrance Query Lesson 5 2 Viewing an Encumbrance Query Report Parameters Organization Encumbrance Status Report All Encumbrance Summary by Document Account Distribution Period Ending Jun 30 2004 As of Mar 24 2004 Chart of Accounts 1 Saint Louis University Commitment Type All Fund Code 299998 SLU Training Fu
29. e Report Total displays the total of all queried records 1 After clicking Submit Query query results display on the screen Encumbrance documents are displayed by account See Table 5 2 for field definitions Underlined links appear in the Document Code column and provide access to encumbrance document detail To display the next 15 accounts if applicable click Next 15 gt See Figure 5 2 5 4 Chapter Five Encumbrance Query Table 5 2 Encumbrance Query Results Column Headings Column Account Account is the six digit code describing the nature of the revenues expenditures assets and liabilities within a fund Document Code Eight character code reference number identifying the type of document See Appendix E Description The vendor name or short description of the encumbrance transaction Original Commitments Amount of the original encumbrance Encumbrance Adjustments Adjustments made to the original encumbrance for example purchase order increases or decreases Encumbrance Liquidations Amount of encumbrance that has been liquidated through invoice postings Year to Date Year to date actual expenditures Current Commitments Remaining amount of the commitment after adjustments and liquidations Used Percent of the adjusted encumbrance Original Commitment plus minus Encumbrance Adjustments that has been liquidated Commitment Cmt Type defaults to U Uncommitted 2 To drill down to the en
30. e web page navigation bar or the body of the web page as illustrated in Lesson 1 2 2 Click View Document from the Finance menu The View Document window appears 3 Click on the pull down menu next to Choose type and select the appropriate document type Choose type Requisition gt Document Number Submission Change Seq Reference Number Display Accounting Information Ce Yes No Display Document Line Item Text Display Commodity Text All e Printable C None C All Printable C None 6 2 Chapter Six View Document Document Types e Requisition Includes requisitions in the approval process reservations and requisitions that have been transferred to purchase orders e Purchase Order Includes purchase orders and change orders e Invoice Includes vendor invoices paid against purchase orders eSeeDPV s Direct Payment Vouchers Business and Entertainment Expense Vouchers and Travel Expense Reimbursement Vouchers TERV s paid directly to the traveler e Journal Voucher Includes journal entries inter departmental orders budget revisions and deposit of funds e Encumbrance Includes general encumbrances e Direct Cash Receipt See Journal Voucher Tab to Document Number Enter the eight character document code See Lesson 2 2 to locate document number code if necessary Note Submission is used only for journal vouchers and invoices This field is generally not used for a Vi
31. es and Expenditures 3 XXXXX Restricted Revenues and Expenditures Sponsored Programs 4 XXXXX Restricted Revenues and Expenditures Other Table 1 2 Account Types Code Control Accounts Business amp Finance Support Expenditures General Expense 1 3 Chapter One Introduction to Banner Finance Lesson 1 2 Logging In to Finance Self Service File Edit view Favorites Tools Help CD Beck 7 r x B A X Search Se Favorites Ol A w LJ ni rel 3 Address E http gateway slu edu cp home loginf Figure 1 2 Internet address to access the Banner system The Banner system may be accessed from the mySLU tools tab using Microsoft Internet Explorer do not use Netscape 1 Open Microsoft Internet Explorer 2 In the Address field enter the following address http gateway slu edu cp home loginf 3 Enter your email username excluding the slu edu extension at SLU Net ID At Password enter your mySLU password If you have forgotten your password please call the ITS Help Desk at 977 4000 4 Atthe mySLU home page click on the Tools tab Then click on the Self Service Banner icon 5 Click Finance from either the web page navigation bar or the body of the web page Signing on from the Tools tab allows the user to bypass the SSB sign on screen However if this screen displays because your session is interrupted enter your username and password as follows 1 If the following scree
32. ew Document request Tab to Change Seq This field is optional and used only for purchase orders The sequence number is related to the change order number for POCA s e To view the current purchase order including all changes the Change Seq field should remain blank e To view the original purchase order enter 0 zero in the Change Seq field e To view subsequent changes to the purchase order enter the change order POCA number For example enter 1 for POCA 1 2 for POCA 2 and so on At Display Accounting Information click Yes or No to indicate whether FOAPAL information should be displayed The default is Yes At Display Document Text click All Printable or None to specify the portion of document text you wish to view At the time a user enters a document there is an option to add descriptive text and to indicate whether the text should be printed on the document Click View document See Figure 6 1 for an illustration of a journal voucher document Click the print icon on the toolbar if desired to print the View Document details To perform another query select one of the following options e Click MENU located on the navigation bar in the upper right corner of the screen or e Click the desired query link at the bottom of the screen 6 3 Chapter Six View Document Lesson 6 2 Document Approval History Document Identification Document NumberRO1457 Type Requisition Origi
33. following options e Click MENU located on the navigation bar in the upper right corner of the screen or e Click the desired query link at the bottom of the screen 6 4 Chapter Eight Approve Documents Chapter 7 View Attributes Objectives e Viewing fund attributes e Viewing grant fund attributes The View Attributes option of Finance Self Service allows users to view attributes for a specific fund or grant Sponsored Programs Business and Finance utilizes fund attributes for financial reporting 7 1 Chapter Eight Approve Documents Lesson 7 1 Viewing Fund Attributes Query Results Fund Title Controller s Office Financial Manager Meadows Thomas W Grant Code Grant Name Fund Start Date Fund End Date Address Designee 1 Exec E50 VP Business and Finance Designee 2 SchiDiv 45 Financial Management Designee 3 Dept D010 Controller Fund Group 11 General Unrestricted Sub Dept Online Req Y Requisitions Allowed Bi Checking Long Deser Controller s Office Purpose Administrative account for the Controller s office SLU2000 HSC Endow A 21 Code H Gen Univ Adm Revenue Purpose Lev ib Expense Purpose Lev i 15 Institutional Support Revenue Purpose Expense Purpose 1530 Fiscal Operations Last Change Date February 14 2006 Final Processing Date
34. hapter Three General Ledger Query Chapter Three General Ledger Query Chapter Objectives e Creating a general ledger query e Viewing a general ledger query This query is for users who work with general ledger balance sheet funds Please contact Financial Services for additional information 3 1 Chapter Four Fund Balance Query Chapter Four Fund Balance Query Objectives e Creating a fund balance query e Viewing a fund balance query The Fund Balance Query option of Finance Self Service allows users to view Summary information for Designated Restricted Construction and Agency funds Chapter Four Fund Balance Query Lesson 4 1 Creating and Viewing a Fund Balance Query Description Budget Actual Commitments Actual amp Budget Commitments Variance Beg FB 2 623 90 2 623 90 Rev Summary 0 00 4 283 25 4 283 25 4 283 25 Exp Summary 0 00 2 703 70 500 00 3 203 70 3 203 70 Net 0 00 1 579 55 500 00 1 079 55 1 079 55 End FB 4 203 45 500 00 3 703 45 Select Another Fund Figure 5 1 Encumbrance query results Creating a fund balance query allows users to view beginning fund balance revenue summary expenditure summary and ending fund balance for Designated Restricted Construction and Agency funds 1 After logging in to Self Service Banner SSB click Finance from the web page navigation bar or the body of the web page as illust
35. he type of document See Appendix E Rule Class Code The three or four digit code identifying the type of transaction See Appendix D Original Encumbrance Amount of the original encumbrance Encumbrance Adjustments Adjustments made to the original encumbrance for example purchase order increases or decreases Encumbrance Liquidations Amount of encumbrance that has been liquidated through invoice postings Year to Date Year to date actual expenditures Item Number System generated number Sequence Number System generated number FOAPAL elements Fund Organization Account Program Activity and Location To drill down to View Document click the underlined Document Code link in either the Selected Document box or Document Detail box To perform another query select one of the following options e Click MENU located on the navigation bar in the upper right corner of the screen or e Click the desired query link at the bottom of the screen or e Click Another Query located on the Query Results or Document Detail screens Note Users have the option of saving encumbrance queries as templates for future use See Lesson 2 3 for general instructions for saving retrieving and printing queries 5 6 Chapter Six View Document Chapter Six View Document Chapter Objectives e Retrieving a document e Viewing the approval status and history of a document The View Document option allows users to view detaile
36. he document and approval history the document is ready for approval e 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 Please note that the originator must disapprove a completed requisition or eSeeDPV before editing the document for changes to the FOAPAL or commodities Note Disapproving a requisition or eSeeDPV does not cancel the document After clicking Approve the Approve Document screen displays The approver has the option of entering a comment that displays in the Internet Native Banner INB messaging system at sign on The system generates the message to the 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 8 7 Chapter Eight Approve Documents The Document Pending Approval screen displays the following message Document RO000364 has your approval 9 Click Continue to return to the Approve Documents List Proceed to Step 13 10 After clicking Disapprove the Disapprove Document screen appears The approver has the option of entering a comment that displays in the Internet Native Banner INB messaging system at sign on The system generates the message to the originator of the document and the approver Document information Document Number 10000291 Type INV Change Seq Sub 0 Amoun
37. ing in lt j Need to change your password oe aa Goggle SD Go to Google Apps Learn More Welcome to mySLU e How do I get to Banner or Blackboard e How does the My Groups channel work What s Inside GR crcune Cieste mshage andijoin group homepages for dubs affillationaiandiintarasts y Banner Self Service Student accounts financial aid human resources and more Bb Blackboard Leaming System Online course materials for students and faculty and much more Appendices Appendix B Accounting Elements The following are included in this appendix o Banner Fund Number Ranges o Banner Account Code Pool o Banner Account Codes Commonly Used Appendices Banner Fund Number Ranges Banner Fund Number Description General Unrestricted General Ledger dead Fund Assets and Liabilities 1 OXXXX General Unrestricted Tuition Revenue 1 1XXXX General Unrestricted Revenue Other 1 2XXXX 1 5XXXX 1 6XXXX 1 8XXXX and 1 9XXXX General Unrestricted Expenditures 1 3XXXX 1 4XXXX Auxiliaries and Sales Services Revenues and Expenditures 2 XXXXX Designated Revenues and Expenditures Fund Balance and Assets and Liabilities 2 7XXXX Stand alone funds that may be rolled up for reporting purposes Designated Revenues and Expenditures Fund Balance and Assets and Liabilities 2 XX8XX Endowment Income Designated Revenues and Expenditures
38. is a template Users may modify as necessary 6 Click Submit Query Printing an Operating Ledger Query 1 After submitting an Operating Ledger query select File from the Microsoft Internet Explorer toolbar and then Print Preview to determine the page layout of the query If all query columns do not appear on the Print Preview screen click the Page Setup icon see below 3 Print Preview Print a t Peel of2 gt DP A 75 7 Help Close Page Setup Alt U 2 In the Page Setup window select Orientation Landscape and click OK to go back to the Print Preview window Note lf all query columns do not appear on the Print Preview screen click the Page Setup icon again and change the Paper Size to Legal 3 Click Print on the toolbar 4 Click Print in the Print window 2 15 Chapter Two Operating Ledger Query Lesson 2 4 Downloading an Operating Ledger Query to Excel Organization Budget Status Report By Account Period Ending Jun 30 2004 As of Mar 30 2004 ES j ll Accounted Available Account Account Title Budget Year to Date Encumb Reservations Commitments Balance 507400 Other Inc Misc in 3 150 0 0 0 3 15 519012 Transfers Additions 30 000 25 000 5 00 715000 Postage Parcel Serv 3 000 115 721100 Dues amp Memberships 0 125 722100 Books 500 D 731000 Domestic Travel 0 1 289 736000 Bus Mtgs amp Entertain 0 0 0 0 0 0 Co 5 6 7 B 10 am 12 713 14
39. iv School Division identifies the school or division to which the fund is assigned Dept Department identifies the primary department to which the fund is assigned Sub Dept Sub Department identifies the sub department to which the fund is assigned Designee 1 2 3 University employees in addition to the Financial Manager who are authorized to approve disbursements against the fund Fund Group Fund group identifies a group of funds with similar characteristics for example Designated funds Online Req Indicates whether Online Requisitioning is available for this fund Long Descr Long fund title Purpose Displays the purpose of the fund SLU2000 HSC Endow Controller s Office use only A 21 Code Expense classification as defined by OMB Circular A 21 Revenue Purpose Lev 1 The high level fund revenue source as defined by NACUBO Expense Purpose Lev 1 The high level fund expense purpose as defined by NACUBO Revenue Purpose The fund revenue source as defined by NACUBO Expense Purpose The fund expense purpose as defined by NACUBO Last Change Date Represents the date of the last change to fund attributes Final Processing Date Represents the final date that transactions may be posted to the fund Assessment Assessment controls the monthly calculation of an overhead assessment to the Designated and Restricted funds Budget Class Controller s use only P
40. k is enabled only if the user 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 8 5 Chapter Eight Approve Documents Lesson 8 2 Requisition and Invoice Approval Disapproval Document Information Document Number R0145 5 Type REQ Change Seq Sub Amount 46 354 82 Comment Approval has been denied Disapprove Document Cancel Figure 8 2 Document Approval screen At the Approve Documents List authorized users may view document detail and approval history and approve or disapprove requisitions and invoices eSeeDPV s and purchase order invoices greater than 1 000 1 After entering approval parameters and clicking Submit Query as described in Lesson 8 1 the Approve Documents List displays See Figure 8 1 2 Click the underlined Document link to view document details for a specific requisition or invoice 3 Click Back in the Microsoft Internet Explorer toolbar to return to the Approve Documents List 4 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 in the next diagram The Document Identification box displays the Document Number Type of Document and Originator of the Document The Approvals Required box displays the approv
41. l Drill down to detail is available SLU added functionality Identify fund balances for Funds under your control SLU added functionality trol ality d to access results are limited to IDO s with transaction equestor ID IDO status and or other parameters copy or correct an Online DPV dates within three months of the Chapter Two Operating Ledger Query 3 At Create a New Query Type select Budget Status by Account and click Create Query Create a New Query Type Budget Status by Account Create Query Retrieve Existing Query Saved Query None Retrieve Query 4 Select the Operating Ledger Data columns to be displayed in the query See Table 2 1 for definition of columns Business and Finance recommends the following columns when performing an Operating Ledger query Accounted Budget Year to Date Encumbrances Reservations Commitments and Available Balance Users have the option to save queries for future use or as a template See Lesson 2 3 for additional information M Adopted Budget Year to Date C Budget Adjustment Encumbrances m Adjusted Budget V Reservations C Temporary Budget Commitments j Accounted Budget Available Balance Save Query as M Shared Continue Table 2 1 Operating Ledger Data columns Permanent adopted budget original budget established at the beginning of the fiscal year plus temporary adopted budget Accounted Budget Adopted b
42. mation that exists in the other systems There are two components of Banner Finance Internet Native Banner INB and Self Service Banner SSB At Saint Louis University authorized employees may access Internet Native Banner to create requisitions and query fund activity The requisitioning process is illustrated in the Finance Navigation Requisitioning and Approvals Manual The purpose of this training is to explain the features of Self Service Banner University employees who are authorized to use Self Service Banner may perform budget and encumbrance queries view document information and approve requisitions and invoices 1 1 Chapter One Introduction to Banner Finance Lesson 1 1 Chart of Accounts FOAPAL Elements FOAPAL Fund Organization Account Program Activity Location not used Activity is an optional six character code Program defaults to zero Account is a six digit code Organization is a three or four character code Fund is a six digit code Figure 1 1 Definition of FOAPAL The Chart of Accounts is the classification structure that underlies the University s financial reporting system The Chart of Accounts structure in Banner is composed of six elements as shown in Figure 1 1 These six elements known as the FOAPAL consist of the Fund F Organization O Account A Program P Activity A and Location L e Fund is the six digit code assigned to each fiscal and accounting enti
43. ment Code Drill Down Travel Direct Pay AXXXXXXX Check Budget Revision BRxxxxxx N A Check Enclosed Purchase Order CXXXXXXX Req Check Axxxxxx Direct Payment Voucher eSeeDPV s DPXxxxxx at ssl aed deposit General Encumbrance for recurring EAGG O N A Journal Entries Various Feeds from HR Student Advancement Amex P Card Amex FXXXXXXX Various Travel Expense Reporting Pre Printed on Miscellaneous Cash Receipt FXXXXXXX DOF form Purchase Order Invoice IXXXXXXX Vendor Invoice eee JYYMMxxx a tries incluaing Project J Year Month three digit Various assigned by Acctg Utilities Purchase Order Req or N A HR Budget Feeds N A Misc Debit Credit Journal Voucher MYYMMxxx entries for credit service charges wire M Year Month three digit Various transfers etc assigned by Bursar s Office Purchase Order for Facilities Services N A Purchase Orders excluding Facilities Pron Services PO s Construction Work PXXXXXXX Req Orders and Standing Orders Student Refund Invoices N A Purchase requisitions N A Standing Purchase Order Req TYYMMxxx Transaction Correction Journal Pre Printed on T Year Month three digit Voucher assigned by Acctg Trans Corr Form Lease Maintenance Purchase Order Req Business amp Entertainment Expense eee Voucher Number pre printed on BEEV Check form Work Order Purchase Order Req Inter Departmental Order eSeelDO XRXXXXXX N A
44. mount Rule Class Code Mar 12 2004 Mar 12 2004 10000216 FM Computer 62 50 ADEI Mar 12 2004 Mar 12 2004 10000216 FM Computer 1 559 99 INEI Report Total of all records 1 622 49 Figure 2 3 Transaction detail The Report Parameters box displays the queried account code and description in addition to the Chart of Accounts Fund and Organization The Document List box displays transactions recorded to this account code for the period queried See Table 2 4 Please note that transactions are listed sequentially by date through the period queried there is no month to date option Additionally only 15 transactions may be viewed per screen To view additional transactions click Next 15 gt Table 2 4 Document List Column Headings Column Description __ Transaction Date The date the transaction was posted This date determines the fiscal period month to which the transaction is recorded Activity Date The date the transaction was entered or the last date that the transaction was modified Document Code Eight character code reference number identifying the type of document Click on the document code of interest to see the Document Detail with R elated Document View level See Appendix E Vendor Transaction Description The vendor name or short description of the transaction The dollar amount of the transaction Rule Class Code The three or four digit code identifying the type of transaction See Appendix D
45. n displays click Enter Secure Area Otherwise proceed to Step 2 Riess Hil alll SUNGARD HIGHER EDUCATION Enter Secure Area Prospective Students Apply for Admission Class Schedule RELEASE 7 4 Chapter One Introduction to Banner Finance At the login screen enter your SLU Net ID and Password Click Login The Main Menu displays Click Finance from either the web page navigation bar or the body of the web page 1 5 Chapter One Introduction to Banner Finance Lesson 1 3 Logging Out of Finance Self Service User Logout Thank you for using the Saint Louis University Information System If you are finished please close your browser to protect your privacy Return to Homepage RELEASE 7 4 Figure 1 3 Self Service Banner logout confirmation screen Self Service Banner provides access to confidential financial information Please exit SSB or lock your workstation before you leave your work area 1 To exit SSB click EXIT located on the navigation bar in the upper right corner of the web page 1 6 Chapter Two Operating Ledger Query Chapter Two Operating Ledger Query Chapter Objectives Creating an operating ledger query Viewing an operating ledger query Saving retrieving and printing an operating ledger query Downloading an operating ledger query to Excel The Operating Ledger Query option of Finance Self Service allows authorized users to access financial inform
46. nator FRAZERMM Frazer Mary M Approvals required Queue Description Level Approvers YFSY FINANCIAL COMMITMENT 90 Davis _LaDonna K Kukic Jenny Reed Diana Kruse Peggy A Approvals recorded Queue Level Date User DCT 40 Nov 19 2008 Thibodeau Patrice A Figure 6 2 Approval Status and History results The View Document option allows users to view the approval status and history for documents such as requisitions and invoice eSeeDPV s and purchase order invoices greater than 1 000 1 Follow Steps 1 through 7 in Lesson 6 1 to select a document 2 Click Approval history See Figure 6 2 For documents currently in the approval process the screen displays three boxes as illustrated in Figure 6 2 The Document Identification box displays the Document Number Type of Document and Originator of the Document The Approvals Required box 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 The Approvals Recorded box displays the queue name the approval date and approver at each level of the queue For documents that have recorded all approvals 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 3 To perform another query select one of the
47. nd Program Code All Orgn Code D065 Controller Inst Activity Code All Account Code All Location Code All Query Results Account Document Description Original Encumbrance Encumbrance Yearto Current Cmt Code Commitments Adjustments Liquidations Date Commitments Used Type 731000 E9000025 Jefferson Philadelphia 297 00 297 00 00 1 050 00 00 00 736000 E9900010 Jones St Louis 215 00 00 00 00 215 00 00 736000 EC090002 Smith New Orleans 250 00 00 250 00 00 00 100 00 744100 P0000192 Appworx Corporation 5 200 00 00 00 00 5 200 00 00 757500 P0000191 FM Computer 1 500 00 00 1 500 00 1 622 49 00 100 00 Report Total of all records 7 462 00 297 00 1 750 00 2 672 49 5 415 00 24 42 Figure 5 2 Encumbrance Query results After submitting a query the Report Parameters and Query Results display as illustrated in Figure 5 2 The Report Parameters heading includes the query name period ending date fiscal period and the date of the query The parameters previously selected in Lesson 5 1 are also displayed in the heading In the Query Results box encumbrances are displayed by account with underlined links providing access to the encumbrance document detail See Table 5 2 for an explanation of column headings The Query Results totals may include Screen Total Running Total and Report Total of all records The Screen Total displays this screen s dollar amounts the Running Total displays total of all accounts displayed thus far and th
48. r FY or grant year GY and fiscal period PD The Query Result totals may include Screen Total Running Total and Report Total of all records The Screen Total displays this screen s dollar amounts the Running Total displays total of all accounts displayed thus far and the Report Total displays the total of all queried records In addition to the Report Parameter and Query Results the screen displays a Compute Additional Columns for the Query box This option allows the user to add a calculated column to the query Users may add subtract multiply divide or get a percentage variance of any two operating ledger columns There are four levels to Operating Ledger Query by Account e Account Detail Totals by account for all columns selected Figure 2 2 on page 2 7 e Transaction Detail Transaction date activity date document code vendor transaction description amount and rule class code Figure 2 3 e Document Detail with Related Document View Chart of accounts fund organization account program activity location amount and rule class code Figure 2 4 e View Document Detailed financial information for a document Figure 2 5 Account Detail 1 After clicking Submit Query query results display on the screen This is the Account Detail level of the Operating Ledger Query The account totals are displayed under the previously selected operating ledger columns and the underlined links provide access
49. rated in Lesson 1 2 2 Click Fund Balance Query from the Finance menu 3 Enter the six digit fund number Fiscal Year 2009 gt Fund Display Fund Balance 4 Click Display Fund Balance button See Figure 4 1 After submitting a query the Query Results display as illustrated in Figure 4 1 See Table 4 1 for an explanation of field descriptions Chapter Four Fund Balance Query Table 4 1 Fund Balance Query Field Descriptions Description Beg FB Beginning fund balance as of July 1 Rev Summary Revenue summary July 1 through current date Exp Summary Expenditure summary July 1 through current date Net Net Year to Date YTD activity End FB Ending fund balance as of current date 5 To perform another query select one of the following options e Click MENU located on the navigation bar in the upper right corner of the screen or e Click the desired query link at the bottom of the screen or e Click Select Another Fund 4 3 Chapter Five Encumbrance Query Chapter Five Encumbrance Query Objectives e Creating an encumbrance query e Viewing an encumbrance query The Encumbrance Query option of Finance Self Service allows users to view encumbrance information by account for a specified FOAPAL The user may view detail transaction activity for an original encumbrance entry as well as subsequent transaction activity against the encumbrance 5 1 Chapter Five Encumbrance Query
50. res Fund Balance and Assets and Liabilities Appendices Banner Account Code Pools Banner Account Code Pool Description 1XXXXX Assets 2XXXXX Liabilities 400000 Fund Balance Revenues and kia Additions 6XXXXX Salaries and Wages 7XXXXX Support Expenditures 8XXXXX Transfers Out QOXXXXX Recoveries Appendices Account Codes Commonly Used Banner Account Description 715000 Postage amp Parcel Service 719000 Other Communication Costs including pagers 762400 Rent Software Fees 744100 Outside Printing 721100 Dues 721200 Permits Licenses Abstract Fees 722100 Books 722400 Subscriptions Periodicals 731000 Domestic Travel 734000 Foreign Travel 735000 Clinical Research Other Dietary Travel 736000 Business Meetings amp Entertainment 737000 Food Service 771001 Facilities Services Charges 771007 Information Technology Services 771010 Marcom 771011 Telephone Charges 771082 Comparative Medicine 771083 Machine Shop 771084 Radiation Safety 741000 Professional Service 741001 Honoraria 764000 Equipment Maintenance Repair and Contracts 765000 Construction Contracts 741200 Locum Tenens 738010 Recruitment 738020 Employee Moving Expenses 738030 Orientation 743000 Advertising 781001 Tuition Fees Discounted Financial Aid 782001 Tuition Fees External Financial Aid 751000 Office Supplies 752000 Teaching and Research Supplies 754000 Clinical Supplies 755000
51. roject No Project Number assigned to construction funds Project Type Controller s use only Genl Unrestricted Identifies General Unrestricted Revenue Expenditure or Auxiliary Sales and Services funds Multiple Map Identifies funds that may be rolled for reporting purposes FRS Account No Identifies the prior FRS Account Number if applicable Net Asset Type Displays the net asset type as defined by OMB Circular A 21 7 3 Chapter Eight Approve Documents 5 To perform another query select one of the following options e Click MENU located on the navigation bar in the upper right corner of the screen or e Click the desired query link at the bottom of the screen or e Click Select Another Fund located at the bottom of the View Attributes screen 7 4 Chapter Eight Approve Documents Chapter Eight Approve Documents hapter Objectives e Retrieving and viewing an approve documents list e Approving disapproving a requisition or an invoice The Approve Documents option allows authorized users to approve disapprove and view the approval status and history for requisitions and invoices eSeeDPV s and purchase order invoices greater than 1 000 Users may query by User ID document number documents for which the user is the next approver or all documents which the user may approve 8 1 Chapter Eight Approve Documents Lesson 8 1 Retrieving and Viewing an Approve Documents
52. ry as M Shared Submit Query None NO ill 2 4 Chapter Two Operating Ledger Query Table 2 2 Field Descriptions Fiscal Year Fiscal Period Comparison Fiscal Year Comparison Fiscal Period Commitment Type Chart of Accounts ndex Fund Activity Organization Location Grant Fund Type Account Account Type Program Represents the fiscal year period July 1 through June 30 Note The first fiscal year available in Banner Finance is FY05 Information prior to July 1 2004 may be retrieved via WebFocus 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 Business and Finance recommends that users select Fiscal Period 14 throughout the fiscal year to view year to date transactions For Sponsored Program grants and Plant funds the fiscal period is based on the start date of the grant fund See Appendix C Represents the fiscal year to which the previously selected fiscal year is compared Represents the fiscal period to which the previously selected fiscal period is compared Fiscal periods in the same fiscal year or different fiscal years may be compared This option defaults to All Do not change The Chart of Accounts is always 1 for Saint Louis University Index is not used Fund is the six digit code assigned to each fisc
53. t 5 200 00 Comment Approval has been denied Disapprove Document Cancel 11 Click Disapprove Document to disapprove the document To return to the Approval Documents List without disapproving the document click Cancel The Document Pending Approval screen displays the following message Document 10000291 has been disapproved by you 12 Click Continue to return to the Approve Documents List 13 To perform another query select one of the following options e Click MENU located on the navigation bar in the upper right corner of the screen or e Click the desired query link at the bottom of the screen or e Click Another Query located at the bottom of the Approve Documents List box 8 8 Appendices Appendices e Appendix A Changing Your mySLU Password e Appendix B Accounting Elements o Banner Fund Number Ranges o Banner Account Code Pools o Banner Account Codes Commonly Used e Appendix C Fiscal Periods e Appendix D Commonly Used Rule Transaction Codes e Appendix E Document Codes Reference Numbers e Appendix F Check Number Query e Appendix G Navigation Helpful Hints e Appendix H Additional Help Appendices Appendix A Changing Your mySLU Password Users may change their passwords at the mySLU login page http gateway slu edu cp home loginf Address ja http gateway slu edu cp home loginf stu Secure Access Login SLU Net ID Password cancel Having problems logg
54. ters box displays the previously selected criteria The Approve Documents List box displays information pertaining to requisitions as outlined below in Table 8 2 Table 8 2 Approve Documents List Column Headings Column Description Heading Next Approver Y indicates the documents for which the user has approval authority in the next required queue A blank field indicates that the 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 REQ requisition and INV invoice NS Displays a Y if there is not enough budget for a requisition 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 MC Finance Office and Financial Commitment are NSF queue approvers Change Seq System generated number associated with change orders and encumbrances journal vouchers and invoices Queue Type Indicates the status of adocument DOC indicates a document in an approval queue awaiting approval NSF indicates a document in the NSF queue awaiting NSF override p i Document number drill down link to View Document details Drill down link to display the approval history of the document The Approve lin
55. th a transaction Scroll past the Accounting Information box to view related documents if available The screen displays either the message No Related Documents Available or the Related Documents box See Step 5 if there are no related documents Otherwise the Related Documents box displays the Transaction Date Document Type Document Code and Status Indicator The status of a document such as Approved may be indicated in the Status Indicator column 2 10 Chapter Two Operating Ledger Query Note With the implementation of Banner Finance the University is now processing disbursements on an accrual basis As a result when Accounts Payable posts an invoice the amount is recorded immediately to year to date actual in the fund The check is then issued based on vendor terms or payment due date Therefore the posted transaction is not necessarily an indicator that a check has been issued Users must drill down to the Document Detail with Related Document View level and review the Related Documents box to verify that a check has been issued The Related Documents box will indicate the check date Transaction Date a Document Type of Check Disbursement and a Document Code of Axxxxxxx check number or xxxxxxx direct deposit View Document 5 To drill down to the View Document level click the underlined Document Code link in either the Select Document box or Related Documents box if applicable Figure 2 5 illus
56. the information initiative of saint louis university Finance Self Service Business and Finance a Office of the Controller Financial Services Salus Center 5 Floor April 27 2009 Table of Contents Chapter One Introduction to Banner Finance ccccccceeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeaeeeeeees 1 1 Lesson 1 1 Chart of Accounts FOAPAL Element cccesccceeeseseeeeeeeeseeeeeeees 1 2 Lesson 1 2 Logging In to Finance Self Service ccccecccceeeeeneeeeeesceeeeeeeeeeeeeenes 1 4 Lesson 1 3 Logging Out of Finance Self Service eeccccceeeeecceeeeeeeeeeeeeeeeneeeeeee 1 6 Chapter Two Operating Ledger QuUEeTY cccccsseeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeaaeeeeeesaaaeeeeea 2 1 Lesson 2 1 Creating an Operating Ledger Query ccceeeeeeeeeeteeeeeeeeteeeeeeeeaeeeteees 2 2 Lesson 2 2 Viewing an Operating Ledger Query cccceeceeeeeeeteeeeeeteeteeeeeeeneeeeeees 2 7 Lesson 2 3 Saving Retrieving and Printing an Operating Ledger Query 2 14 Lesson 2 4 Downloading an Operating Ledger Query to ExCel cceceeeereees 2 16 Chapter Three General Ledger Query ccceessecceeeeeseeeeeeeeeeeeeeeeeneeeeeeeneeeeeeeeaaeeeeees 3 1 Chapter Four Fund Balance Query ssescc5 6 escc haste costes ctessiettevase edeeaeeeteardtuareteeieds 4 1 Lesson 4 1 Creating and Viewing a Fund Balance QueTry 0 eceeeeeeeeeeeeees 4 2 Chapter Five Encumbrance
57. trates an invoice received against a purchase order 2 11 Chapter Two Operating Ledger Query invoice Header Invoice Sub Purchase Order Invoice Date Trans Date Payment Due Total 10000216 1 P0000191 Mar 12 2004 Mar 12 2004 Mar 12 2004 1 622 49 Complete Y Approved ha Vendor Inv 0312044 Open Paid P Suspense N Hold N Credit Memo N Cancel Date Recurring N 1099 Tax Id 1099 Vendor N Income Type Accounting Document Level Matching Not Required Vendor 207 FM Computer 220 N Pottstown Pike Exton PA 19341 Collects Tax Collects No Taxes Discount Code Currency invoice Commodities ltem Commodity Description 1 SLU Standard Computer POltem U M Tax Group TolOverride Final Prnt Last Rev Suspense 1 EA N Ordered Accepted Invoiced Approved Disc Addl Tax Net Quantity il 0 l 1 Unit Price 1200 1200 1250 1250 Amount 1 200 00 00 1 250 00 1 250 00 00 45 00 00 1 295 00 ltem Commodity Description 2 15 Monitor POltem U M Tax Group TolOverride Final Prnt Last Rev Suspense 2 EA N Ordered Accepted Invoiced Approved Disc Addl Tax Net Quantity 0 1 1 Unit Price 300 300 309 99 309 99 Amount 300 00 00 309 99 309 99 00 17 50 00 327 49 Total of all Commodities 1 622 49 invoice Accounting Seq COA FY Index Fund Orgn Acct Prog Acty Locn Proj Bank NSF Susp NSFOvr Approved Disc Tax Addl Net 1 04 299998 D065757500 0 1 N N 1 559 99 00 00 62 50 1 622 49 Total of displayed sequences 1 622 49 Figure 2 5 View Document Invoice received ag
58. ty whose financial transactions are recorded monitored and maintained separately from all other funds One University employee is assigned primary responsibility for administrating a fund See Table 1 1 e Organization is the three or four character code identifying the organizational unit such as the executive level E school division S department D or sub department Z e Account is the six digit code describing the nature of the revenues expenditures assets and liabilities within a fund See Table 1 2 e Program is the National Association of College and University Business Officers NACUBO revenue expense code This code will default to zero as Business and Finance has defined fund attributes to capture this information e Activity is an optional user defined six character code used to record transactions for a specific event or activity within a fund and or organization For example to track expenses for a workshop a department would include this code on all 1 2 Chapter One Introduction to Banner Finance transactions associated with the workshop such as printing of brochures Water Tower Inn lodging dining services and guest speaker fees This code is composed of a letter followed by five digits A Location is not used at this time Table 1 1 Fund Types Fund Description O O Z O Z O 1 XXXXX General Unrestricted Revenues Expenditures Auxiliaries 2 XXXXX Designated Revenu
59. udget plus or minus any budget adjustments Year to Date Year to date actual revenue and expenditures purchase orders and recurring journal entries Reservations Requisitions approved by MC Finance Office or Financial Commitment that have not yet been assigned a purchase order number Available Balance The difference between the Accounted Budget and the Year to Date and Commitment columns This indicates the budget balance available 2 3 Chapter Two Operating Ledger Query 5 Click Continue 6 Enter the appropriate parameters for your query See Table 2 2 for an explanation of each field The following fields are required Fund Organization Fiscal Year Fiscal Period and Chart of Accounts For Sponsored Programs and Plant funds users must enter the Grant Code to query inception to date information The Grant Code is generally the fund number See Chapter Seven View Attributes for information on how to locate the Grant Code if necessary Please note that inception to date transaction detail is not available prior to July 1 2004 in Banner Finance indicates a required field Fiscal year 2009 7 Fiscal period Comparison Fiscal year None z Comparison Fiscal period Commitment Type All X Chart of Accounts _ fi Index Fund 299998 _ Activity Organization Doss Location Grant ears Fund Type Account ee Account Type Program C V Include Revenue Accounts Save Que

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