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Banner Finance FAQ

Find answers to commonly asked questions about Banner Finance. 

How do I retrieve a list of the fund numbers that I may access in Banner Finance?

Users who have access to Cognos may request BUSFM013 Banner Fund Listing, located in the Fiscal Management folder. The report lists the fund number, title, principal investigator, financial manager, designees and executive/division/department codes.

What is an account code? 
 

An account code is a six-digit numeric value that defines the specific type of revenue source or expenditure within a fund. The account code's structure has been established to be consistent across all funds.

Budget Codes

These codes are to be used for budgeting purposes only. They have been established for identifying budget dollars within a fund for groups of account codes which are similar in nature. For example, a budget can be set up for travel and related expenses, but expenditures must be coded against a specific account code (e.g. 739100).

Standard Codes

These codes have been assigned specific values and descriptions in the account code listing. For purposes of summarizing data across the University, account codes for revenue and expense must be used consistently for the designated purpose by all departments.

The account code listings include revenue and expenditure budget codes and the most commonly used standard codes.

What is the organizational hierarchy?
 Cognos users may run report BUSFM100 org hierarchy or view the Organizational Hierarchy List.
How do I find a complete list of University account codes?

Users may view a complete list of revenue and expenditure account codes through Cognos. Go to Reports, then Business Managers, then Finance, then Fiscal Management and run "BUSFM120 Banner Account Code Hierarchy - Operating Ledger" for a list of all revenue and expenditure account codes in Excel or format.

Which columns should I include in my operating ledger query in BSS?

Business and Finance recommends that users select the following columns when performing an Operating Ledger query: Accounted Budget, Year to Date, Commitments and Available Balance.

Which fiscal period do I select for my operating ledger query?

The 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 transactions.

How does Banner define an encumbrance?
Encumbrances are funds committed for future payment including salaries, purchase orders, and eSeeIDO's.
How do I find general expense available in a general unrestricted fund in INB and BSS?
Users may view summary fund information (Adjusted Budget, YTD, Commitments, Available Balance) by revenue and expense categories at INB form FGIBSUM. The Chart of Accounts is "1", Fiscal Year "14", enter Organization and Fund, and then perform a Next Block function. Click the Rollback icon on the tool bar to perform a new query.In BSS, go to the Operating Ledger Query Budget Status by Organizational Hierarchy. Verify that the Include Revenue Accounts box is not checked. At Query Results, click on the Organization Code. See Account Type 70, Expenditures and Deductions.
How do I find the balance available in my Sponsored Program fund?
At the Finance menu in BSS, click Operating Ledger Query. At Create a New Query Type, click Create Query. Select the columns to be displayed in the query. Click Continue. Select the Fiscal Year, Fiscal Period, Chart of Accounts (1), and enter the Fund and Grant Fund. Verify that the Include Revenue Accounts box is not checked. Click Submit Query. The Report Total Available Balance column displays the available balance for the grant fund.
How do I look up the current fund balance in my designated, restricted, construction or agency fund?
At the Finance menu is BSS, click Fund Balance Query. Enter the six-digit fund number at the Fund field, and click Display Fund Balance. The current fund balance displays in the last row of the Actual and Commitments column.
What is the purpose of INB screen FOIDOCH Document History?

FOIDOCH allows users to enter a document number (Purchase Order or eSeeDPV "DP") and see related document numbers. Please note that users may not "drill down" on this form, but must instead access BSS to see document details.

Enter " PO" at the Doc Type field and the eight-character purchase order number at the Doc Code field to see if there is activity associated with a specific purchase order. Again, the user must access BSS to see document details.

To find a check number associated with an eSeeDPV, enter "INV" at Document Type and the eSeeDPV (DP#####) number at Document Code. Perform a NEXT BLOCK function. The check number, if a check has been issued, will display in the Check field. Again, the user must access BSS to see document details including the check date.

What is the purpose of the INB Organizational Encumbrance List FGIOENC form?
This INB form displays a list of encumbrance balances by fund or organization. This form is helpful for users who monitor Sponsored Programs funds and are working on close out reports, as it displays a quick list of current open commitments.
How do I see if a check was issued from a Purchase Order or eSeeDPV?

Users may access the Document History FOIDOCH form in INB to verify that a check has been issued.

  • To find a check number associated with an eSeeDPV, enter "INV" at Doc Type and the eSeeDPV (DP#####) number at Document Code. Perform a NEXT BLOCK function. The check number, if a check has been issued, will display in the Check field.
  • To find a check number associated with a purchase order, users may enter "PO" at the Document Type field and the eight-character purchase order number at the Document Code field, perform a NEXT BLOCK function, and see the Check field.
  • Alternately, from the Finance menu in BSS, click View Document. Select Purchase Order or Invoice, as appropriate, from the "Choose type" drop down. To find a check number associated with an eSeeDPV, choose "Invoice" from the Choose type drop down. Enter the eSeeDPV number at Document Number. Click View Document. The check number, if a check has been issued, will display at bottom of the screen under the heading Related Documents. To find a check number associated with a purchase order, choose "Purchase Order" from the Choose type drop down. Enter the eight-character purchase order number at Document Number. Click View Document. The check number, if a check has been issued, will display at bottom of the screen under the heading Related Documents. 
What is the purpose of View Document option in BSS?
View Document allows the user to view detailed financial information (including FOAPAL) for documents such as purchase orders and invoices; and to view the approval status and history for eSeeDPV's.
What is the purpose of the Auto Hint Line in INB?
The auto hint line, which is located in the lower left corner of the Banner screen, displays helpful processing and error messages.
How do I find the available balance in a blanket purchase order in INB or BSS?

In INB, go to the Detail Encumbrance Activity FGIENCD form. Enter the eight-character purchase order number at Encumbrance and perform a Next Block function. The screen displays the vendor name, purchase order status (open or closed), FOAPAL information, and all transaction activity associated with the encumbrance.

Alternately, from the Finance menu in BSS click Encumbrance Query. Enter the appropriate parameters for your query. Select the Fiscal Year, Fiscal Period, Chart of Accounts (1), Fund, and Organization. You may also enter an account code to narrow your search. Click Submit Query. The Query Results box displays encumbrances by account with underlined links providing access to the encumbrance document detail. The columns include original encumbrance amount, encumbrance adjustments (e.g., POCA's), Year to Date actual (posted invoices), and Current Commitments. The current commitment amount indicates the remaining balance.

How do I know if a payment was made via paper check, direct deposit, ePayables or by wire transfer (foreign payments)?

Direct deposit payments are indicated by an eight-character check number beginning with an exclamation point "!" Paper check payments have an eight-character check number beginning with the letter "A". ePayable payments are indicated by a eight-character check number beginning with a tilde "~". Wire transfer (Foreign Payments) are indicated by an eight-character check number beginning with a caret "^".

How do I forward a Generic IDO to the appropriate service provider?

Enter the SLUNet ID at the "Email this request to field" of the person who will Complete the IDO (i.e., enter the credit fund/account code). You must enter the SLUNet ID of a Banner Finance user.

How do I know which account code to use for the debit/credit on a Generic IDO?

Generic IDO's are generally processed to record nonmandatory transfers between Designated funds (i.e., debit 887012 and credit 886012) or inter-departmental professional services (i.e., debit 771070 and credit 920000). If your transaction does not fall under one of the standard service types (see the Service Type drop down on the eSeeIDO Request Entry screen) or the generic examples listed above, please contact your Commitment Office.