Banner FinanceUser Guide

Release 9.3.8June 2018

Notices

Notices© 1991- 2018 Ellucian.

Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of thesematerials is limited to Ellucian licensees, and is subject to the terms and conditions of one or morewritten license agreements between Ellucian and the licensee in question.

In preparing and providing this publication, Ellucian is not rendering legal, accounting, or othersimilar professional services. Ellucian makes no claims that an institution's use of this publicationor the software for which it is provided will guarantee compliance with applicable federal or statelaws, rules, or regulations. Each organization should seek legal, accounting, and other similarprofessional services from competent providers of the organization's own choosing.

Ellucian2003 Edmund Halley DriveReston, VA 20191United States of America

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Contents

Contents

System overview........................................................................................................................30Banner Finance System flow diagram........................................................................................30Major features of Banner Finance.............................................................................................. 31Module and Process Flow.......................................................................................................... 32

General Ledger.....................................................................................................................32Finance Operations...............................................................................................................34Stores Inventory....................................................................................................................34Purchasing and Procurement............................................................................................... 35Accounts Payable................................................................................................................. 37Budget and Position Control................................................................................................ 38Fixed Assets......................................................................................................................... 39Cost Accounting....................................................................................................................40Endowment Management.....................................................................................................41Accounts Receivable............................................................................................................ 43Research Accounting............................................................................................................44

Procedures.................................................................................................................................. 45Pages...........................................................................................................................................45

Banner Finance processing..................................................................................................46Security........................................................................................................................................46

Oracle Security..................................................................................................................... 46Banner Security.................................................................................................................... 47

Establish User IDs and application access................................................................... 47Use the Copy to User feature........................................................................................48Delete processes............................................................................................................48

Use Banner Finance security pages.................................................................................... 49Establish Fund/Organization security.............................................................................50Establish Rule Group security....................................................................................... 51Create a new Rule Group..............................................................................................51Establish User ID / Rule Group security........................................................................52Use the User ID feature.................................................................................................52Establish Page and Process Level security...................................................................53Use the Page and Process Copy feature......................................................................53Establish Fund and Fund Type level security................................................................54Use the Copy from Existing User feature......................................................................54Use the Remove Record functionality........................................................................... 55Establish Organization Level security............................................................................55Use the New User feature............................................................................................. 56

General Ledger........................................................................................................................... 57Elements of the FOAPAL string........................................................................................... 57Recommended order for Chart of Accounts setup.............................................................. 58Creating a Chart of Accounts record................................................................................... 59

FTMCOAS main window................................................................................................59Parameters window........................................................................................................59

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Alternatives for cash accounts and bank funds................................................................... 61Determining the Cash Accounting Relationships...........................................................61Establishing the Cash Accounting Relationships...........................................................62External Cash — Receipts and Disbursements............................................................ 62Internal Cash — Interfund Transfers............................................................................. 62

Cash accounts in foreign currency.......................................................................................62Budget only accounts........................................................................................................... 63Multiple Fund Balance.......................................................................................................... 63

Multiple fund balancing with FOASYSC........................................................................ 64Multiple fund balancing with FTMCOAS........................................................................64Multiple fund balancing with FTMFUND........................................................................ 64Multiple fund balancing with FTMFBAL......................................................................... 64Review of fields..............................................................................................................65Review of pages and reports.........................................................................................65Troubleshooting notes.................................................................................................... 65

General Ledger consolidated postings.................................................................................65General Ledger consolidated postings example............................................................66

General Ledger summary postings...................................................................................... 67Using the Transaction Interface Process (FGRTRNI).......................................................... 68

Deferred Edit processing............................................................................................... 68Automatic Journal Vouchers.......................................................................................... 69Interfaces........................................................................................................................ 70Budget Development roll process..................................................................................70End-of-Year process.......................................................................................................70

Available Balance process................................................................................................... 71Pages and C processes that perform Available Balance Checking...............................72Available Balance controls............................................................................................. 73FOAP key control...........................................................................................................74Control period.................................................................................................................74

Control period example........................................................................................... 74Control severity.............................................................................................................. 75Hierarchical budgetary control....................................................................................... 75

Budget control at the same higher level fund......................................................... 75Budget control at the same higher level organization............................................. 75Combined budget control........................................................................................ 76

Pooled budgeting........................................................................................................... 76Grant budgeting..............................................................................................................76

Effective date processing..................................................................................................... 76Pro-Rata cost allocation....................................................................................................... 77

Defining allocation information.......................................................................................78FTMFUND allocation............................................................................................... 78FTMALCH allocation................................................................................................78

Limiting rule groups in the Pro-Rata Allocation Process............................................... 80Running the Pro-Rata Allocation Process (FGRPRAP).................................................81Running the Pro-Rata Allocation Report (FGRPRAR)...................................................83

Governmental Accounting Standards Board (GASB) reports.....................................................83GASB 35 reports.................................................................................................................. 84

Public colleges and universities business-type activities only....................................... 84GASB 34 reports.................................................................................................................. 84

Government wide statements........................................................................................ 84Governmental funds statements.................................................................................... 84

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GASB Extract Process (FGPGEXT).....................................................................................84GASB Reclassification Entry (FGARCLE) page...................................................................86Transaction Reclassification Query (FGIRCLE) page..........................................................86GASB Parameter (FGAGASB) page....................................................................................86

Specifying a location for the extract file.........................................................................86Extracting report data to file.......................................................................................... 87

Changing attribute types and values....................................................................................88Associating FOAPAL elements to attributes........................................................................ 89

Associations for Fund, Account, and Program codes....................................................89Retrieval of attributes for GASB reporting..................................................................... 89

Setting up Program/Account codes......................................................................................89Program codes............................................................................................................... 89Account codes................................................................................................................90

Setting up GASB 35 Public Institution Business-type Activity statements........................... 90Setting up GASB 34 Governmental Funds statements........................................................92Setting up GASB 34 Government Wide statements............................................................ 93Producing GASB reports...................................................................................................... 95

General accounting transactions.................................................................................................96Create a Journal Voucher transaction..................................................................................96

Using FGAJVCD............................................................................................................ 96Define key information for FGAJVCD..................................................................... 96Copy Journal............................................................................................................97Journal Voucher document header......................................................................... 97Transaction Detail window.......................................................................................97Journal Voucher posting.......................................................................................... 98Workflow complete...................................................................................................99

Automatic Journal Voucher process.....................................................................................99Rule Code balancing methods........................................................................................... 101Processing a Cash Receipt from a vendor........................................................................ 102

Using the Direct Cash Receipt page........................................................................... 102Posting Direct Cash Receipts...................................................................................... 104

Direct Cash Receipts posting examples............................................................... 104Defaulting feature in General accounting transaction pages............................................. 106

Using the Defaulting feature........................................................................................ 106Redefaulting FOAPAL elements.........................................................................................107

Where to define defaults..............................................................................................107How redefaulting works.............................................................................................. 107Account Indexes...........................................................................................................108How Banner Finance handles defaults........................................................................108Pages affected by the Redefaulting feature................................................................ 109

Making adjustments to an existing encumbrance.............................................................. 109Transaction detail data.................................................................................................110Completing the encumbrance...................................................................................... 111

Net Total fields on general accounting query pages.......................................................... 111Calculating totals.......................................................................................................... 111

Calculating totals example 1................................................................................. 112Calculating totals example 2................................................................................. 112

Year-End processes............................................................................................................112Scheduling year-end maintenance...............................................................................113Rolling the General Ledger balances and opening the Accrual Period....................... 114Executing the General Ledger balance forward process.............................................114

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Rolling an encumbrance.....................................................................................................115Rolling prior year encumbrances................................................................................. 117Budget carry forward....................................................................................................118Closing operating control accounts..............................................................................118Year-End processing checklist..................................................................................... 119

Concurrent Year processing............................................................................................... 120OPAL transactions in the prior year.............................................................................121General Ledger transactions in the prior year............................................................. 121Cash receipt and disbursement activity in the prior year.............................................121

Posting of YR20 cash receipt activity....................................................................122Posting of YR10 cash disbursement activity.........................................................122

Credit memo in the prior year......................................................................................123Posting of liquidations in the prior fiscal year.................................................................... 123

Encumbrance that has rolled Committed.....................................................................123Encumbrance rolled Committed example 1.......................................................... 123Encumbrance rolled Committed example 2.......................................................... 124Encumbrance rolled Committed example 3.......................................................... 124

Encumbrance that has rolled Uncommitted.................................................................125Encumbrance rolled Uncommitted example 1.......................................................125Encumbrance rolled Uncommitted example 2.......................................................126Encumbrance rolled Uncommitted example 3.......................................................126

Create an original 1099......................................................................................................127Create a correction 1099....................................................................................................127Querying accounting data...................................................................................................128

Organization Budget Status (FGIBDST) page.............................................................128Executive Summary (FGIBDSR) page.........................................................................129Account Type query on FGIBDST and FGIBDSR....................................................... 129

Modify formatting preferences on query pages........................................................................ 130Research Accounting................................................................................................................ 131

Proposal setup....................................................................................................................131Grant setup......................................................................................................................... 133Grant billing setup...............................................................................................................136Trail-in and trail-out periods................................................................................................138Cost share calculations...................................................................................................... 139Indirect cost (F & A) calculations....................................................................................... 139T Accounts..........................................................................................................................143

T accounts example.....................................................................................................143Online vs. Deferred Grant Accounting Process................................................................. 144

Online method.............................................................................................................. 144Deferred method.......................................................................................................... 144

Grant budgets..................................................................................................................... 145Indirect cost encumbering.................................................................................................. 145

Indirect cost Encumbrance Type I............................................................................... 147Encumbrance posting example: No budget roll...........................................................147Encumbrance updates................................................................................................. 148

Indirect Cost Source Transaction Temporary Table (FGTIDCE)............................148Journal Voucher creation.......................................................................................148GRIO and GRIA rule classes................................................................................ 149Posting indirect cost encumbrances......................................................................149Incomplete indirect cost encumbering...................................................................150Process flow: Posting indirect cost encumbrances............................................... 150

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Inception-to-date Grant Ledger....................................................................................151Encumbrance posting example with budget roll.......................................................... 153Starting indirect cost encumbering.............................................................................. 153Indicating indirect cost encumbering for a grant (FRAGRNT)..................................... 154Enabling indirect cost encumbering for a fund (FRMFUND)....................................... 154Enabling indirect cost encumbering after grant activity exists..................................... 154

Feeding updates to posting...................................................................................155Selecting indirect cost FOAPALs to update.......................................................... 155Choosing periods to update.................................................................................. 156

Grant Ledger exclusion rule class GRIX..................................................................... 157GRIX zero amount.................................................................................................158GRIX non-zero amount..........................................................................................158Process flow: Posting indirect cost encumbrances including GRIX...................... 158

Stopping indirect cost encumbering.............................................................................160Proposal and grant events................................................................................................. 160

How to create proposal or grant events...................................................................... 160How to satisfy an event............................................................................................... 161How to query events....................................................................................................161How to enhance descriptions for proposals and grants...............................................161

Alternate description - status code (FRAGRNT, FRAPROP)................................ 161Alternate description - event code (FRAEVGA, FRAEVPA)..................................161Alternate descriptions display................................................................................161

How to add text to selected pages..............................................................................162Agency funding information for grants and proposals........................................................163

How to view pre-existing information...........................................................................163How to enter new information......................................................................................163

Setting up Banner Finance pages for effort certification.................................................... 163Grant Billing Detail Table (FRRBDET)............................................................................... 164Generating Bills...................................................................................................................165

Generating bills example..............................................................................................166Generic bills..................................................................................................................167Budget limit processing................................................................................................167

Budget limit examples........................................................................................... 167Fixed bill with a deferred account................................................................................168

Fixed bill with a deferred account example 1........................................................168Fixed bill with a deferred account example 2........................................................168

Print a 1034 continuation page....................................................................................168Research Accounting Billing Process (FRRBILL)........................................................169

Billing process examples....................................................................................... 171Reversing a bill...................................................................................................................173Bill events............................................................................................................................174

On-demand events.......................................................................................................174Set up an on-demand bill......................................................................................174Reverse an on-demand bill................................................................................... 175Re-bill an on-demand bill...................................................................................... 175

Scheduled events.........................................................................................................176Set up a scheduled bill event................................................................................176Reverse a scheduled bill event............................................................................. 177Re-bill a scheduled bill event................................................................................ 177

Prior period reversals......................................................................................................... 178Payments received from a sponsoring agency.................................................................. 180

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Enter payments for a PMS code................................................................................. 180Grant payment rule class (GRPM)........................................................................ 181Grant application of payment rule class (GRAP).................................................. 181

Enter payments for a grant..........................................................................................181Tips............................................................................................................................... 182

Reversal of applied payments............................................................................................183Grant application of payment rule class (GRAP) after unapplication of paymentsprocess......................................................................................................................... 183

Generating reports..............................................................................................................183Interfacing grant information from an external system to Banner..................................... 184

Collector table basics..................................................................................................184User ID field...........................................................................................................184Activity date field....................................................................................................184Clearing fields........................................................................................................ 184

Error reporting.............................................................................................................. 185Grant interface processes...........................................................................................185Grant Security Access................................................................................................. 185Mapping collector tables to grant tables.....................................................................186

Grant budget header mapping (to FRBBUDG and FRRBUDG)............................186Grant events code mapping (FRCEVNG to FRBEVNG).......................................191Grants billing information mapping (FRCGRNT to FRBGBIL)...............................193Grant header table mapping (FRCGRNT to FRBGRNT)...................................... 196Grant events code mapping (FRCEVNG to FRRBFIX).........................................202Grant budget lines mapping (to FRRBUDG).........................................................203Grant events code mapping (FRCEVNG to FRREVNG).......................................205Grant location information mapping (FRCGLOC to FRRGLOC)........................... 206Grant personnel information mapping (FRCGRPI to FRRGRPI).......................... 207Grant events code mapping (FRCEVNG to FRRPRXG).......................................208Grant user defined codes mapping (FRCGUSN to FRRGUSN)........................... 209Grant status history mapping (to FRVGRST)........................................................210

Finance Operations................................................................................................................... 210Currency conversion...........................................................................................................210

Define currency conversion values..............................................................................211Currency conversion by module.................................................................................. 211

Purchasing and procurement currency conversion............................................... 211Accounts Payable currency conversion................................................................ 211General Ledger currency conversion.................................................................... 212Accounts Receivable currency conversion............................................................212

Currency conversion for journal vouchers................................................................... 212Currency conversion checklist..................................................................................... 212

Identify Persons and Entities in Banner Finance............................................................... 213Add Persons or Entities to Banner Finance with the FOAIDEN page......................... 214Search the database for Entities with the FOICOMP page......................................... 214Search the database for Persons with the FOIIDEN page..........................................214

Add vendors to Banner Finance........................................................................................ 216Search the database for vendors................................................................................ 217Identify a vendor as a Corporation with the FTMVEND page..................................... 217Identify a vendor as an Individual with the FTMVEND page....................................... 217

Add Financial Managers to Banner Finance......................................................................218Search the database for Persons................................................................................ 219Using the Financial Manager Maintenance (FTMFMGR) page................................... 219

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Manager Information..............................................................................................220Address Information...............................................................................................220

Add Agencies to Banner Finance...................................................................................... 221Search the database for Agencies.............................................................................. 221Using the Agency Code Maintenance (FTMAGCY) page........................................... 222

Add Customers to Banner Finance....................................................................................223Add Employees to Banner Finance................................................................................... 223ID definition tables..............................................................................................................224ID and PIDM relationship................................................................................................... 225

Receiving/Matching................................................................................................................... 226Receiving feature................................................................................................................226Invoicing feature..................................................................................................................226Establishing users for the matching process..................................................................... 227

Completing the Invoice................................................................................................ 227Choosing to use optional features............................................................................... 228

Document Level Matching.................................................................................................. 228Receipt Required field..................................................................................................229

Requisitions............................................................................................................229Purchase Orders....................................................................................................229Invoices.................................................................................................................. 230

Setup of Document Level Matching.............................................................................230Banner invoicing with Document Level Matching........................................................ 232

FAAINVE example................................................................................................. 233Internal Vendor Order.............................................................................................................. 236

Security considerations..................................................................................................... 236Internal controls.................................................................................................................236Things to remember.......................................................................................................... 236Internal vendor setup..........................................................................................................237Internal Vendor Order Step-by-Step Process.....................................................................238

Approvals................................................................................................................................. 241Required pages and fields................................................................................................. 242

Approval Queue Maintenance (FTMAPPQ) page required fields................................ 242Approval Queue Routing Codes (FOMAQRC) page required fields............................243System Control Maintenance (FOASYSC) page required fields..................................243User Profile Maintenance (FOMPROF) page required fields...................................... 243

Approvals process flow.......................................................................................................243Canceling a document after final approval.........................................................................246Canceling a Requisition......................................................................................................246Approval Queue setup........................................................................................................247

Approval Queue Maintenance (FTMAPPQ) page........................................................247Notes............................................................................................................................ 247

Approval Queue maintenance example................................................................ 248Queue routing setup...........................................................................................................249Direct Cash Receipt approvals......................................................................................... 250

Document Level Accounting and Commodity Level Accounting.............................................. 250Document Level Accounting...............................................................................................250Commodity Level Accounting............................................................................................. 251

For all documents........................................................................................................ 251For specific documents................................................................................................ 252

Commodity Level vs. Document Level Accounting............................................................ 253Invoice Accounting Distribution Window (FAAINVE)................................................... 253

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Encumbrances and Invoices........................................................................................253Accounts Receivable and Invoices.............................................................................. 254Commodity/Accounting Window (FPAPURR, FPAREQN, FPACHAR)........................ 254Completing the document............................................................................................ 255

Automatic accounting redistribution....................................................................................255Automatic accounting reallocation......................................................................................255

Allocating Document Level Accounting records.......................................................... 256Allocating Commodity Level Accounting records.........................................................257

Request processing...................................................................................................................257Creating a Requisition........................................................................................................ 257Entering currency conversion information on a Requisition............................................... 257

Currency conversion and Document Level Accounting............................................... 258Automatic accounting redistribution: Accounting Level................................................258Wrap-Up routine........................................................................................................... 258Automatic reallocation.................................................................................................. 259

Document Level Accounting automatic reallocation..............................................259Commodity Level Accounting automatic reallocation............................................260

Purchase Order processing...................................................................................................... 260Creating a Purchase Order................................................................................................ 260

Date processing........................................................................................................... 261Viewing currency conversion amounts........................................................................ 261Viewing Commodity Tax Information............................................................................262

Creating a Change Order...................................................................................................262Change Order Main section.........................................................................................262Change Order Header Information section..................................................................263Change Order Header Supplemental Data window.....................................................263Vendor Information window..........................................................................................264Document Indicators section........................................................................................264Change Order Commodity Data section......................................................................264Change Order Accounting Data window......................................................................265Currency Conversion Information window................................................................... 266Commodity Tax Distribution Information window......................................................... 266Balancing/Completion Window.....................................................................................267

Querying a Change Order..................................................................................................267Processing a Blanket Order............................................................................................... 267

Blanket Order Remaining Balance.............................................................................. 268Termination Date.......................................................................................................... 268Blanket Order Remaining Balance field.......................................................................269Posting the Purchase Order........................................................................................ 269

Commodity Level Accounting with a Purchase Order........................................................270Assigning Requisitions to a Purchase Order..................................................................... 270Opening and closing items on a Purchase Order or Requisition....................................... 270

Procurement Card (PCard)......................................................................................................271Considerations before using PCard processing................................................................271PCard setup process flow.................................................................................................. 272Initializing PCard................................................................................................................273

Configure Banner......................................................................................................... 273Company Numbers and Campus Codes (FTMSDAT).......................................... 273Processing options............................................................................................... 275

Load PCard data..........................................................................................................276Run PCard process......................................................................................................277

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Data validation and Journal Voucher generation.................................................. 277Invoice generation..................................................................................................279Payment posting.................................................................................................... 281

PCard processing............................................................................................................... 282Purchase Card Transaction Maintenance (FAAINVT) page....................................... 282

Account/Business Managers................................................................................. 282Specially Designated Users...................................................................................282

Purchase Card Maintenance (FTMCARD) page........................................................ 282Payment Cutoff Schedule Maintenance (FTMPCSH) page........................................283Purchase Card Query (FAICARD) page.....................................................................283Merchant Category Code Validation (FTVMCAT) page..............................................283User Profile Maintenance (FOMPROF) page.............................................................283Entity Name/ID Search (FTIIDEN) page.....................................................................284

Bid processing...........................................................................................................................284Receiving processing................................................................................................................ 285

Create a receipt of goods.................................................................................................. 285Enter Packing Slip information........................................................................................... 285Enter Purchase Order information......................................................................................285

Enter Commodity information.......................................................................................286Accounts Payable......................................................................................................................288

Run Banner bank reconciliation......................................................................................... 288Prevent inclusion of journal voucher rule classes....................................................... 290Populate the Bank Tape Table.....................................................................................291

Create a Vendor................................................................................................................. 291Additional Information window..................................................................................... 291Vendor Types section...................................................................................................292Address section............................................................................................................292E-mail section...............................................................................................................293Taxes Collected section............................................................................................... 293

Establish Tax information....................................................................................................293Using the Tax Rate Code Maintenance (FTMTRAT) page.......................................... 294Compounding taxes..................................................................................................... 294Including Additional Charges....................................................................................... 294Including Discounts...................................................................................................... 294Establishing a Taxing Authority ID............................................................................... 294Identify to whom you pay taxes...................................................................................295Specify a Liability Accounting Distribution................................................................... 295

Specify a Default Rebate Accounting Distribution..............................................................295Establish multiple rebate percentages............................................................................... 296

Use the Rebate Maintenance (FTMREBT) page.........................................................296Specify Distribution Information................................................................................... 296

Distribution information example........................................................................... 297Create Tax Groups............................................................................................................. 298Associate Tax Groups.........................................................................................................298

Invoice processing.....................................................................................................................299Select the Invoice Type...................................................................................................... 299Choose Document or Commodity Level Accounting..........................................................299Use the Invoice/Credit Memo (FAAINVE) page................................................................. 300

Key Information for the Invoice....................................................................................300Invoice/Credit Memo Header section...........................................................................301Document Indicators Section: key information............................................................ 301

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Commodity Information section....................................................................................302Invoice Accounting Distribution window.......................................................................303

If the Document Level Accounting check box is selected..................................... 303If the Document Level Accounting box is cleared.................................................303

Balance the Invoice......................................................................................................304Enter Taxes.................................................................................................................. 305Balancing Completion window..................................................................................... 305Currency codes and conversion.................................................................................. 305

Invoices for Purchase Orders.............................................................................................306Bank Code edits................................................................................................................. 307One-Time Vendors..............................................................................................................307View Vendor Invoice Detail Information............................................................................. 308View Vendor Invoice Information........................................................................................308Recurring Payables.............................................................................................................309

Set up a Recurring Payable........................................................................................ 309Subsequent processing................................................................................................310Cancel a Recurring Payable........................................................................................ 310

Create a zero amount payable...........................................................................................310Invoicing and Zero Accounting Sequences........................................................................310

Stores Inventory........................................................................................................................ 311Issues.................................................................................................................................. 311Returns................................................................................................................................311Enter cost adjustments to physical inventory.....................................................................312Determine inventory adjustment status.............................................................................. 312

Adjustment requirements............................................................................................. 312Processing status changes during cost adjustment.....................................................313Processing status changes during physical inventory adjustment...............................314

Use Stores Issues and Returns......................................................................................... 314Enter ABC Classification tolerances...................................................................................315Use the valuation process..................................................................................................315Posting processes for Stores Inventory............................................................................. 316

Purchasing inventory from outside vendors.................................................................316Purchasing inventory from outside vendors example 1........................................ 316Purchasing inventory from outside vendors example 2........................................ 316

Purchase inventory within a department......................................................................316Purchasing inventory within a department example..............................................317

Issuing stock against a requisition...............................................................................317Issuing stock directly with no requisition..................................................................... 318Returning stock against an open requisition................................................................319Returning stock directly with no requisition................................................................. 320Transferring stock locations......................................................................................... 321Receiving inventory at the dock...................................................................................322Paying for inventory in Accounts Payable................................................................... 322Making adjustments to cost......................................................................................... 322

Cost adjustment example...................................................................................... 322Budget Development.................................................................................................................323

Maintaining a budget.......................................................................................................... 323Budget Maintenance (FBABDMN) page............................................................................ 323

Key and Header Information........................................................................................324Transaction Detail Information..................................................................................... 325Budget Maintenance window....................................................................................... 325

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Balancing/Completion window..................................................................................... 326Navigation.....................................................................................................................326FBABDMN additional information................................................................................ 326

Budget Development cycle.................................................................................................327Budget Development cycle example............................................................................329

Budget Development and Maintenance Time Line example..............................................329Establishing initial Budget Phases..................................................................................... 331Establishing subsequent fiscal year Budget Phases..........................................................331

Operating Ledger......................................................................................................... 331Budget Phase Data......................................................................................................331

Rolling Phase to Phase within Budget IDs........................................................................ 332Changing a line item within a Phase................................................................................. 332Mass changes to budgets.................................................................................................. 333

Mass Change Budgets example..................................................................................333Merge budgets....................................................................................................................334Roll Approved Budget Phase to OPAL.............................................................................. 335Delete a Phase by Account Type and Fund Type............................................................. 336

Fixed Assets..............................................................................................................................336Establish Commodity and Accounting Structure................................................................ 336

Create an Account Code connection...........................................................................337Account Code example......................................................................................... 338

Fund Code configuration..............................................................................................339Fund Code example.............................................................................................. 340

Commodity Code setup............................................................................................... 342Integrate Fixed Assets with procurement and accounts payable processes......................343

Origination Tag process............................................................................................... 344Part 1 – Origination Tag Creation Matrix...............................................................344Part 2 – Origination Tag Extraction Process......................................................... 345

Fixed Assets miscellaneous information......................................................................348Credit Memos.........................................................................................................348Cancellation of Checks and Invoices.................................................................... 348Direct capitalization................................................................................................348Multiple Tax Rebate Distribution and Automatic Capitalization............................. 348

Attachments and Components........................................................................................... 349Depreciation in the Fixed Assets module...........................................................................349

Creating the framework for depreciating fixed assets................................................ 350Transfers in the Fixed Assets module................................................................................352Adjustments in the Fixed Assets module...........................................................................352

Header Information.......................................................................................................353Using the Balancing/Completion window.....................................................................354Functions available with FFAADJF.............................................................................354

Sale of Asset......................................................................................................... 354Write Off.................................................................................................................355Write Up/Down Adjustments..................................................................................356Permanent Tag Capitalization................................................................................357Origination Tag Capitalization................................................................................357Depreciation Adjustment........................................................................................358Record Past Depreciation......................................................................................359GL Change - Asset Account................................................................................. 360GL Change - Equity Account................................................................................ 361GL Change - Fund Code.......................................................................................362

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GL Change - Fund and Equity.............................................................................. 363GL Change – Cap Amount/Account......................................................................364

Query adjustment documents.............................................................................................365Capitalize Fixed Asset expense activity not from accounts payable processes.................365

Requirements to generate Origination Tags................................................................ 365Requirements to automatically capitalize other expense activity.................................365Capitalization process flow...........................................................................................366

Fixed Asset DTAG Processing (FFADTGP) page..............................................................368Post a Debit to Fixed Assets - available options.........................................................368Post a Credit to Fixed Assets - available options........................................................369

Cost Accounting........................................................................................................................ 370Cost Accounting Billing Process.........................................................................................370

Before running the Billing Process.............................................................................. 370Run the Billing Process................................................................................................371

Set up Rates for Cost Accounting......................................................................................372FTMRTYP — Rate Type Code Maintenance page..................................................... 373FTMRRUL — Rate Type Rule Maintenance page...................................................... 374FTMINRT — Internal Rate Code Maintenance page.................................................. 374FTMINVT — Inventory Code Maintenance page........................................................ 374FTMEQPT — Equipment Tag Maintenance page....................................................... 374FCAEMPL — Employee Maintenance page................................................................374FTMIRTO — Rate Code by Organization Maintenance page..................................... 375FCAINRT — Internal Rate Maintenance page............................................................ 375FTMCTYP — Cost Type Code Maintenance page......................................................375FTMCSTO — Cost Type by Organization Maintenance page.....................................375FTMRTCT — Rate Code by Cost Type/Organization Maintenance page................... 375FTMCLAS — Classification Code Maintenance page................................................. 376FTMRTCL — Rate Code/Classification by Org Maintenance page.............................376FTMARAT — Rate Account Maintenance page.......................................................... 376

Define Project/Work Orders and enter costs..................................................................... 376Establish a Project Work Order................................................................................... 377

Create a Project Work Order.................................................................................378Create and maintain Customer Accounting Distribution for a Project................... 378

Define additional External Rates for a Project/Work Order......................................... 379Enter Project charges.................................................................................................. 380

Using the Cost Accounting Maintenance (FCAACCT) page................................. 380Using Journal Vouchers or Invoices......................................................................381

Establish Rate Codes for an Organization.........................................................................382Establish Rate Types and Rate Rules.........................................................................382Establish Internal Rate Codes..................................................................................... 383Assign Internal Rate Codes to an Organization.......................................................... 383Establish Internal Rate values..................................................................................... 384

Establish Cost Types for an Organization..........................................................................384Define a Cost Type...................................................................................................... 385Define a Cost Type for an Organization...................................................................... 385Assign Internal Rate Codes to a Cost Type................................................................ 385

Enter Charges from Invoices with Internal Rate Codes.....................................................385Creating Direct and Indirect Labor Rate Codes.................................................................386Automatic Rate Calculations for Inventory process........................................................... 386Automatic Rate Calculations for Equipment process......................................................... 387Automatic Rate Calculations for Material Management process........................................388

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Archive/Purge............................................................................................................................ 389Restore capability............................................................................................................... 390Purge capability.................................................................................................................. 390

Automated Clearing House.......................................................................................................391Standards............................................................................................................................ 391

National Automated Clearing House Association standards....................................... 391Canadian Payment Association standards.................................................................. 392

Process payments by Check Only..................................................................................... 392Process payments by Direct Deposit Only.........................................................................393Process payments by Check and Direct Deposit...............................................................394

Banner Interfaces.................................................................................................................... 396Banner Human Resources/Finance Interface flow summary................................................... 396HR/Finance Set up Rules (NTRFINI) page.............................................................................. 398

Distribution Information section.......................................................................................... 399Fringe Chargeback rules section........................................................................................400

Establishing and Feeding Original Budgets..............................................................................401Rule pages........................................................................................................................ 401

Banner Finance rule pages..........................................................................................401Banner Human Resources rule pages........................................................................ 402Banner Position Control rule pages.............................................................................404

Application pages................................................................................................................404Banner Position Control application pages..................................................................404

Batch processes................................................................................................................. 405Configure process flow....................................................................................................... 407Budget Maintenance Checklist: Establishing and Feeding Original Budgets..................... 408

Budget Modeling...................................................................................................................... 411Budget Modeling rule pages.............................................................................................. 412

Banner Finance Budget Modeling rule pages............................................................. 412Banner Position Control Budget Modeling rule pages.................................................413

Budget Modeling application pages................................................................................... 415Banner Position Control Budget Modeling application pages......................................415General Person............................................................................................................ 417Banner Human Resources Budget Modeling application pages..................................417

Budget Modeling batch processes..................................................................................... 417Banner Finance Budget Modeling batch processes.................................................... 417Banner Position Control Budget Modeling batch processes........................................418

Budget Modeling reports.................................................................................................... 420Budget Modeling process flow........................................................................................... 420Budget Maintenance Checklist: Budget Modeling..............................................................421

Processing Wage/Salary Adjustments...................................................................................... 424Wage/Salary Adjustments rule pages................................................................................ 425

Banner Position Control Wage/Salary Adjustments rule pages...................................425Wage/Salary Adjustments application pages..................................................................... 425

Banner Position Control Wage/Salary Adjustments application pages........................425Wage/Salary Adjustments batch processes....................................................................... 426

Banner Position Control Wage/Salary Adjustments batch processes..........................426Wage/Salary Adjustment process flow............................................................................... 428Budget Maintenance Checklist: Processing Wage/Salary Adjustments............................. 430

Approving Working Budgets......................................................................................................432

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Contents

Approving Working Budgets application pages..................................................................433Banner Finance Approving Working Budgets application pages................................. 433

Approving Working Budgets batch processes....................................................................433Banner Position Control Approving Working Budgets batch processes...................... 434Banner Finance Control Approving Working Budgets batch processes...................... 436

Approving Working Budgets process flow..........................................................................437Budget Maintenance Checklist: Approving a Working Budget...........................................438

Feeding Payroll transactions.....................................................................................................441Feeding Payroll Transactions rule pages...........................................................................444

Banner Finance Feeding Payroll Transactions rule pages.......................................... 444Banner Human Resources Feeding Payroll Transactions rule pages......................... 445Banner Position Control Feeding Payroll Transactions rule pages..............................445

Feeding Payroll Transactions application pages................................................................446Feeding Payroll Transactions batch processes..................................................................446

Banner Human Resources Feeding Payroll Transactions batch processes................ 446Banner Position Control Feeding Payroll Transactions batch processes.................... 447Banner Finance Control Feeding Payroll Transactions batch processes.................... 447

Feeding Payroll transactions process flow.........................................................................447Payroll feed checklist..........................................................................................................448

Processing COBRA transactions.............................................................................................. 450Processing COBRA transactions rule pages..................................................................... 450

Banner Finance processing COBRA transactions rule pages..................................... 451Banner Position Control processing COBRA transactions rule pages.........................452

Processing COBRA transactions batch processes............................................................ 452Banner Position Control processing COBRA transactions batch processes............... 453Banner Finance Control Processing COBRA transactions batch processes............... 453

Processing COBRA transactions process flow.................................................................. 454COBRA feed checklist........................................................................................................ 454

Installments/Feed to Banner Finance....................................................................................... 459

Reports and Processes........................................................................................................ 460Job Submission......................................................................................................................... 461Special Print samples............................................................................................................... 461Naming conventions..................................................................................................................461Accounts Payable module........................................................................................................ 464

1099-MISC Forms Report (FAB1099)................................................................................ 4651099-MISC Forms Report (FAB1099) Report Sample................................................ 467

1099-K Forms Report (FAB199K)...................................................................................... 4671099-K Forms Report (FAB199K) Report Sample.......................................................468

Batch Check Accounting Process (FABCHKA)..................................................................469FABCHKA Currency Conversion..................................................................................470

Disbursement Check Report (FABCHKD)..........................................................................471Disbursement Check Report (FABCHKD) Report Sample (Page 1 of 3).....................471Disbursement Check Report (FABCHKD) Report Sample (Page 2 of 3).....................472Disbursement Check Report (FABCHKD) Report Sample (Page 3 of 3).....................472

Check Print Process (FABCHKP).......................................................................................473Zero Amount Checks................................................................................................... 473Check Print Process Currency Conversion................................................................. 473

Batch Disbursement Register Process (FABCHKR).......................................................... 474When Processing Payments by Check Only or by Zero Amount Check..................... 474

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Contents

When Processing Payments by Direct Deposit or by Check and Direct Deposit......... 474Batch Disbursement Register Process (FABCHKR) Report Sample...........................474

Batch Check Process (FABCHKS).....................................................................................475Batch Check Process Zero Amount Checks............................................................... 476Batch Check Process Currency Conversion................................................................476

Receiving Matching Process (FABMATC)..........................................................................477Receiving Matching Process (FABMATC) Report Sample (Page 1 of 4).....................479Receiving Matching Process (FABMATC) Report Sample (Page 2 of 4).....................480Receiving Matching Process (FABMATC) Report Sample (Page 3 of 4).....................480Receiving Matching Process (FABMATC) Report Sample (Page 4 of 4).....................481

1099 File Build Process (FAM1099).................................................................................. 4821099 File Build Process (FAM1099) Report Sample - 1099-MISC..............................4841099 File Build Process (FAM1099) Report Sample - 1099-K.................................... 485

Purchase Card Transactions Process (FAPCARD)............................................................486Purchase Card Transactions Process (FAPCARD) Report Sample (Page 1 of 2).......488Purchase Card Transactions Process (FAPCARD) Report Sample (Page 2 of 2).......489

Canadian Direct Deposit Tape Process (FAPCDIR).......................................................... 489Direct Deposit File Creation Process (FAPDIRD).............................................................. 490Invoice Feed Process (FAPINVT)...................................................................................... 493

Invoice Feed Process (FAPINVT) Report Sample.......................................................495Direct Deposit Transmittal Register Process (FAPTREG)................................................. 495Bank Reconciliation - Activity Aging Report (FARAAGE)...................................................496

Bank Reconciliation - Activity Aging Report (FARAAGE) Report Sample....................496Bank Reconciliation Balance Report (FARBBAL).............................................................. 497

Bank Reconciliation Balance Report (FARBBAL) Report Sample............................... 498Bank Reconciliation Report (FARBREC)............................................................................498Check Register Report (FARCHKR).................................................................................. 499

Check Register Report (FARCHKR) Report Sample (Page 1 of 2)............................. 500Check Register Report (FARCHKR) Report Sample (Page 2 of 2)............................. 501

Cash Requirements Report (FARCSHR)........................................................................... 501Cash Requirements Report (FARCSHR) Report Sample (Page 1 of 2)...................... 502Cash Requirements Report (FARCSHR) Report Sample (Page 2 of 2)...................... 502

Batch Direct Deposit Advice Print Process (FARDIRD).....................................................503Invoice Aging Report (FARIAGE)....................................................................................... 503

Invoice Aging Report (FARIAGE) Report Sample....................................................... 503Invoice Activity Report (FARINVA)..................................................................................... 504

Invoice Activity Report (FARINVA) Report Sample......................................................505Invoice Selection Report (FARINVS)..................................................................................506

Invoice Selection Report (FARINVS) Report Sample.................................................. 507Invoices Awaiting Receiver Report (FARIREC)..................................................................508

Invoices Awaiting Receiver Report (FARIREC) Report Sample.................................. 509Open Invoice Report (FAROINV)....................................................................................... 509

Open Invoice Report (FAROINV) Report Sample (Page 1 of 2)..................................512Open Invoice Report (FAROINV) Report Sample (Page 2 of 2)..................................512

Vendor Alphabetical Listing Report (FARVALP).................................................................513Vendor Alphabetical Listing Report (FARVALP) Report Sample................................. 514

Vendor History Report (FARVHST).................................................................................... 515Vendor History Report (FARVHST) Report Sample.................................................... 516

Vendor Numerical Listing Report (FARVNUM)...................................................................517Vendor Numerical Listing Report (FARVNUM) Report Sample................................... 518

1099 Reporting/Withholding Status Report (FARWHLD)................................................... 519

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