Banner Finance User Guide 9.3 - banner.jcu.edu · Contents Contents System Overview.....30

Banner FinanceUser Guide

Release 9.3.5October 2017

Notices

Notices© 1991- 2017 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.

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©2017 Ellucian. Confidential & Proprietary 2

Contents

Contents

System Overview....................................................................................................................... 30Banner Finance System Flow Diagram...................................................................................... 30Major Features of Banner Finance.............................................................................................31Module Descriptions....................................................................................................................32

General Ledger Description..................................................................................................32Finance Operations...............................................................................................................32Stores Inventory....................................................................................................................32Purchasing and Procurement............................................................................................... 32Accounts Payable................................................................................................................. 33Budget and Position Control................................................................................................ 33Fixed Assets......................................................................................................................... 33Cost Accounting....................................................................................................................34Endowment Management.....................................................................................................34Accounts Receivable............................................................................................................ 34Research Accounting............................................................................................................35

Procedures.................................................................................................................................. 35Pages...........................................................................................................................................35Process flows.............................................................................................................................. 35

General Ledger Process Flow..............................................................................................35Stores Inventory Process Flow.............................................................................................36Purchasing and Procurement Process Flow........................................................................ 37Accounts Payable Process Flow..........................................................................................38Budget and Position Control Process Flow..........................................................................39Fixed Assets Process Flow.................................................................................................. 40Cost Accounting Process Flow.............................................................................................41Endowment Management Process Flow..............................................................................42Accounts Receivable Process Flow..................................................................................... 43Research Accounting Process Flow.....................................................................................44

Banner Finance System Processing.................................................................................46Banner Finance System Security............................................................................................... 46

Banner Security.................................................................................................................... 46User IDs and Processing Security.................................................................................46Copy to User Feature.................................................................................................... 47Delete Processes........................................................................................................... 48

Banner Finance System Security Pages..............................................................................48Fund/Organization Security............................................................................................49Rule Group Security.......................................................................................................50New Rule Group Feature...............................................................................................50User ID / Rule Group Security.......................................................................................51New User ID Feature.....................................................................................................51Form and Process Level Security..................................................................................52Page and Process Copy Feature.................................................................................. 52Fund and Fund Type Level Security..............................................................................52


Contents

Copy From Existing User Feature................................................................................. 53Remove Record Functionality........................................................................................53Organization Level Security........................................................................................... 54New User Feature..........................................................................................................54

General Ledger........................................................................................................................... 55Elements of the FOAPAL String...........................................................................................55Recommended Order for Chart of Accounts Setup............................................................. 56Creating a Chart of Accounts Record.................................................................................. 57

FTMCOAS Main Window...............................................................................................57Parameters Window....................................................................................................... 57

Alternatives for Cash Accounts and Bank Funds................................................................ 59Determining the Cash Accounting Relationships...........................................................59Establishing the Cash Accounting Relationships...........................................................59External Cash — Receipts and Disbursements............................................................ 60Internal Cash — Interfund Transfers............................................................................. 60

Cash Accounts In Foreign Currency.................................................................................... 60Budget Entries Only to Pool Accounts.................................................................................60Multiple Fund Balance Processing.......................................................................................61

Multiple Fund Balancing with FOASYSC.......................................................................61Multiple Fund Balancing with FTMCOAS...................................................................... 62Multiple Fund Balancing with FTMFUND.......................................................................62Multiple Fund Balancing with FTMFBAL........................................................................62Review of Fields.............................................................................................................63Review of Forms and Reports.......................................................................................63Troubleshooting Notes................................................................................................... 63

General Ledger Consolidated Postings................................................................................63General Ledger Consolidated Postings Example.......................................................... 63

General Ledger Summary Postings..................................................................................... 65Using the Transaction Interface Process (FGRTRNI).......................................................... 66

Deferred Edit Processing............................................................................................... 66Automatic Journal Vouchers.......................................................................................... 67Interface Systems...........................................................................................................67Budget Development Roll Process................................................................................ 68End-of-Year Process...................................................................................................... 68

Available Balance Process................................................................................................... 69Forms and C Processes That Perform Available Balance Checking.............................70Available Balance Controls............................................................................................ 71FOAP Key Control......................................................................................................... 71Control Period................................................................................................................ 72

Control Period Example...........................................................................................72Control Severity..............................................................................................................72Hierarchical Budgetary Control...................................................................................... 73

Budget Control at Same Higher Level Fund........................................................... 73Budget Control at Same Higher Level Organization............................................... 73Combined Budget Control....................................................................................... 73

Pooled Budgeting........................................................................................................... 74Grant Budgeting............................................................................................................. 74

Effective Date Processing.................................................................................................... 74Pro-Rata Cost Allocation...................................................................................................... 75

Defining Allocation Information...................................................................................... 75FTMFUND Allocation............................................................................................... 75


Contents

FTMALCH Allocation............................................................................................... 76Limiting Rule Groups in the Pro-Rata Allocation Process............................................. 78Running the Pro-Rata Allocation Process (FGRPRAP).................................................78Running the Pro Rata Allocation Report (FGRPRAR)...................................................80

Governmental Accounting Standards Board (GASB) Reports Processing.................................81GASB 35 Reports.................................................................................................................81

Public Colleges and Universities Business-type Activities Only.................................... 81GASB 34 Reports.................................................................................................................81

Government Wide Statements.......................................................................................81Governmental Funds Statements.................................................................................. 82

GASB Extract Process (FGPGEXT).....................................................................................82GASB Reclassification Entry Page (FGARCLE).................................................................. 83Transaction Reclassification Query Page (FGIRCLE)..........................................................83GASB Parameter Page (FGAGASB)................................................................................... 84

Specifying a Location for the Extract File......................................................................84Extracting Report Data to File....................................................................................... 84

Changing Attribute Types and Values.................................................................................. 86Associating FOAPAL Elements to Attributes........................................................................86

Associations for Fund, Account, and Program Codes...................................................86Retrieval of Attributes for GASB Reporting................................................................... 87

Setting up Program / Account Codes...................................................................................87Program Codes.............................................................................................................. 87Account Codes............................................................................................................... 87

Setting up GASB 35 Public Institution Business-type Activity Statements...........................88Setting up GASB 34 Governmental Funds Statements....................................................... 89Setting up GASB 34 Government Wide Statements............................................................91Producing GASB Reports.....................................................................................................93

General Accounting Transactions............................................................................................... 94Creating a Journal Voucher Entry Transaction.................................................................... 94

Using FGAJVCD............................................................................................................ 94Key Information for FGAJVCE................................................................................ 94Copy Journal............................................................................................................94Journal Voucher Document Header........................................................................ 95Transaction Detail Window...................................................................................... 95Journal Voucher Entry Posting................................................................................ 96Workflow Complete..................................................................................................96

Automatic Journal Voucher Process.................................................................................... 97Rule Code Balancing Methods.............................................................................................99Processing a Cash Receipt From a Vendor.......................................................................100

Using the Direct Cash Receipt Form...........................................................................100Posting Direct Cash Receipts...................................................................................... 102

Posting Direct Cash Receipts Examples...............................................................102Defaulting Feature in General Accounting Transaction Forms.......................................... 103

Using the Defaulting Feature....................................................................................... 104Redefaulting FOAPAL Elements.........................................................................................104

Where to Define Defaults.............................................................................................105How Redefaulting Works............................................................................................ 105Account Indexes...........................................................................................................105How Banner Finance Handles Defaults.......................................................................106Pages Affected by the Redefaulting Feature...............................................................106

Making Adjustments to an Existing Encumbrance.............................................................107


Contents

Transaction Detail Data................................................................................................107Completing the Encumbrance......................................................................................108

Net Total Fields on General Accounting Query Pages...................................................... 108Calculating Totals......................................................................................................... 109

Calculating Totals Example 1:............................................................................... 109Calculating Totals Example 2................................................................................ 109

Year-End Processes........................................................................................................... 110Scheduling Year-End Maintenance..............................................................................110Rolling the General Ledger Balances and Opening the Accrual Period...................... 111Executing the General Ledger Balance Forward Process...........................................111

Rolling an Encumbrance.................................................................................................... 112Rolling Prior Year Encumbrances................................................................................ 114Budget Carry Forward..................................................................................................114Closing Operating Control Accounts............................................................................115Year-end Processing Checklist.................................................................................... 116

Concurrent Year Processing...............................................................................................117OPAL Transactions in the Prior Year...........................................................................117General Ledger Transactions in the Prior Year........................................................... 118Cash Activity in the Prior Year.....................................................................................118

Prior Fiscal Year General Ledger Posts................................................................118Prior Fiscal Year Operating Ledger Posts.............................................................118Current Fiscal Year General Ledger Posts........................................................... 119Current Fiscal Year Operating Ledger Posts........................................................ 119

Cash Disbursement Activity in the Prior Year..............................................................119Prior Fiscal Year General Ledger..........................................................................119Prior Fiscal Year Operating Ledger.......................................................................119Current Fiscal Year General Ledger......................................................................119Current Fiscal Year Operating Ledger...................................................................120

Credit Memo in the Prior Year.....................................................................................120Posting of Liquidations in the Prior Fiscal Year................................................................. 120

Encumbrance That Has Rolled Committed................................................................. 120Encumbrance Rolled Committed Example 1:........................................................120Encumbrance Rolled Committed Example 2:........................................................121Encumbrance Rolled Committed Example 3:........................................................121

Encumbrance That Has Rolled Uncommitted..............................................................122Encumbrance Rolled Uncommitted Example 1:....................................................122Encumbrance Rolled Uncommitted Example 2:....................................................122Encumbrance Rolled Uncommitted Example 3:....................................................123

Creating an Original 1099.................................................................................................. 123Creating a Correction 1099................................................................................................ 124Querying Accounting Data..................................................................................................125

Organization Budget Status Page (FGIBDST)............................................................ 125Executive Summary Page (FGIBDSR)........................................................................ 125Account Type Query on FGIBDST and FGIBDSR...................................................... 126

Performing a Query for Specific Date................................................................................ 126Query for Specific Data Example.xml..........................................................................127

Formatting Preferences on Query Forms................................................................................. 127Research Accounting Setup..................................................................................................... 128

Proposal Setup................................................................................................................... 128Grant Setup.........................................................................................................................130Grant Billing Setup..............................................................................................................133


Contents

Trail-in and Trail-out Periods.............................................................................................. 135Cost Share Calculations..................................................................................................... 136Indirect Cost (F & A) Calculations......................................................................................136T Accounts..........................................................................................................................140

T Accounts Example:................................................................................................... 140Online vs. Deferred Grant Accounting Process................................................................. 141

Online Method.............................................................................................................. 141Deferred Method.......................................................................................................... 141

Grant Budgets.....................................................................................................................142Indirect Cost Encumbering................................................................................................. 142

Indirect Cost Encumbrance Type I.............................................................................. 144Encumbrance Posting Example: No Budget Roll........................................................ 144Encumbrance Updates.................................................................................................145

Indirect Cost Source Transaction Temporary Table (FGTIDCE)............................145Journal Voucher Creation...................................................................................... 145GRIO and GRIA Rule Classes..............................................................................146Posting Indirect Cost Encumbrances.................................................................... 146Incomplete Indirect Cost Encumbering................................................................. 147Process Flow: Posting Indirect Cost Encumbrances.............................................147

Inception-to-date Grant Ledger....................................................................................148Encumbrance Posting Example: With Budget Roll......................................................150Starting Indirect Cost Encumbering............................................................................. 150Indicating Indirect Cost Encumbering for a Grant (FRAGRNT)................................... 151Enabling Indirect Cost Encumbering for a Fund (FRMFUND).....................................151Enabling Indirect Cost Encumbering after Grant Activity Exists.................................. 151

Feeding Updates to Posting..................................................................................152Selecting Indirect Cost FOAPALs to Update.........................................................152Choosing Periods to Update................................................................................. 153

Grant Ledger Exclusion Rule Class GRIX...................................................................153GRIX Zero Amount................................................................................................ 154GRIX Non-zero Amount.........................................................................................155Process Flow: Posting Indirect Cost Encumbrances including GRIX....................155

Stopping Indirect Cost Encumbering........................................................................... 157Proposal and Grant Events................................................................................................ 157

How to Create Proposal or Grant Events....................................................................157How to Satisfy an Event.............................................................................................. 158How to Query Events...................................................................................................158How to Enhance Descriptions for Proposals and Grants............................................ 158

Alternate Description - Status Code (FRAGRNT, FRAPROP).............................. 158Alternate Description - Event Code (FRAEVGA, FRAEVPA)................................ 158Alternate Descriptions Display...............................................................................158

How to Add Text to Selected Pages............................................................................159Agency Funding Information for Grants and Proposals..................................................... 160

How to View Pre-existing Information..........................................................................160How to Enter New Information.....................................................................................160

Setting up Banner Finance Forms for Effort Certification.................................................. 160Grant Billing Detail Table (FRRBDET)............................................................................... 161

Key:...............................................................................................................................161Generating Bills...................................................................................................................162

Generating Bills Example:............................................................................................163Generic Bills................................................................................................................. 164


Contents

Budget Limit Processing.............................................................................................. 164Budget Limit Processing Examples:......................................................................164

Fixed Bill With a Deferred Account..............................................................................165Fixed Bill With a Deferred Account Example 1:.................................................... 165Fixed Bill With a Deferred Account Example 2:.................................................... 165

How to Print a 1034 Continuation Form...................................................................... 165Research Accounting Billing Process (FRRBILL)........................................................166

Research Accounting Billing Process Examples:..................................................168Reversing a Bill...................................................................................................................170Bill Events........................................................................................................................... 171

On-demand Events...................................................................................................... 171How to Set up an On-demand Bill........................................................................ 171How to Reverse an On-demand Bill......................................................................172How to Re-bill an On-demand Bill.........................................................................172

Scheduled Events........................................................................................................ 173How to Set up a Scheduled Bill Event..................................................................173How to Reverse a Scheduled Bill Event............................................................... 173How to Re-bill a Scheduled Bill Event.................................................................. 174

Prior Period Reversals........................................................................................................175Payments Received From a Sponsoring Agency...............................................................177

Entering Payments for a PMS Code........................................................................... 177Grant Payment Rule Class (GRPM)..................................................................... 178Grant Application of Payment Rule Class (GRAP)............................................... 178

Entering Payments for a Grant....................................................................................178Tips............................................................................................................................... 179

Reversal of Applied Payments........................................................................................... 180Grant Application of Payment Rule Class (GRAP) after Unapplication of PaymentsProcess.........................................................................................................................180

Generating Reports.............................................................................................................180Interfacing Grant Information From an External System to Banner.................................. 181

Collector Table Basics................................................................................................ 181User ID Field..........................................................................................................181Activity Date Field..................................................................................................181Clearing Fields.......................................................................................................181

Error Reporting.............................................................................................................182Grant Interface Processes.......................................................................................... 182Grant Security Access................................................................................................. 182Mapping Collector Tables to Grant Tables................................................................. 183

Grant Budget Header Mapping (to FRBBUDG and FRRBUDG)...........................183Grant Events Code Mapping (FRCEVNG to FRBEVNG)......................................189Grants Billing Information Mapping (FRCGRNT to FRBGBIL)..............................190Grant Header Table Mapping (FRCGRNT to FRBGRNT).....................................194Grant Events Code Mapping (FRCEVNG to FRRBFIX)........................................199Grant Budget Lines Mapping (to FRRBUDG)....................................................... 200Grant Events Code Mapping (FRCEVNG to FRREVNG)..................................... 203Grant Location Information Mapping (FRCGLOC to FRRGLOC)..........................204Grant Personnel Information Mapping (FRCGRPI to FRRGRPI)..........................204Grant Events Code Mapping (FRCEVNG to FRRPRXG)..................................... 206Grant User Defined Codes Mapping (FRCGUSN to FRRGUSN)......................... 207Grant Status History Mapping (to FRVGRST)...................................................... 207

Banner Finance Operations...................................................................................................... 208


Contents

Currency Conversion.......................................................................................................... 208Defining Currency Conversion Values......................................................................... 208Currency Conversion by Module................................................................................. 209

Purchasing and Procurement Currency Conversion............................................. 209Accounts Payable Currency Conversion...............................................................209General Ledger Currency Conversion...................................................................210Accounts Receivable Currency Conversion.......................................................... 210

Currency Conversion for Journal Vouchers................................................................. 210Currency Conversion Checklist....................................................................................210

Identifying Persons and Entities in Banner Finance.......................................................... 211Adding Persons or Entities to Banner Finance With the Identification Page(FOAIDEN)................................................................................................................... 211Searching the Database for Entities With the Non-Person Name/ID Search Page(FOICOMP)...................................................................................................................212Searching the Database for Persons with the Person Name/ID Search Page(FOIIDEN).....................................................................................................................212

Adding Vendors to Banner Finance................................................................................... 214Searching the Database for Vendors...........................................................................214Using the Vendor Maintenance Page (FTMVEND)..................................................... 215

Identifying a Vendor as a Corporation...................................................................215Identifying a Vendor as an Individual.................................................................... 215

Adding Financial Managers to Banner Finance................................................................. 216Searching the Database for Persons...........................................................................217Using the Financial Manager Maintenance Page (FTMFMGR)...................................217

Manager Information..............................................................................................217Address Information...............................................................................................218

Adding Agencies to Banner Finance..................................................................................219Searching the Database for Agencies......................................................................... 219Using the Agency Code Maintenance Page (FTMAGCY)........................................... 220

Adding Customers to Banner Finance............................................................................... 221Adding Employees to Banner Finance...............................................................................221ID Definition Tables.............................................................................................................222ID and PIDM Relationship..................................................................................................223

Receiving/Matching Processing................................................................................................ 224Receiving/Matching.............................................................................................................224

Receiving Feature........................................................................................................ 224Receiving Overage Tolerance Field...................................................................... 224Receiving Override Field....................................................................................... 224

Invoicing Feature..........................................................................................................224Establishing Users for the Process..............................................................................225

Completing the Invoice.......................................................................................... 225Choosing to Use Optional Features...................................................................... 226

Document Level Matching.................................................................................................. 227Receipt Required Field................................................................................................ 227

Requisitions............................................................................................................227Purchase Orders....................................................................................................228Invoices.................................................................................................................. 228

Setup of Document Level Matching.............................................................................228Banner Invoicing with Document Level Matching........................................................230

FAAINVE example................................................................................................. 231Internal Vendor Order Processing........................................................................................... 234


Contents

Security Considerations.....................................................................................................234Internal Controls................................................................................................................ 234Things to Remember.........................................................................................................234Internal Vendor Setup.........................................................................................................235Internal Vendor Order Processing Setup Internal Vendor Order Processing Step-by-Step Process.......................................................................................................................236

Approvals Processing.............................................................................................................. 239Required Pages and Fields................................................................................................240

Approval Queue Maintenance Page (FTMAPPQ) Required Fields............................. 240Approval Queue Routing Codes Page (FOMAQRC) Required Fields ApprovalQueue Routing Codes Page (FOMAQRC).................................................................. 241System Control Maintenance Page (FOASYSC) Required Fields System ControlMaintenance Page (FOASYSC)...................................................................................241User Profile Maintenance Page (FOMPROF) Required Fields User ProfileMaintenance Page (FOMPROF)..................................................................................241

Approvals Process Flow..................................................................................................... 241Cancelling a Document After Final Approval..................................................................... 244Cancelling a Requisition..................................................................................................... 244Approval Queue Setup....................................................................................................... 245

Approval Queue Maintenance Page (FTMAPPQ) Setup Approval QueueMaintenance Page (FTMAPPQ).................................................................................. 245Notes............................................................................................................................ 245

Approval Queue Maintenance Example:...............................................................246Queue Routing Setup......................................................................................................... 247Direct Cash Receipt Approvals......................................................................................... 248

Document Level Accounting and Commodity Level Accounting.............................................. 248Document Level Accounting...............................................................................................248Commodity Level Accounting............................................................................................. 249

For All Documents....................................................................................................... 249For Specific Documents...............................................................................................250

Commodity Level vs. Document Level Accounting............................................................ 251Invoice Accounting Distribution Window (FAAINVE)................................................... 251Encumbrances and Invoices........................................................................................251Accounts Receivable and Invoices.............................................................................. 252Commodity/Accounting Window (FPAPURR, FPAREQN, FPACHAR)........................ 252Completing the Document............................................................................................253

Automatic Accounting Redistribution..................................................................................253Automatic Accounting Reallocation.................................................................................... 253

Allocating Document Level Accounting Records......................................................... 254Allocating Commodity Level Accounting Records....................................................... 255

Request Processing.................................................................................................................. 255Creating a Requisition........................................................................................................ 255Entering Currency Conversion Information on a Requisition............................................. 255

Currency Conversion and Document Level Accounting.............................................. 256Automatic Accounting Redistribution: Accounting Level..............................................256Wrap-Up Routine..........................................................................................................256Automatic Reallocation.................................................................................................257

Document Level Accounting Automatic Reallocation............................................257Commodity Level Accounting Automatic Reallocation.......................................... 258

Purchase Order Processing......................................................................................................258Creating a Purchase Order................................................................................................ 258


Contents

Date Processing........................................................................................................... 259Viewing Currency Conversion Amounts...................................................................... 259Commodity Tax Information......................................................................................... 260

Creating a Change Order...................................................................................................260Change Order Main section.........................................................................................260Change Order Header Information section..................................................................261Change Order Header Supplemental Data Window....................................................261Vendor Information Window.........................................................................................262Document Indicators Section....................................................................................... 262Change Order Commodity Data section......................................................................262Change Order Accounting Data Window.....................................................................263Currency Conversion Window: Converted Amounts....................................................264Commodity Tax Information Default Tax Group Code................................................. 264Balancing/Completion Window.....................................................................................265

Querying a Change Order..................................................................................................265Processing a Blanket Order............................................................................................... 265

Blanket Order Remaining Balance.............................................................................. 266Termination Date.......................................................................................................... 266Blanket Order Remaining Balance Field......................................................................267Posting the Purchase Order........................................................................................ 267

Commodity Level Accounting With a Purchase Order.......................................................268Assigning Requisitions to a Purchase Order..................................................................... 268Opening and Closing Items on a Purchase Order or Requisition...................................... 268

Procurement Card (PCard) Processing...................................................................................269Considerations Before Using PCard Processing.............................................................. 269PCard Setup Process Flow................................................................................................ 270Initializing PCard................................................................................................................271

Configure Banner......................................................................................................... 271Company Numbers and Campus Codes (FTMSDAT).......................................... 271Processing Options.............................................................................................. 273

Load PCard Data......................................................................................................... 274Run PCard Process..................................................................................................... 275

Data Validation and Journal Voucher Generation................................................. 275Invoice Generation.................................................................................................277Payment Posting....................................................................................................279

PCard Pages.......................................................................................................................280Purchase Card Transaction Maintenance Page (FAAINVT).......................................280

Account/Business Managers................................................................................. 280Specially Designated Users...................................................................................280

Purchase Card Maintenance Page (FTMCARD)........................................................280Payment Cutoff Schedule Maintenance Page (FTMPCSH)....................................... 281Purchase Card Query Page (FAICARD).................................................................... 281Merchant Category Code Validation Page (FTVMCAT)............................................. 281User Profile Maintenance Page (FOMPROF)............................................................ 281Entity Name/ID Search Page (FTIIDEN).................................................................... 282

Bid Processing.......................................................................................................................... 282Receiving Processing................................................................................................................283

Creating a Receipt of Goods..............................................................................................283Entering Packing Slip Information...................................................................................... 283Entering Purchase Order Information.................................................................................283

Entering Commodity Information..................................................................................284


Contents

Banner Finance Accounts Payable...........................................................................................286Running Banner Bank Reconciliation.................................................................................286

Preventing Inclusion of Journal Voucher Rule Classes............................................... 288Populating the Bank Tape Table..................................................................................289

Creating a Vendor...............................................................................................................289Additional Information Window.....................................................................................289Vendor Types Section.................................................................................................. 290Address Section........................................................................................................... 290E-mail section...............................................................................................................291Taxes Collected Section...............................................................................................291

Establishing Tax Information...............................................................................................291Using the Tax Rate Code Maintenance Page (FTMTRAT)..........................................292Compounding Taxes.....................................................................................................292Including Additional Charges....................................................................................... 292Including Discounts...................................................................................................... 292Establishing a Taxing Authority ID............................................................................... 292Identifying to Whom You Pay Taxes............................................................................293Specifying a Liability Accounting Distribution.............................................................. 293

Specifying a Default Rebate Accounting Distribution.........................................................293Establishing Multiple Rebate Percentages.........................................................................294

Using the Rebate Maintenance Page (FTMREBT)......................................................294Specifying Distribution Information...............................................................................294

Specifying Distribution Information Example:........................................................ 295Creating Tax Groups...........................................................................................................296Associating Tax Groups......................................................................................................296

Invoice Processing.................................................................................................................... 297Selecting the Invoice Type................................................................................................. 297Choosing Document or Commodity Level Accounting.......................................................297Using the Invoice/Credit Memo Page (FAAINVE)..............................................................298

Key Information for the Invoice....................................................................................298Invoice/Credit Memo Header Section.......................................................................... 299Document Indicators Section: Key Information............................................................299Commodity Information section....................................................................................300Invoice Accounting Distribution Window...................................................................... 301

If the Document Level Accounting check box is checked:.................................... 301If the Document Level Accounting box is cleared:................................................301

Balancing the Invoice...................................................................................................302Entering Taxes..............................................................................................................302Balancing Completion Window.................................................................................... 303Currency Codes and Conversion.................................................................................303

Invoices for Purchase Orders.............................................................................................304Bank Code Edits.................................................................................................................304One-time Vendors...............................................................................................................305Viewing Vendor Invoice Detail Information.........................................................................306Viewing Vendor Invoice Information................................................................................... 306Recurring Payables.............................................................................................................306

Setting Up a Recurring Payable.................................................................................. 307Subsequent Processing............................................................................................... 307Cancelling a Recurring Payable.................................................................................. 308

Creating a Zero Amount Payable.......................................................................................308Invoicing and Zero Accounting Sequences........................................................................308


Contents

Banner Finance Stores Inventory............................................................................................. 309Issues.................................................................................................................................. 309Returns................................................................................................................................309Entering Cost Adjustments to Physical Inventory.............................................................. 309Determining Inventory Adjustment Status.......................................................................... 310

Adjustment Requirements............................................................................................ 310Processing Status Changes During Cost Adjustment................................................. 311Processing Status Changes During Physical Inventory Adjustment............................311

Using Stores Issues and Returns...................................................................................... 312Entering ABC Classification Tolerances............................................................................. 313Using the Valuation Process.............................................................................................. 313Posting Processes for Stores Inventory............................................................................. 314

Purchasing Inventory from Outside Vendors............................................................... 314Purchasing Inventory from Outside Vendors example 1....................................... 314Purchasing Inventory from Outside Vendors Example 2:......................................314

Purchasing Inventory Within a Department................................................................. 314Purchasing Inventory Within a Department Example:...........................................315

Issuing Stock Against a Requisition............................................................................ 315Issuing Stock Directly With No Requisition..................................................................316Returning Stock Against an Open Requisition............................................................ 317Returning Stock Directly With No Requisition............................................................. 318Transferring Stock Locations....................................................................................... 319Receiving Inventory at the Dock..................................................................................320Paying for Inventory in Accounts Payable...................................................................320Making Adjustments to Cost........................................................................................ 320

Making Adjustments to Cost Example:................................................................. 320Budget Development.................................................................................................................321

Maintaining a Budget..........................................................................................................321Budget Maintenance Page (FBABDMN)............................................................................ 321

Key and Header Information........................................................................................322Transaction Detail Information..................................................................................... 323Budget Maintenance Window...................................................................................... 323Balancing/Completion Window Process...................................................................... 324Navigation.....................................................................................................................324FBABDMN Additional Information................................................................................324

Budget Development Cycle................................................................................................ 325Budget Development Cycle Example.......................................................................... 327

Budget Development and Maintenance Time Line Example............................................. 327Establishing Initial Budget Phases..................................................................................... 329Establishing Subsequent Fiscal Year Budget Phases........................................................329

Operating Ledger......................................................................................................... 329Budget Phase Data......................................................................................................329

Rolling Phase to Phase Within Budget IDs........................................................................330Changing Line Item Within a Phase.................................................................................. 330Mass Change Budgets....................................................................................................... 331

Mass Change Budgets example..................................................................................331Merging Budgets.................................................................................................................332Rolling Approved Budget Phase to OPAL..........................................................................333Deleting a Phase by Account Type and Fund Type...........................................................334

Banner Fixed Assets Module Cash Gifts..................................................................................334Establishing Commodity and Accounting Structure........................................................... 334


Contents

Account Code Connection........................................................................................... 335Account Code Connection Example......................................................................336

Fund Code Configuration.............................................................................................337Fund Code Configuration example........................................................................338

Commodity Code Setup...............................................................................................340Integrating Fixed Assets With Procurement and Payable Processes................................ 341

Origination Tag Process...............................................................................................342Part 1 – Origination Tag Creation Matrix...............................................................342Part 2 – Origination Tag Extraction Process......................................................... 343

Fixed Assets Miscellaneous Information......................................................................345Credit Memos.........................................................................................................345Cancellation of Checks and Invoices.................................................................... 346Direct Capitalization............................................................................................... 346Multiple Tax Rebate Distribution and Capitalization.............................................. 346

Attachments and Components........................................................................................... 346Depreciation in the Fixed Assets Module...........................................................................347

Implementation Procedures for Depreciation of Fixed Assets.....................................347Creating the Framework for Depreciating Assets.......................................................348

Transfers in the Fixed Assets Module................................................................................350Adjustments in the Fixed Assets Module...........................................................................350

Header Information.......................................................................................................350Using the Balancing/Completion Window.................................................................... 351Function Types on FFAADJF......................................................................................352

Sale of Asset......................................................................................................... 352Write Off.................................................................................................................353Write Up/Down Adjustments..................................................................................354Permanent Tag Capitalization................................................................................354Origination Tag Capitalization................................................................................355Depreciation Adjustment........................................................................................356Record Past Depreciation......................................................................................356GL Change - Asset Account................................................................................. 357GL Change - Equity Account................................................................................ 358GL Change - Fund Code.......................................................................................359GL Change - Fund and Equity.............................................................................. 360GL Change – Cap Amount/Account......................................................................361

Fixed Asset DTAG Processing Page (FFADTGP)............................................................. 362Posting a Debit to Fixed Assets - Available Options................................................... 362Posting a Credit to Fixed Assets - Available Options..................................................363

Querying Adjustment Documents.......................................................................................364Capitalizing Non-Invoice Fixed Asset Expense Accounting Entries...................................364

Requirements for FFBOTAG Table Entries..................................................................364Requirements for Capitalization................................................................................... 364Capitalization Process Flow.........................................................................................365

Cost Accounting Module........................................................................................................... 367Cost Accounting Billing Process.........................................................................................367

Before Running the Billing Process............................................................................. 367Running the Billing Process.........................................................................................368

Setting up Rates for Cost Accounting................................................................................369FTMRTYP — Rate Type Code Maintenance Page..................................................... 370FTMRRUL — Rate Type Rule Maintenance Page......................................................371FTMINRT — Internal Rate Code Maintenance Page.................................................. 371


Contents

FTMINVT — Inventory Code Maintenance Page........................................................ 371FTMEQPT — Equipment Tag Maintenance Page.......................................................371FCAEMPL — Employee Maintenance Page............................................................... 371FTMIRTO — Rate Code by Organization Maintenance Page.....................................372FCAINRT — Internal Rate Maintenance Form............................................................372FTMCTYP — Cost Type Code Maintenance Page..................................................... 372FTMCSTO — Cost Type by Organization Maintenance Page.................................... 372FTMRTCT — Rate Code by Cost Type/Organization Maintenance Page................... 372FTMCLAS — Classification Code Maintenance Page.................................................373FTMRTCL — Rate Code/Classification by Org Maintenance Page............................ 373FTMARAT — Rate Account Maintenance Page..........................................................373

Defining Project/Work Orders and Entering Costs.............................................................373Establishing a Project Work Order.............................................................................. 374

Creating a Project Work Order..............................................................................375Creating and Maintaining Customer Accounting Distribution for a Project............ 375

Defining Additional External Rates for a Project/Work Order...................................... 376Entering Project Charges.............................................................................................377

Using the Cost Accounting Maintenance Page (FCAACCT).................................377Using Journal Vouchers or Invoices......................................................................378

Establishing Rate Codes for an Organization.................................................................... 379Establishing Rate Types and Rate Rules.................................................................... 379Establishing Internal Rate Codes................................................................................ 380Assigning Internal Rate Codes to an Organization......................................................380Establishing Rate Values for Internal Rate Codes.......................................................381

Establishing Cost Types for an Organization..................................................................... 381Defining a Cost Type................................................................................................... 382Defining a Cost Type for an Organization................................................................... 382Assigning Internal Rate Codes to a Cost Type........................................................... 382

Entering Charges From Invoices With Internal Rate Codes.............................................. 382Creating Direct and Indirect Labor Rate Codes.................................................................383Automatic Rate Calculations for Inventory Process........................................................... 383Automatic Rate Calculations for Equipment Process.........................................................384Automatic Rate Calculations for Material Management Process....................................... 385

Archive/Purge............................................................................................................................ 386Restore Capability...............................................................................................................387Purge Capability..................................................................................................................387

Automated Clearing House.......................................................................................................388Standards............................................................................................................................ 388

National Automated Clearing House Association Standards.......................................388Canadian Payment Association Standards..................................................................389

Processing Payments by Check Only................................................................................389Processing Payments by Direct Deposit Only................................................................... 390Processing Payments by Check and Direct Deposit..........................................................391

Banner Interfaces.................................................................................................................... 393Banner Human Resources/Finance Interface Flow Summary..................................................393HR/Finance Set up Rules Page (NTRFINI)..............................................................................395

Distribution Information section.......................................................................................... 396Fringe Chargeback Rules section...................................................................................... 397

Establishing and Feeding Original Budgets..............................................................................398


Contents

Rule Pages........................................................................................................................398Banner Finance Rule Forms........................................................................................398Banner Human Resources Rule Forms.......................................................................399Banner Position Control Rule Pages........................................................................... 401

Application Forms............................................................................................................... 401Banner Position Control Application Pages................................................................. 401

Batch Processes.................................................................................................................402Configuring Process Flow...................................................................................................404Budget Maintenance Checklist: Establishing and Feeding Original Budgets..................... 405

Budget Modeling...................................................................................................................... 408Budget Modeling Rule Forms.............................................................................................409

Banner Finance Budget Modeling Rule Forms............................................................409Banner Position Control Budget Modeling Rule pages............................................... 410

Budget Modeling Application Forms...................................................................................412Banner Position Control Budget Modeling Application Pages..................................... 412General Person............................................................................................................ 414Banner Human Resources Budget Modeling Application Pages.................................414

Budget Modeling Batch Processes.................................................................................... 414Banner Finance Budget Modeling Batch Processes................................................... 414Banner Position Control Budget Modeling Batch Processes.......................................415

Budget Modeling Reports................................................................................................... 417Budget Modeling Process Flow..........................................................................................417Budget Maintenance Checklist: Budget Modeling..............................................................418

Processing Wage/Salary Adjustments...................................................................................... 421Wage/Salary Adjustments Rule Pages...............................................................................422

Banner Position Control Wage/Salary Adjustments Rule Pages................................. 422Wage/Salary Adjustments Application Pages.................................................................... 422

Banner Position Control Wage/Salary Adjustments Application Pages....................... 422Wage/Salary Adjustments Batch Processes...................................................................... 423

Banner Position Control Wage/Salary Adjustments Batch Processes.........................423Wage/Salary Adjustment Process Flow............................................................................. 425Budget Maintenance Checklist: Processing Wage/Salary Adjustments............................. 427

Approving Working Budgets......................................................................................................429Approving Working Budgets Application Forms Interfaces Banner Finance Systemapproving working budgets.................................................................................................430

Banner Finance Approving Working Budgets Application Pages................................ 430Approving Working Budgets Batch Processes...................................................................431

Banner Position Control Approving Working Budgets Batch Processes......................431Banner Finance Control Approving Working Budgets Batch Processes......................433

Approving Working Budgets Process Flow........................................................................ 434Budget Maintenance Checklist: Approving a Working Budget...........................................435

Feeding Payroll Transactions....................................................................................................438Feeding Payroll Transactions Rule Forms......................................................................... 441

Banner Finance Feeding Payroll Transactions Rule Forms........................................ 441Banner Human Resources Feeding Payroll Transactions Rule Forms........................442Banner Position Control Feeding Payroll Transactions Rule Pages............................442

Feeding Payroll Transactions Application Forms............................................................... 443Feeding Payroll Transactions Batch Processes.................................................................443

Banner Human Resources Feeding Payroll Transactions Batch Processes............... 443Banner Position Control Feeding Payroll Transactions Batch Processes....................444Banner Finance Control Feeding Payroll Transactions Batch Processes....................444


Contents

Feeding Payroll Transactions Process Flow...................................................................... 444Payroll Feed Checklist........................................................................................................445

Processing COBRA Transactions............................................................................................. 447Processing COBRA Transactions Rule Pages...................................................................447

Banner Finance Processing COBRA Transactions Rule Forms..................................448Banner Position Control Processing COBRA Transactions Rule Pages..................... 449

Processing COBRA Transactions Batch Processes.......................................................... 449Banner Position Control Processing COBRA Transactions Batch Processes............. 449Banner Finance Control Processing COBRA Transactions Batch Processes............. 450

Processing COBRA Transactions Process Flow................................................................451COBRA Feed Checklist...................................................................................................... 451

Installments/Feed to Banner Finance....................................................................................... 455

Reports and Processes........................................................................................................ 456Job Submission......................................................................................................................... 457Special Print Samples...............................................................................................................457Naming Conventions................................................................................................................. 457Accounts Payable Module........................................................................................................ 460

1099-MISC Forms Report (FAB1099)................................................................................ 4611099-MISC Forms Report (FAB1099) Report Sample................................................ 463

1099-K Forms Report (FAB199K)...................................................................................... 4631099-K Forms Report (FAB199K) Report Sample.......................................................464

Batch Check Accounting Process (FABCHKA)..................................................................465FABCHKA Currency Conversion..................................................................................466

Disbursement Check Report (FABCHKD)..........................................................................467Disbursement Check Report (FABCHKD) Report Sample (Page 1 of 3).....................467Disbursement Check Report (FABCHKD) Report Sample (Page 2 of 3).....................468Disbursement Check Report (FABCHKD) Report Sample (Page 3 of 3).....................468

Check Print Process (FABCHKP).......................................................................................469Zero Amount Checks................................................................................................... 469Check Print Process Currency Conversion................................................................. 469

Batch Disbursement Register Process (FABCHKR).......................................................... 470When Processing Payments by Check Only or by Zero Amount Check..................... 470When Processing Payments by Direct Deposit or by Check and Direct Deposit......... 470Batch Disbursement Register Process (FABCHKR) Report Sample...........................470

Batch Check Process (FABCHKS).....................................................................................471Batch Check Process Zero Amount Checks............................................................... 472Batch Check Process Currency Conversion................................................................472

Receiving Matching Process (FABMATC)..........................................................................473Receiving Matching Process (FABMATC) Report Sample (Page 1 of 4).....................475Receiving Matching Process (FABMATC) Report Sample (Page 2 of 4).....................476Receiving Matching Process (FABMATC) Report Sample (Page 3 of 4).....................476Receiving Matching Process (FABMATC) Report Sample (Page 4 of 4).....................477

1099 File Build Process (FAM1099).................................................................................. 4781099 File Build Process (FAM1099) Report Sample - 1099-MISC..............................4801099 File Build Process (FAM1099) Report Sample - 1099-K.................................... 481

Purchase Card Transactions Process (FAPCARD)............................................................482Purchase Card Transactions Process (FAPCARD) Report Sample (Page 1 of 2).......484Purchase Card Transactions Process (FAPCARD) Report Sample (Page 2 of 2).......485

Canadian Direct Deposit Tape Process (FAPCDIR).......................................................... 485


Contents

Direct Deposit File Creation Process (FAPDIRD).............................................................. 486Invoice Feed Process (FAPINVT)...................................................................................... 489

Invoice Feed Process (FAPINVT) Report Sample.......................................................491Direct Deposit Transmittal Register Process (FAPTREG)................................................. 491Bank Reconciliation - Activity Aging Report (FARAAGE)...................................................492

Bank Reconciliation - Activity Aging Report (FARAAGE) Report Sample....................492Bank Reconciliation Balance Report (FARBBAL).............