Utah Banner Utah Banner Users ConferenceUsers Conference

Banner Finance ApprovalsBanner Finance Approvals

Wendy RosenlofWendy Rosenlof

Utah Valley UniversityUtah Valley University

Download PowerPoint from Download PowerPoint from

http://uvu.edu/finance/ubughttp://uvu.edu/finance/ubug

Session Rules of EtiquetteSession Rules of Etiquette

Please turn off your cell phone/beeperPlease turn off your cell phone/beeper If you must leave the session early, If you must leave the session early,

please do so as discretely as possibleplease do so as discretely as possible Please avoid side conversation during Please avoid side conversation during

the presentationthe presentation

Thank you for your cooperation!Thank you for your cooperation!

Topics of DiscussionTopics of Discussion

System SettingsSystem Settings Setting up an approval queueSetting up an approval queue Setting up the routing criteriaSetting up the routing criteria Setting up the NSF queueSetting up the NSF queue NSF queue processingNSF queue processing End user formsEnd user forms

System Settings

FOASYSC - Set the approvals FOASYSC - Set the approvals processing for each document typeprocessing for each document type– Bypass approvalsBypass approvals– Explicit approvalsExplicit approvals– Implicit approvalsImplicit approvals

FOMPROF – NSF override capability by FOMPROF – NSF override capability by useruser

FORAPPL – sleep/wakeFORAPPL – sleep/wake

Setting up an approval queue• FTMAPPQ

• Queue ID• Naming conventions

• Queue limit• Set limit of authority for approvers

• Next Queue• Queue limit considerations

Setting up an approval queue• Adding users on FTMAPPQ

• Effective date• Term date• Queue levels• User approval limits

• To delete a user, change date to a future date, then record remove

Setting up an approval queue• Next approver vs. backup approver

• Next approver is the lowest queue level

• Backup approvers are at higher levels

• Backup approvers have to uncheck the box to see only documents you are the next approver for

Approval Queue Example

Approval Queue Example

Routing Criteria - FOMAQRC• Routing defined by document type and

rule group• Can include several document type and rule

group combinations in a single queue

• Specifying additional criteria• Chart• Fund• Fund type• Organization• Account• Account type• Program

NSF Queue Process

• NSF checking set on fund type or fund

• Budget control on FTMFTYP• Fund• Organization• Account• Program• Control period

• A – check on total annual budget

• Q – check on year to end of quarter budget

• Y – Check on total year to date budget

• Severity control = E or W

NSF Queue Process

FOASYSC – identify which document FOASYSC – identify which document types you want reviewed for NSFtypes you want reviewed for NSF

FTMCOAS – Set NSF condition to FTMCOAS – Set NSF condition to Warning or ErrorWarning or Error

FOMPROF – Give a user authority to FOMPROF – Give a user authority to override an NSF conditionoverride an NSF condition

00

NSF Queue Process

• NSF queue• System defined• Set up on FTMAPPQ• No routing criteria required

• FOAUAPP• NSF indicator• Budget override control

End user forms

• FOIAINP – approvals notification form• Notifies user of pending approvals at first login

to finance

• FOAUAPP – user approval form• View detail

• FOAAINP – document approval form• Document approval status

End user forms

• FOIAPPH – Document approval history• Displays the approvals history for a

specific document

• FOIAPHT – Approval history• Display history for document types

Tips and Troubleshooting

• Every document defined on FOASYSC to go through approvals must have a queue

• Avoid defining identical routing criteria in multiple queues• Use different combinations of chart values

to differentiate• Log files identify errors in approvals

processing in FORAPPL• No queue• duplicate routing criteria

Tips and Troubleshooting

A document will only go to the NEXT QUEUE A document will only go to the NEXT QUEUE if the document exceeds the queue limit. If if the document exceeds the queue limit. If you want it to go to the NEXT QUEUE in all you want it to go to the NEXT QUEUE in all cases, use a $0 limit on the queue.cases, use a $0 limit on the queue.

The limits for users on FTMAPPQ can exceed The limits for users on FTMAPPQ can exceed the queue limit.the queue limit.

If you backdate the effective date when If you backdate the effective date when adding an approver on FTMAPPQ they will be adding an approver on FTMAPPQ they will be able to approve documents created in the able to approve documents created in the past.past.

Customizing Rule Groups

FOMRGRC – Rule GroupsFOMRGRC – Rule Groups– Create a new rule group and add the Create a new rule group and add the

desired rule codes to it. Remove those desired rule codes to it. Remove those rule codes from the group they were a part rule codes from the group they were a part of. of.

– This will enable different approval queue This will enable different approval queue routes for different document types.routes for different document types.

– An example is separating out direct pay An example is separating out direct pay invoices from regular invoices.invoices from regular invoices.

Customizing Rule Groups

FOMRGRC – Rule GroupsFOMRGRC – Rule Groups– If you create a new rule code on FTMRUCL, you If you create a new rule code on FTMRUCL, you

need to add it to a group in FOMRGRC, or need to add it to a group in FOMRGRC, or create a new group for it.create a new group for it.

– Assign new rule code to FGAJVCD form on Assign new rule code to FGAJVCD form on FOMPRRG.FOMPRRG.

– FOMPROF – add new rule group to users using FOMPROF – add new rule group to users using FOMUSRG.FOMUSRG.

– An example is creating a separate group for An example is creating a separate group for journal entries made by a departmental user journal entries made by a departmental user that needs to have a different approval that needs to have a different approval process than for a journal entry made by an process than for a journal entry made by an accountant.accountant.

UVU Customization to UVU Customization to Banner Self-Serve – Mass Banner Self-Serve – Mass ApprovalsApprovals

Allows users to view information Allows users to view information about requisitions awaiting approval about requisitions awaiting approval and approve them all from one and approve them all from one screen at the same time.screen at the same time.

  

If a requisition is being paid for from more than one INDEX code, the INDEX AMT and REQ TOTAL AMT will be different.

If you are not an approver for the other INDEX code(s) paying for the order, you will not see the detail for that INDEX code in your approval section.

A next approver is indicated with a Y. If you are not the next approver it will be indicated with an N.

You may click on the Another Query button to change your selection.

Questions and AnswersQuestions and Answers

Anyone who has never made a mistake has never tried anything new.

The only thing that interferes with my learning is my education.

- Albert Einstein

Presenter InformationPresenter Information

Wendy RosenlofWendy Rosenlof

Utah Valley University, MS109Utah Valley University, MS109

800 W University Parkway800 W University Parkway

Orem, UT 84058Orem, UT 84058

801.863.8108801.863.8108

WendyR@uvu.eduWendyR@uvu.edu