Banner Finance 8.10 User Guide

Banner FinanceUser GuideRelease 8.10August 2014/nBanner®, Colleague®, Luminis® and Datatel® ar e trademarks of Ellucian or its affiliat es and are registered in the U.S. and othe r countries. EllucianŽ, PowerCampusŽ, AdvanceŽ, Degree WorksŽ, fsaATLASŽ, Course SignalsŽ, Smar tCallŽ, RecruiterŽ, and ILPŽ are trademarks of Ellucian Company L.P. or its affiliates. Other names may be trademar ks of their respective owners. ©1991-2014 Ellucian Company L.P. and its affiliates. The unauthorized possession, use, reproduction, distribution, display or d isclosure of this material or the information contained herein is prohibited. Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is limited to Elluci an licensees, and is subject to the terms and conditions of one or more written li cense agreements between Ellucian and the licensee in question. In preparing and providing this publicati on, Ellucian is not rendering legal, accounti ng, or other similar professional service s. Ellucian makes no claims that an institution's use of this publication or the soft ware for which it is provided will guarantee compliance with ap plicable federal or state laws, rules, or regulations. Each organizati on should seek legal, accounting and other similar professional services from compe tent providers of the organization's own choosing. Prepared by: Ellucian 4375 Fair Lakes Court Fairfax, Virginia 22033 United States of America Revision History Publication DateSummary August 2014New version that supports Banner Finance 8.10 software. /nContentsBanner Finance 8.10User GuideAugust 2014Banner Finance 8.10 iii User GuideContentsChapter 1System Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-1 Banner Finance System Flow Diagram . . . . . . . . . . . . . . . . . . . . . . . 1-2 Major Features of Banner Finance . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2 Module Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4 General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4 Finance Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4 Stores Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4 Purchasing and Procurement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5 Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5 Budget and Position Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5 Fixed Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6 Cost Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6 Endowment Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6 Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7 Research Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7 Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7 Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7 Process Flows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8 General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8 Stores Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-9 Purchasing and Procurement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-10 Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-11 Budget and Position Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-12 Fixed Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-13 Cost Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-14 /nivBanner Finance 8.10 August 2014User GuideContents Endowment Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-15 Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-16 Research Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-17 Chapter 2Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-1 Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1Oracle Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1 Banner Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2 Banner Finance System Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3 General Ledger. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 Elements of the FOAPAL String . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 Recommended Order for Chart of Accounts Setup . . . . . . . . . . . . . . . . . . 2-12 Creating a Chart of Accounts Record . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13 Alternatives for Cash Accounts and Bank Funds . . . . . . . . . . . . . . . . . . . 2-15 Cash Accounts In Foreign Currency . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17 Budget Entries Only to Pool Accounts . . . . . . . . . . . . . . . . . . . . . . . . . 2-17 Multiple Fund Balance Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18 General Ledger Consolidated Postings . . . . . . . . . . . . . . . . . . . . . . . . 2-20 General Ledger Summary Postings . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21 Transaction Interface Process (FGRTRNI) . . . . . . . . . . . . . . . . . . . . . . 2-23 Available Balance Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 Effective Date Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-33 Pro-Rata Cost Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-34 Governmental Accounting Standards Board (GASB) Reports Processing . . 2-40 GASB 35 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-40 GASB 34 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-41 GASB Extract Process (FGPGEXT) . . . . . . . . . . . . . . . . . . . . . . . . . . 2-41 GASB Reclassification Entry Form (FGARCLE) . . . . . . . . . . . . . . . . . . . 2-42 Transaction Reclassificati on Query Form (FGIRCLE) . . . . . . . . . . . . . . . . 2-43 GASB Parameter Form (FGAGASB) . . . . . . . . . . . . . . . . . . . . . . . . . . 2-43 Changing Attribute Types and Values . . . . . . . . . . . . . . . . . . . . . . . . . 2-45 Associating FOAPAL Elements to Attributes . . . . . . . . . . . . . . . . . . . . . . 2-46 Setting up Program / Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . 2-47 Setting up GASB 35 Public Institution Business-t ype Activity Statements . . . . . 2-47 /nAugust 2014Banner Finance 8.10 vUser GuideContentsSetting up GASB 34 Govern mental Funds Statements . . . . . . . . . . . . . . . . 2-49 Setting up GASB 34 Gove rnment Wide Statements . . . . . . . . . . . . . . . . . 2-51 Producing GASB Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-53 General Accounting Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . 2-55 Creating a Journal Voucher Entry Transaction . . . . . . . . . . . . . . . . . . . . 2-55 Automatic Journal Voucher Process . . . . . . . . . . . . . . . . . . . . . . . . . . 2-58 Rule Code Bala ncing Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-61 Processing a Cash Receipt From a Vendor . . . . . . . . . . . . . . . . . . . . . . 2-62 Defaulting Feature in General Accounting Transaction Forms . . . . . . . . . . . 2-66 Redefaulting FOAPAL Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-67 Making Adjustments to an Existing Encumbrance . . . . . . . . . . . . . . . . . . 2-69 Net Total Fields on General Accounting Query Forms . . . . . . . . . . . . . . . . 2-71 Year-End Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-73 Rolling an Encumbrance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-75 Concurrent Year Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-81 Posting of Liquidations in the Prior Fiscal Year . . . . . . . . . . . . . . . . . . . . 2-84 Creating an Original 1099 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-87 Creating a Correction 1099 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-88 Querying Accounting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-89 Performing a Query for Specific Date . . . . . . . . . . . . . . . . . . . . . . . . . . 2-90 Formatting Preferences on Query Forms . . . . . . . . . . . . . . . . . . . . . . 2-92 Research Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-93 Proposal Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-93 Grant Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-96 Grant Billing Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-99 Trail-in and Trail-out Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-101 Cost Share Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-101 Indirect Cost (F & A) Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-102 T Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10 4Online vs. Deferred Grant Accounting Process . . . . . . . . . . . . . . . . . . . . 2-106 Grant Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-107 Indirect Cost Encumbering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-107 Proposal and Grant Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-127 Agency Funding Information for Grants and Proposals . . . . . . . . . . . . . . . 2-129 Setting up Banner Finance Forms for Effort Certification . . . . . . . . . . . . . . 2-130 /nviBanner Finance 8.10 August 2014User GuideContents Grant Billing Detail Table (FRRBDET) . . . . . . . . . . . . . . . . . . . . . . . . . 2-131 Generating Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-133 Reversing a Bill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-141 Bill Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1 42Prior Period Reversals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-148 Payments Received From a Sponsoring Agency . . . . . . . . . . . . . . . . . . . 2-150 Reversal of Applied Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-153 Generating Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-154 Interfacing Grant Information From an External System to Banner . . . . . . . . . 2-154 Finance Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-183 Currency Conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-183 Identifying Persons and Entities in Banner Finance . . . . . . . . . . . . . . . . . 2-186 Adding Vendors to Banner Finance . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-189 Adding Financial Managers to Banner Finance . . . . . . . . . . . . . . . . . . . . 2-192 Adding Agencies to Banner Finance . . . . . . . . . . . . . . . . . . . . . . . . . . 2-195 Adding Customers to Banner Finance . . . . . . . . . . . . . . . . . . . . . . . . . 2-197 Adding Employees to Banner Finance . . . . . . . . . . . . . . . . . . . . . . . . . 2-197 ID Definition Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-198 ID and PIDM Relationship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-199 Receiving/Matching Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-199 Receiving/Matching. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-199 Document Level Matching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-202 Internal Vendor Order Processing . . . . . . . . . . . . . . . . . . . . . . . . . . 2-210 Security Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-210 Internal Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-210 Things to Remember . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-211 Internal Vendor Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-211 Internal Vendor Order Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-213 Approvals Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-217 Required Forms and Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-218 Approvals Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-219 Cancelling a Document After Final Approval . . . . . . . . . . . . . . . . . . . . . 2-222 Cancelling a Requisition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-222 Approval Queue Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-223 /nAugust 2014Banner Finance 8.10 viiUser GuideContentsQueue Routing Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-225 Direct Cash Receipt Approvals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-226 Document Level Accounting and Commodity Level Accounting . . . . . . . 2-227 Document Level Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-227 Commodity Level Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-228 Commodity Level vs. Document Level Accounting . . . . . . . . . . . . . . . . . . 2-230 Automatic Accounting Redistribution . . . . . . . . . . . . . . . . . . . . . . . . . . 2-232 Automatic Accounting Reallocation . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-233 Request Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-235 Creating a Requisition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-235 Entering Currency Conversion Information on a Requisition . . . . . . . . . . . . 2-235 Purchase Order Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-238 Creating a Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-238 Creating a Change Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-240 Querying a Change Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-247 Processing a Blanket Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-247 Commodity Level Accounting With a Purchase Order . . . . . . . . . . . . . . . . 2-250 Assigning Requisitions to a Purchase Order . . . . . . . . . . . . . . . . . . . . . 2-250 Opening and Closing Items on a Purchase Order or Requisition . . . . . . . . . . 2-251 Procurement Card (PCard) Processing . . . . . . . . . . . . . . . . . . . . . . . 2-252 Considerations Before Using PCard Processing . . . . . . . . . . . . . . . . . . . 2-252 PCard Setup Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-253 Initializing PCard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-254 PCard Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-265 Bid Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-267 Receiving Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-268 Creating a Receipt of Goods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-268 Entering Packing Slip Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-269 Entering Purchase Order Information . . . . . . . . . . . . . . . . . . . . . . . . . . 2-269 Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-272 Running Banner Ba nk Reconciliation . . . . . . . . . . . . . . . . . . . . . . . . . . 2-272 /nviiiBanner Finance 8.10 August 2014User GuideContents Creating a Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-274 Establishing Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-277 Specifying a Default Rebate Accounting Distribution . . . . . . . . . . . . . . . . . 2-279 Establishing Multiple Rebate Percentages . . . . . . . . . . . . . . . . . . . . . . . 2-280 Creating Tax Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-282 Associating Tax Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-282 Invoice Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-283 Selecting the Invoice Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-283 Choosing Document or Commodity Level Accounting . . . . . . . . . . . . . . . . 2-283 Using the Invoice/Credit Memo Form (FAAINVE) . . . . . . . . . . . . . . . . . . . 2-283 Invoices for Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-291 Bank Code Edits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-292 One-time Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-292 Viewing Vendor Invoic e Detail Information . . . . . . . . . . . . . . . . . . . . . . . 2-293 Viewing Vendor Invoice Information . . . . . . . . . . . . . . . . . . . . . . . . . . 2-294 Recurring Payables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-294 Creating a Zero Amount Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-295 Invoicing and Zero Accounting Sequences . . . . . . . . . . . . . . . . . . . . . . 2-296 Stores Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-296 Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-297 Returns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-297 Entering Cost Adjustment s to Physical Inventory . . . . . . . . . . . . . . . . . . . 2-297 Determining Inventory Adjustment Status . . . . . . . . . . . . . . . . . . . . . . . 2-298 Using Stores Issues and Returns . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-300 Entering ABC Classification Tolerances . . . . . . . . . . . . . . . . . . . . . . . . 2-301 Using the Valuation Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-301 Posting Processes for Stores Inventory . . . . . . . . . . . . . . . . . . . . . . . . 2-302 Budget Development . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-309 Maintaining a Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-309 Budget Maintenance Form (FBABDMN) . . . . . . . . . . . . . . . . . . . . . . . . 2-310 Budget Development Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-314 Budget Development and Maintenance Time Line Example . . . . . . . . . . . . . 2-317 Establishing Initial Budget Phases . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-318 Establishing Subsequent Fiscal Year Budget Phases . . . . . . . . . . . . . . . . 2-318 Rolling Phase to Phase Within Budget IDs . . . . . . . . . . . . . . . . . . . . . . 2-319 /nAugust 2014Banner Finance 8.10 ixUser GuideContentsChanging Line Item Within a Phase . . . . . . . . . . . . . . . . . . . . . . . . . . 2-319 Mass Change Budgets Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-320 Merging Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-321 Rolling Approved Budg et Phase to OPAL . . . . . . . . . . . . . . . . . . . . . . . 2-322 Deleting a Phase by Account Type and Fund Type . . . . . . . . . . . . . . . . . . 2-323 Fixed Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-323 Establishing Commodity and Accounting Structure . . . . . . . . . . . . . . . . . . 2-324 Integrating Fixed Assets With Procurement and Payable Processes . . . . . . . . 2-330 Attachments and Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-335 Depreciation in the Fixed Assets Module . . . . . . . . . . . . . . . . . . . . . . . 2-336 Transfers in the Fixed Assets Module . . . . . . . . . . . . . . . . . . . . . . . . . 2-339 Adjustments in the Fixed Assets Module . . . . . . . . . . . . . . . . . . . . . . . . 2-339 Fixed Asset DTAG Processing Form (FFADTGP) . . . . . . . . . . . . . . . . . . 2-352 Querying Adjustment Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-354 Capitalizing Non-Invoice Fixed Asset Expense Accounting Entries . . . . . . . . . 2-354 Cost Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-357 Cost Accounting Billing Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-357 Setting up Rates for Cost Accounting . . . . . . . . . . . . . . . . . . . . . . . . . 2-360 Defining Project/Work Orders and Entering Costs . . . . . . . . . . . . . . . . . . 2-365 Establishing Rate Codes for an Organization . . . . . . . . . . . . . . . . . . . . . 2-371 Establishing Cost Types for an Organization . . . . . . . . . . . . . . . . . . . . . 2-373 Entering Charges From Invoices With Internal Rate Codes . . . . . . . . . . . . . 2-375 Creating Direct and Indirect Labor Rate Codes . . . . . . . . . . . . . . . . . . . . 2-375 Automatic Rate Calculations for Inventory Process . . . . . . . . . . . . . . . . . . 2-376 Automatic Rate Ca lculations for Equipment Process . . . . . . . . . . . . . . . . . 2-377 Automatic Rate Calculations for Material Management Process . . . . . . . . . . 2-378 Archive/Purge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-380 Restore Capability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-380 Purge Capability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-381 Automated Clearing House . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-381 Standards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2- 382 Processing Payments by Check Only . . . . . . . . . . . . . . . . . . . . . . . . . 2-382 Processing Payments by Direct Deposit Only . . . . . . . . . . . . . . . . . . . . . 2-383 Processing Payments by Check and Direct Deposit . . . . . . . . . . . . . . . . . 2-384 /nxBanner Finance 8.10 August 2014User GuideContents Chapter 3Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-1 Banner Human Resources/Finance Interface Flow Summary . . . . . . . . . 3-2 HR/Finance Set up Rules Form (NTRFINI) . . . . . . . . . . . . . . . . . . . . . 3-3 Distribution Information Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5 Fringe Chargeback Rules Window . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5 Establishing and Feeding Original Budgets . . . . . . . . . . . . . . . . . . . . 3-6 Rule Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6 Application Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10 Batch Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10 Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12 Budget Maintenance Checklist: Estab lishing and Feeding Original Budgets . . . 3-13 Budget Modeling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-16 Rule Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-17 Application Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-20 Batch Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-23 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-26 Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-26 Budget Maintenance Checklist: Budget Modeling . . . . . . . . . . . . . . . . . . . 3-28 Processing Wage/Salary Adjustments . . . . . . . . . . . . . . . . . . . . . . . 3-30 Rule Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-31 Application Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-31 Batch Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-31 Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-34 Budget Maintenance Checklist: Processing Wage/Salary Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-35 Approving Working Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-38 Application Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-39 Batch Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-39 Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-43 Budget Maintenance Checklist: Approving a Working Budget . . . . . . . . . . . . 3-44 Feeding Payroll Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-48 Rule Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-50 /nAugust 2014Banner Finance 8.10 xiUser GuideContentsApplication Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-52 Batch Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-52 Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-53 Payroll Feed Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-54 Processing COBRA Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . 3-56 Rule Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-56 Batch Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-58 Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-59 COBRA Feed Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-60 Installments/Feed to Banner Finance . . . . . . . . . . . . . . . . . . . . . . . . 3-64 Chapter 4Reports and Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-1 Job Submission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1 Special Print Samples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2 Naming Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2 Accounts Payable Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5 1099-MISC Forms Report . . . . . . . . . . . . . . . .(FAB1099) . . . . . . . 4-6 1099-K Forms Report . . . . . . . . . . . . . . . . . .(FAB199K) . . . . . . . 4-9 Batch Check Accounting Process . . . . . . . . . . . .(FABCHKA) . . . . . . . 4-11 Disbursement Check Report . . . . . . . . . . . . . . .(FABCHKD) . . . . . . 4-13 Check Print Process . . . . . . . . . . . . . . . . . . .(FABCHKP) . . . . . . . 4-16 Batch Disbursement Register Process . . . . . . . . . .(FABCHKR) . . . . . . 4-17 Batch Check Process . . . . . . . . . . . . . . . . . .(FABCHKS) . . . . . . . 4-19 Receiving Matching Process . . . . . . . . . . . . . . .(FABMATC) . . . . . . . 4-21 1099 File Build Process . . . . . . . . . . . . . . . . .(FAM1099) . . . . . . . 4-28 Purchase Card Transactions Process . . . . . . . . . .(FAPCARD) . . . . . . 4-33 Canadian Direct Deposit Tape Process . . . . . . . . .(FAPCDIR) . . . . . . . 4-36 Direct Deposit File Creation Process . . . . . . . . . . .(FAPDIRD) . . . . . . . 4-37 Invoice Feed Process . . . . . . . . . . . . . . . . . .(FAPINVT) . . . . . . . 4-43 Direct Deposit Transmittal Register Proc ess . . . . . . .(FAPTREG) . . . . . . . 4-46 Bank Reconciliation - Activity Aging Repo rt . . . . . . .(FARAAGE) . . . . . . 4-47 Bank Reconciliation Balance Report . . . . . . . . . . .(FARBBAL) . . . . . . . 4-48 /nxii Banner Finance 8.10 August 2014User GuideContents Bank Reconciliation Report . . . . . . . . . . . . . . .(FARBREC) . . . . . . 4-50 Check Register Report . . . . . . . . . . . . . . . . . .(FARCHKR) . . . . . . 4-51 Cash Requirements Report . . . . . . . . . . . . . . .(FARCSHR) . . . . . . 4-54 Batch Direct Deposit Advice Print Process . . . . . . . .(FARDIRD) . . . . . . . 4-56 Invoice Aging Report . . . . . . . . . . . . . . . . . . .(FARIAGE) . . . . . . . 4-57 Invoice Activity Report . . . . . . . . . . . . . . . . . .(FARINVA) . . . . . . . 4-58 Invoice Selection Report . . . . . . . . . . . . . . . . .(FARINVS) . . . . . . . 4-60 Invoices Awaiting Receiver Report . . . . . . . . . . . .(FARIREC) . . . . . . . 4-62 Open Invoice Report . . . . . . . . . . . . . . . . . . .(FAROINV) . . . . . . . 4-64 Vendor Alphabetical Listing Report . . . . . . . . . . .(FARVALP) . . . . . . . 4-68 Vendor History Report . . . . . . . . . . . . . . . . . .(FARVHST) . . . . . . . 4-70 Vendor Numerical Listing Report . . . . . . . . . . . . .(FARVNUM) . . . . . . 4-72 1099 Reporting/Withholding Status Report . . . . . . . .(FARWHLD) . . . . . . 4-74 1099 Reporting/Withholding Audit Report . . . . . . . .(FARWHLY) . . . . . . 4-76 1099 Forms Test Patterns . . . . . . . . . . . . . . . .(FAT1099) . . . . . . . 4-78 Budget Development Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-79 Budget Defaults SS Mass Upda te . . . . . . . . . . . .(FBPBDEF) . . . . . . . 4-80 Approved Distributed Budget Re port . . . . . . . . . . .(FBRAPPD) . . . . . . 4-82 Approved Budget Report . . . . . . . . . . . . . . . . .(FBRAPPR) . . . . . . 4-86 Budget Build Process . . . . . . . . . . . . . . . . . .(FBRBDBB) . . . . . . 4-90 Distribution Process Summary . . . . . . . . . . . . . .(FBRBDDS) . . . . . . 4-91 Budget Roll to General Ledger . . . . . . . . . . . . . .(FBRBDRL) . . . . . . . 4-92 Finance Budget Feed Process . . . . . . . . . . . . . .(FBRFEED) . . . . . . . 4-93 Budget Mass Change Process . . . . . . . . . . . . . .(FBRMCHG) . . . . . . 4-95 Budget Worksheet Report . . . . . . . . . . . . . . . .(FBRWKSH) . . . . . . 4-96 Cost Accounting Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-99 Cost Accounting Billing Process . . . . . . . . . . . . .(FCBBILL) . . . . . . . 4-100 Equipment Rental Rate Calculation Report . . . . . . .(FCBEQPT) . . . . . . 4-103 Inventory Handling Rate Calculation Report . . . . . . .(FCBINVT) . . . . . . . 4-106 Labor Rate Calculation Report . . . . . . . . . . . . . .(FCBLABR) . . . . . . . 4-108 Material Management Rate Calculation Report . . . . .(FCBMATL) . . . . . . . 4-109 Cost Accounting Billing Detail Report . . . . . . . . . .(FCRBDTR) . . . . . . 4-111 C/A Rate Schedule Report . . . . . . . . . . . . . . . .(FCRSCHD) . . . . . . 4-113 C/A Variance Analysis Report . . . . . . . . . . . . . .(FCRVARA) . . . . . . . 4-115 Fixed Assets Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-116 /nAugust 2014Banner Finance 8.10 xiiiUser GuideContentsDepreciation Process . . . . . . . . . . . . . . . . . .(FFPDEPR) . . . . . . . 4-117 Fixed Asset Origination Tag Extraction Process . . . . .(FFPOEXT) . . . . . . . 4-121 Fixed Asset/Asset Group Report . . . . . . . . . . . . .(FFRAGRP) . . . . . . 4-124 Fixed Asset DTAG Aging Report . . . . . . . . . . . . .(FFRDTGA) . . . . . . 4-128 Fixed Asset DTAG Transaction Report . . . . . . . . . .(FFRDTGT) . . . . . . . 4-130 Fixed Asset Master Record Re port . . . . . . . . . . . .(FFRMAST) . . . . . . 4-134 Fixed Asset Procurement Report . . . . . . . . . . . .(FFRPROC) . . . . . . 4-138 Fixed Asset Property Report . . . . . . . . . . . . . . .(FFRPROP) . . . . . . 4-143 General Ledger Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-148 Fiscal Period Document Roll Process . . . . . . . . . .(FGPDROL) . . . . . . 4-149 Data Extract Process . . . . . . . . . . . . . . . . . . .(FGPGEXT) . . . . . . 4-156 Open Close Fiscal Period Process . . . . . . . . . . . .(FGPOCFP) . . . . . . 4-158 Account Index Report . . . . . . . . . . . . . . . . . .(FGRACCI) . . . . . . . 4-160 Posting Process . . . . . . . . . . . . . . . . . . . . .(FGRACTG) . . . . . . 4-161 Account Hierarchy Report . . . . . . . . . . . . . . . .(FGRACTH) . . . . . . 4-163 Activity Codes Report . . . . . . . . . . . . . . . . . .(FGRACTV) . . . . . . 4-165 Available Balance Rebuild Process . . . . . . . . . . .(FGRBAVL) . . . . . . . 4-167 End-of-Year Budget Carry Forward Process . . . . . . .(FGRBDRL) . . . . . . 4-169 Budget Status (Current Period) Report . . . . . . . . . .(FGRBDSC) . . . . . . 4-170 Balance Sheet Report . . . . . . . . . . . . . . . . . .(FGRBLSH) . . . . . . 4-173 Bank Cash Interfund Account Balance Exception Report (FGRBIEX) . . . . . . . 4-175 Bank Interfund Account Contro l Report . . . . . . . . .(FGRCASH) . . . . . . 4-178 Comprehensive Annual Financial Reports - Overview . . . . . . . . . . . . . . . . 4-180 Combined Balance Sheet - All Fund Types and Account Groups (FGRCOBS) . . 4-182 Combined Statement of Revenues, Expenditur es, and Changes in Fund Balances (FGR- CREF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-186 Combined Statement of Revenues, Expenditures, and Changes in Fund Balance Budget and Actual . . . . . . . . . . . . . . . . . . . . . . . . . .(FGRCSBA) . . . . . . 4-190 Combined Statement of Revenues, Expenses, and Changes in Retained Earnings/Fund Bal- ances . . . . . . . . . . . . . . . . . . . . . . . . . .(FGRCSRE) . . . . . . 4-193 Combining Balance Sheets Report . . . . . . . . . . . .(FGRCBSR) . . . . . . 4-195 Comparative Balance Sheets Report . . . . . . . . . .(FGRCGBS) . . . . . . 4-197 Combining Statement of Revenues, Expenditures and Changes in Fund Balance (FGRCSSR) 4-199 Comparative Statements of Revenues, Expenditures and Changes in Fund Balances (FGRCSCF) . . . . . . . . . . . . . . . . . . . . . . . . . 4-201 Comparative Statements of Revenues, Expenditure s, and Changes in Fund Balances - Budget and Actual . . . . . . . . . . . . . . . . . . . . . . .(FGRCGBA) . . . . . . 4-203 /nxivBanner Finance 8.10 August 2014User GuideContents Statement of Changes in Net Assets Report . . . . . . .(FGRCHFB) . . . . . . 4-205 Statement of Changes in Net Assets Report . . . . . . .(FGRCHNA) . . . . . . 4-208 Close Operating Accounts Process . . . . . . . . . . .(FGRCLOP) . . . . . . 4-211 Cash Receipts Report . . . . . . . . . . . . . . . . . .(FGRCSRP) . . . . . . 4-214 GL/Subsidiary Ledger Control Report . . . . . . . . . .(FGRCTRL) . . . . . . 4-216 Changes in Unrestricted Net Assets Report Statement of Revenues, Expenses, and Other Changes (FGRCUNA) . . . . . . 4-220 End-of-Year Encumbrance Carry Forward Process . . .(FGRENRL) . . . . . . 4-224 Fund/Account Activity Report . . . . . . . . . . . . . .(FGRFAAC) . . . . . . 4-226 Fund Balance Account Report . . . . . . . . . . . . . .(FGRFBAL) . . . . . . . 4-228 Inception to Date Activity Report . . . . . . . . . . . . .(FGRFITD) . . . . . . . 4-229 Fund Hierarchy Report . . . . . . . . . . . . . . . . . .(FGRFNDH) . . . . . . 4-231 Statement of Financial Position Report . . . . . . . . . .(FGRFPSN) . . . . . . 4-233 Balance Forward Processing Report . . . . . . . . . . .(FGRGLRL) . . . . . . 4-235 G/L Transaction Activity Report . . . . . . . . . . . . .(FGRGLTA) . . . . . . . 4-238 Grant Rebuild Process . . . . . . . . . . . . . . . . . .(FGRGRBD) . . . . . . 4-241 Incomplete Document Report . . . . . . . . . . . . . .(FGRIDOC) . . . . . . . 4-243 Journal Voucher Listing Report . . . . . . . . . . . . .(FGRJVLR) . . . . . . . 4-245 Roll Open Labor Encumbrances Process . . . . . . . .(FGRLENC) . . . . . . 4-249 Organization Detail Activity Report . . . . . . . . . . . .(FGRODTA) . . . . . . 4-259 Open Encumbrance Report . . . . . . . . . . . . . . .(FGROPNE) . . . . . . 4-262 Organization Hierarchy Report . . . . . . . . . . . . . .(FGRORGH) . . . . . . 4-267 Program Detail Activity Report . . . . . . . . . . . . . .(FGRPDTA) . . . . . . . 4-269 Pro Rata Allocation Process . . . . . . . . . . . . . . .(FGRPRAP) . . . . . . 4-272 Pro Rata Allocation Report . . . . . . . . . . . . . . . .(FGRPRAR) . . . . . . 4-280 Program Hierarchy Report . . . . . . . . . . . . . . . .(FGRPRGH) . . . . . . 4-287 Statement of Revenues, Expenditures, Other Changes .(FGRREOB) . . . . . . 4-289 Statement of Revenues, Expenditu res, Other Changes .(FGRREOC) . . . . . . 4-293 Statement of Taxes and Rebates Report . . . . . . . . .(FGRTAXR) . . . . . . . 4-297 Trial Balance Report . . . . . . . . . . . . . . . . . . .(FGRTBAL) . . . . . . . 4-303 Trial Balance Exception Report . . . . . . . . . . . . .(FGRTBEX) . . . . . . . 4-309 Due To/Due From Control Report . . . . . . . . . . . .(FGRTOFR) . . . . . . 4-311 Daily Transaction Control Report . . . . . . . . . . . . .(FGRTRNH) . . . . . . 4-313 Transaction Interface Process . . . . . . . . . . . . . .(FGRTRNI) . . . . . . . 4-316 Transaction Error Report . . . . . . . . . . . . . . . . .(FGRTRNR) . . . . . . 4-323 Approval Process . . . . . . . . . . . . . . . . . . . .(FORAPPL) . . . . . . . 4-324 Purchasing and Procurement Module . . . . . . . . . . . . . . . . . . . . . . . 4-325 /nAugust 2014Banner Finance 8.10 xvUser GuideContentsBid Form Print . . . . . . . . . . . . . . . . . . . . . .(FPABIDD) . . . . . . . 4-326 Change Order Form Print . . . . . . . . . . . . . . . .(FPACORD) . . . . . . 4-327 Purchase Order Form Print . . . . . . . . . . . . . . .(FPAPORD) . . . . . . 4-332 Requisition Form Print . . . . . . . . . . . . . . . . . .(FPARQST) . . . . . . . 4-334 PO Batch Close Process . . . . . . . . . . . . . . . . .(FPPPOBC) . . . . . . 4-335 Bid Evaluation Report . . . . . . . . . . . . . . . . . .(FPRBEVL) . . . . . . . 4-340 Delivery Log . . . . . . . . . . . . . . . . . . . . . . .(FPRDELV) . . . . . . . 4-342 Open Purchase Orders Report . . . . . . . . . . . . . .(FPROPNP) . . . . . . 4-343 Open Requisitions Report . . . . . . . . . . . . . . . .(FPROPNR) . . . . . . 4-348 Purchase Order Activity Report . . . . . . . . . . . . .(FPRPURA) . . . . . . 4-350 Receiving & Delivery Report . . . . . . . . . . . . . . .(FPRRCDL) . . . . . . 4-352 PO Receiving Status Report . . . . . . . . . . . . . . .(FPRRCST) . . . . . . 4-354 Vendor Products Catalog Report . . . . . . . . . . . . .(FPRVCAT) . . . . . . . 4-356 Vendor Volumes Report . . . . . . . . . . . . . . . . .(FPRVVOL) . . . . . . . 4-358 Stores Inventory Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-360 Stores Daily Transaction Listing Report . . . . . . . . .(FSRDTLG) . . . . . . . 4-361 Inventory Listing Report . . . . . . . . . . . . . . . . .(FSRINVL) . . . . . . . 4-364 Issue Ticket Report . . . . . . . . . . . . . . . . . . . .(FSRISST) . . . . . . . 4-367 Stores Low Stock Report . . . . . . . . . . . . . . . . .(FSRLWSR) . . . . . . 4-370 Open Stores Requisitions Report . . . . . . . . . . . .(FSROPNR) . . . . . . 4-372 Stores Outstanding Purchases Report . . . . . . . . . .(FSROUTP) . . . . . . 4-374 Physical Inventory Process Report . . . . . . . . . . . .(FSRPHYR) . . . . . . 4-376 Pick List Report . . . . . . . . . . . . . . . . . . . . .(FSRPICK) . . . . . . . 4-378 Physical Inventory Discrepancy Report . . . . . . . . .(FSRPIDR) . . . . . . . 4-381 Physical Inventory Worksheet . . . . . . . . . . . . . .(FSRPIWS) . . . . . . . 4-384 Put List Report . . . . . . . . . . . . . . . . . . . . . .(FSRPUTL) . . . . . . . 4-386 Dock to Stock Exceptions Report . . . . . . . . . . . .(FSRSTEX) . . . . . . . 4-389 Supply Catalog Report . . . . . . . . . . . . . . . . . .(FSRSUPC) . . . . . . 4-391 Research Accounting Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-393 Grant Rebuild Process . . . . . . . . . . . . . . . . . .(FGRGRBD) . . . . . . 4-394 Grant Budget Interface Process . . . . . . . . . . . . .(FRPBINF) . . . . . . . 4-395 Grant Interface Process . . . . . . . . . . . . . . . . .(FRPGINF) . . . . . . . 4-397 Research Accounting Billing Process . . . . . . . . . .(FRRBILL) . . . . . . . 4-399 Research Accounting Billing Reversal Process . . . . .(FRRBREV) . . . . . . 4-405 Deferred Grant Process . . . . . . . . . . . . . . . . .(FRRGRNT) . . . . . . 4-408 /nxviBanner Finance 8.10 August 2014User GuideContents Deferred Grant Purge Process . . . . . . . . . . . . . .(FRRGRNP) . . . . . . 4-412 Research Accounting Report Process . . . . . . . . . .(FRRGRPT) . . . . . . 4-413 Application of Payment Process . . . . . . . . . . . . .(TRRAPPL) . . . . . . . 4-417 Unapplication of Payments Process . . . . . . . . . . .(TRRUNAP) . . . . . . 4-418 Grant Ledger Exception Report . . . . . . . . . . . . .(FGRGLEX) . . . . . . 4-420 Standard 1034 Billing Form . . . . . . . . . . . . . . .(FRR134B) . . . . . . . 4-422 Standard 269 Report Form . . . . . . . . . . . . . . . .(FRR269R) . . . . . . . 4-426 Standard 270 Billing Form . . . . . . . . . . . . . . . .(FRR270B) . . . . . . . 4-430 Standard 272 Billing Form . . . . . . . . . . . . . . . .(FRR272B) . . . . . . . 4-434 Standard 272 Report Form . . . . . . . . . . . . . . . .(FRR272R) . . . . . . . 4-438 Agency Budget Report . . . . . . . . . . . . . . . . . .(FRRABUD) . . . . . . 4-442 Billing Detail Exception Report . . . . . . . . . . . . . .(FRRBDEX) . . . . . . 4-444 Billing Exception Report . . . . . . . . . . . . . . . . .(FRRBEXC) . . . . . . 4-446 Grant Budget Report . . . . . . . . . . . . . . . . . . .(FRRBUDG) . . . . . . 4-449 Canadian Standard Report Form . . . . . . . . . . . . .(FRRCNSF) . . . . . . 4-451 Grant Events Report . . . . . . . . . . . . . . . . . . .(FRREVNG) . . . . . . 4-454 Proposal Events Report . . . . . . . . . . . . . . . . .(FRREVNP) . . . . . . 4-458 Fund Exception Report . . . . . . . . . . . . . . . . . .(FRRFEXC) . . . . . . 4-462 Federal Financial Report . . . . . . . . . . . . . . . . . (FRRFFRR) . . . . . . 4-464 Grant Budget Status Report . . . . . . . . . . . . . . .(FRRGBFY) . . . . . . 4-474 Generic Bill Form . . . . . . . . . . . . . . . . . . . . .(FRRGENB) . . . . . . 4-477 Generic Report Form . . . . . . . . . . . . . . . . . . .(FRRGENR) . . . . . . 4-481 Grant Inception to Date Report . . . . . . . . . . . . . .(FRRGITD) . . . . . . . 4-485 Grant Expenditures Report . . . . . . . . . . . . . . . .(FRRINDC) . . . . . . . 4-488 Grant Billing Preview Report . . . . . . . . . . . . . . .(FRRINVS) . . . . . . . 4-491 Grant/Budget Error Printing . . . . . . . . . . . . . . .(FRRTRNR) . . . . . . 4-493 Grants Aging Analysis Report . . . . . . . . . . . . . .(TRRAGES) . . . . . . 4-494 Collections Report . . . . . . . . . . . . . . . . . . . .(TRRCOLL) . . . . . . . 4-497 Grant Reconciliation Report . . . . . . . . . . . . . . .(TRRRCON) . . . . . . 4-501 Unapplied Payments Listing . . . . . . . . . . . . . . .(TRRUNPL) . . . . . . 4-505 Utilities Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-507 Finance Upload to GURFEED Process . . . . . . . . .(FUPLOAD) . . . . . . 4-508 Student Refund Interface Process . . . . . . . . . . . .(FURAPAY) . . . . . . . 4-515 Finance Feed Sweep Process . . . . . . . . . . . . . .(FURFEED) . . . . . . 4-516 Position Control Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-517 /nAugust 2014Banner Finance 8.10 xvii User GuideContentsBudget Roll Process Report . . . . . . . . . . . . . . .(NBPBROL) . . . . . . 4-518 Budget Maintenance Process . . . . . . . . . . . . . .(NBPBUDM) . . . . . . 4-521 Mass Salary Table Update Report . . . . . . . . . . . .(NBPMASS) . . . . . . 4-526 Budget Worksheet Report . . . . . . . . . . . . . . . .(NBRBWRK) . . . . . . 4-537 Position Class Listing Report . . . . . . . . . . . . . . .(NBRPCLS) . . . . . . 4-542 Position Class Incumbent Report . . . . . . . . . . . .(NBRPINC) . . . . . . . 4-544 Position Report . . . . . . . . . . . . . . . . . . . . . .(NBRPOSN) . . . . . . 4-546 Position Status Exception Report . . . . . . . . . . . .(NBRPSTA) . . . . . . . 4-549 Budget Data Finance Extract . . . . . . . . . . . . . . .(NHPFIN1) . . . . . . . 4-552 Finance Interface Report . . . . . . . . . . . . . . . . .(NHPFIN2) . . . . . . . 4-554 Budget Distribution Report . . . . . . . . . . . . . . . .(NHRBDST) . . . . . . 4-559 Organization Payroll Distribution . . . . . . . . . . . . .(NHRDIST) . . . . . . . 4-581 Effort Certification Report . . . . . . . . . . . . . . . .(NHRECRT) . . . . . . 4-602 Employee Distributions Report . . . . . . . . . . . . . .(NHREDST) . . . . . . 4-619 Employee Payroll Summary by Organization . . . . . .(NHRSDST) . . . . . . 4-628 Archive/Purge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-651 Archive/Purge Process . . . . . . . . . . . . . . . . . .(FOPARCP) . . . . . . 4-652 Restore Process . . . . . . . . . . . . . . . . . . . . .(FOPARCR) . . . . . . 4-660 GASB Report Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-667 Statement of Net Assets - Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . 4-668 Statement of Net Assets - Expanded Workbook . . . . . . . . . . . . . . . . . . . 4-669 Statement of Net Assets - Camera-ready Report . . . . . . . . . . . . . . . . . . . 4-670 Statement of Revenue, Expens es, and Changes in Net Assets . . . . . . . . . . . 4-671 Attributes for Statement of Net Assets . . . . . . . . . . . . . . . . . . . . . . . . . 4-673 Government Wide Stat ement of Net Assets . . . . . . . . . . . . . . . . . . . . . . 4-674 Government Wide Statement of Activities . . . . . . . . . . . . . . . . . . . . . . . 4-675 Governmental Funds Balance Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . 4-676 Governmental Funds Statement of Revenues Expenditures and Changes in Fund Balances 4-677GASB Extract Process At tribute Errors reports . . . . . . . . . . . . . . . . . . . . 4-678 Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .G-1 /nxviii Banner Finance 8.10 August 2014User GuideContents /nAugust 2014 Banner Finance 8.10 1-1User GuideSystem Overview 1System Overview As a processor of financial information at your installation, you are certain to have diverse needs that vary widely. To understand the term financial information, you must do more than maintain your books and financial statements. Although these activities remain critical to the financial condition and stability of your installation, the demand for stra tegic and operational financial information by execu tive management, budget analysts, and departmental end- users is equally important. The Banner Finance System is a system that has both the functionality and flexibility to serve multiple users through a common database of financial informa tion. Banner Finance not only responds to accountin g requirements, but also addresses your need for strategic and operational information. Banner and Oracle give you the advantage of an easy-to-use query language and report writer and also provide direct access to strategic decision-support information. You can easily accomplish Financial Manager ad hoc reporting requirements with the Oracle SQLPlus Utility and through the optiona l FOCUS Express for the Banner product. Overall, the Banner Finance system provides a comprehensive, integrated financial management system that enables you to track, maintain, and process all of your relevant financial data./n1-2Banner Finance 8.10 August 2014User GuideSystem Overview Banner Finance System Flow Diagram Major Features of Banner Finance The Banner Finance System is an online product which utilizes the Oracle Relational Database Management System (RDBMS). Th e Banner Finance System can function as a stand-alone system or integrate with the Banner Human Resources System, the Banner Stores Inventory Banner ARBanner HRFixed Assets Purchasing and Procurement Accounts Receivable Cost Accounting General Accounting Research Accounting Accounts Payable Position Budgeting andControl Budget Development 1421097611538BlanketOrdersandPOs Requisitions Requisitions Requisitions and Valuation POs (Capital Accounts) Invoices (Capital Accounts) Depreciation Invoices, Checks, andDirect Deposits Customers andRefunds Charges and Payments Salary Encumbrances Salaryand Adjustments Originaland Adjusted Budget Project Chargesand Encumbrances Endowment Management /nAugust 2014Banner Finance 8.10 1-3User GuideSystem Overview Financial Aid System, and the Banner Advancement System. This cap ability enables you to access information that already ex ists on any of the other systems. The Banner Finance System is a complete fi nancial information and management system. It delivers the strategic financial data that ex ecutives and business officers need in order to make the right fiscal decisions. It meets GAAP requirements and addresses the latest FASB and GASB positions on depreciation accounting and financial reporting. The system distributes purchasing functions to the Purchasing Department and accounts payable and check processing functions to the Accounts Payable Department. Each module is designed for the department it is to serve. Ellucian delivers full batch and online reporting into your hands. The Banner Finance system includes the following major features: ŁComprehensive Reporting Š You can access numerous standard hard copy reports and online inquiry forms. ŁMenu and Help Forms Š Menu and help fo rms are available to assist you with online documentation, and menu s are available to assist infrequent users. Frequent users can navigate throughout the system in Direct Access which allows you to navigate to any form you choose simply by typing in the form name. ŁOnline Data Entry Š When you enter data in a field, the system checks it for accuracy (that is, the system subjects the data to the appropriate validation test) before the cursor continues to the next fiel d for update. If the system finds an error, an appropriate error message displays and no database update occurs. After you correct the error, the cursor moves to the next field. ŁValidation Forms Š Validation forms exist to standardize the contents of certain fields and control data input. This featur e gives your installation the flexibility to enter values that meet your specific requi rements. You do not need to make any coding changes. ŁMaintenance Forms Š Maintenance forms allow you to enter data with ease and assurance. Use these forms to maintain en tity data and related information for specific purposes. ŁComplete Audit Trail Š The system provide s for tracking data from point of entry through archiving.ŁProcessing Rules Š You can format the pr ocessing rules for your system. This feature requires some coding. ŁUser-defined Security Š The online security system ensures that only authorized users can view and/or update certain (user-specified) data. The security feature accommodates both centralized and decentralized operations. /n1-4Banner Finance 8.10 August 2014User GuideSystem Overview Module DescriptionsThe Banner Finance System meet s the complete system requirements of your installation with the following integrated modules. For Process Flows for select modules, refer to fiProcess Flowsfl on page1-8 .ŁGeneral Ledger ŁFinance Operations ŁStores Inventory ŁPurchasing and Procurement ŁAccounts Payable ŁBudget and Position ControlŁFixed Assets ŁCost Accounting ŁEndowment Management ŁAccounts Receivable ŁResearch Accounting General Ledger The General Ledger is the core module of the Banner Finance Sy stem. It is fully integrated with each of the other subsystems that comprise the Banner Finance System, and maintains both general and subsidiary ledgers to supp ort comprehensive query and reporting capabilities. General Ledger encomp asses fund accounting, chart of accounts, system table maintenance and update, and grants and contract accounting. Finance Operations The Finance Operations module contains a seri es of forms that help you to manage your Banner Finance System. The func tions in this module enable you to specify select global parameters, as well as Access/Approval/S ecurity definitions.Stores Inventory The forms in the Stores Inventory module enable you to manage consumable inventory warehouses. Use this module to maintain one stockroom that issues simple office supplies to departmental users or to maintain mu ltiple warehouse facilit ies which supply the installation as well as external customers. /nAugust 2014Banner Finance 8.10 1-5User GuideSystem Overview Purchasing and Procurement The Purchasing and Procurement module recognizes that purc hasing agents face both on- demand and long term buying decisions. The subsystem provides ti mely and meaningful information to facilitate both decisions. This module also assists in the control of requests and the receipt of goods. The module consists of the following processes: ŁRequests for goods and services ŁOrdering/buying ŁReceiving ŁBids/contracts Accounts Payable Using the Accounts Payable module, you can si gnificantly contribute to the financial well- being of your installation. The timely pa yment of vendor invoices enables you to accurately monitor cash-flow, increase investment earnings, and establish good relationships with vendors. The Accounts Pa yable subsystem is designed to help you achieve each of these goals. Budget and Position Control The Budget and Pos ition Control module facilitates the budget preparation process through integration of human resources inform ation with accounting data. This module includes the following features: ŁPosition authorization and monitoring Š Enables you to bu dget by position, create single and pooled positions, control hiring by established, authorized, and funded positions, budget su pport of unlimited concurre nt jobs/assignments, and highlight vacant, canceled, and over-budgeted positions. ŁPosition budgeting and expenditure control Š Enables you to budget by dollar, define full-time position equivalency, bu dget positions with start and end dates, validate labor distribution against chart of accounts, interface optional monthly/pay period of labor dollars, and budget fringe benefits. ŁPersonnel services budgeting Š Enables you to budget interactive and batch posting of position dollars, budget active and working year definitions, generate multiple methods of an initial budget for th e following year, and budget preparation worksheets. ŁPosition History Š Presents online position history for multiple fiscal years, incumbent history, incumbent name, ID, status, and begin and end dates. ŁReporting Š Enables you to produce reports for staffing of budget summary, roster of approved positions, staff appo intments, position status exceptions, and position control budget. /n1-6Banner Finance 8.10 August 2014User GuideSystem Overview Fixed Assets The Fixed Assets module enables you to establish and maintain a record of your fixed and moveable assets. This module is closely in tegrated with the Payable and Procurement processes to allow you to create intermedia te Origination Tag records automatically. The Procurement interface also includes an auto matic capitalization fe ature that works in conjunction with the system -wide Minimum Asset Value. Another feature of the Fixed Assets module enables you to assign your own property tag by converting an Origination Tag record into a Permanent Tag record. An optional feature of this module allows you to create and main tain depreciation records; you can select from a variety of generally accepted depreciation methods and choose one of several first-year options. Individual financial adjustments can be made to Permanent Tag or Depreciation records; these adjustments originate in the Fixed Asset s module and are synchronized between the Fixed Asset Subsidiary Ledger and the Ge neral Ledger. This module also includes transfer, history, and reporting capabilities to maintain an accurate inventory of the custody and location of your fixed and moveable assets. Cost AccountingThe Cost Accounting module enables you to track, identify, and assign costs that the General Ledger, Purchasing, and Accounts Payable modules generate. This function is useful for responsible accounting purposes as we ll as for maintaining an internal customer service function. The maintenance/facilities staff can also use the Cost Accounting module to track various jobs and projects. Endowment Management The Endowment Management module (EMS) in Banner Finance enables you to create and maintain unitized pools of endowment or sim ilar funds. These funds consist of monetary gifts received by an institution and/or internal transfers of r esources within an institution. On a periodic basis, you can conver t gifts and internal transfers into units, or shares, in a pool. You can also link endowment funds to spenda ble income funds and record donor-imposed restrictions on spendable income. Then, on a periodic basis, you can distribute the following.ŁSpendable income ŁRealized gains and losses (trading activity) ŁUnrealized gains and losse s (market fluctuations)ŁSpending formula variance (the differen ce between total income earned by a unitized pool and distributed spendable income) /nAugust 2014Banner Finance 8.10 1-7User GuideSystem Overview For detailed information about Endo wment Management, refer to the Banner Endowment Management Handbook .Accounts Receivable For detailed information about Acco unts Receivable, refer to the Banner Accounts Receivable User Guide.Research Accounting The Research Accounting module includes th e maintenance and va lidation forms which enable you to create values used in cost shar ing and indirect cost ca lculations. These forms also permit you to enter sponso r account codes to cross refe rence to institution accounts for budget display purposes. The Research Accounting module also includes a Proposals component which is primarily used by researchers and research administrators as a maintenance and tracking tool. Users can enter specific information such as key pers onnel, agency contact and address, budgets, and indirect cost and cost sharing elements. Research Accounting Proposals is designed to interrelate with the Grants module so that valuable information may be brought forward to a grant if the proposal is awarded. Procedures This manual contains a fiProcessingfl chapter (Chapter 2) detai ling the steps you must take to run the valid processes in each of the modules. Forms Detailed forms information is provided in online help. /n1-8Banner Finance 8.10 August 2014User GuideSystem Overview Process Flows General Ledger Journal Document Standard/ User Edits Encumbrance Document Unapproved Documents Fund Availability Check Transaction HistoryFiles Post Document Overrride Fund Availability General/ Operating Ledger Encumbrance Ledger Completed/ Approved Document NoUpdate Update Update Yes Yes Yes Yes NoNoNo/nAugust 2014Banner Finance 8.10 1-9User GuideSystem Overview Stores Inventory Commodity Master IsStock Invoiced Yet? Create Inventory Master Stock Locations DocktoStock Exceptions Detail Create Transfer Document IssueTicket Detail Procurement Requisitionfor StockApproved Decrease StockNot InvoicedQty RevalueStock Costwith difference PurchaseOrder forStock Approved ReceiptofStock intoDockfor WarehouseLocs Transaction History Ledger Update Stocknot InvoicedQty General Ledger Operating Account Ledger CreateStores RequestDocument &Approve PickList Detail Encumbrance Ledger InvoiceStock PurchaseOrder andApprove Post documents ValueStock Costwith INVCost Value StockCost withPOCost UpdateStock Reserved Quantity CreateLow StockRecord Create Adjustmentsto QuantityorCost Document CreateStores IssueDocument IsStock belowreorder? IsInv costdifferent fromPO? Yes NoYes Yes No/n1-10 Banner Finance 8.10 August 2014User GuideSystem Overview Purchasing and Procurement Agreements Are therechanges tomaketo thePO? Yes NoReceiving Delivery Change Purchase Order Isthis Purchase tobe Bid? Assign PurchaseOrder PurchaseRequest RushOrder Create Bids AssignBidders BidHeader Information Vendor Products BidAward Assign Buyer BidEntry Yes NoCreate Purchase Information /nAugust 2014Banner Finance 8.10 1-11 User GuideSystem Overview Accounts Payable Currency Conversion Fund Availability Check Arethere other approvers? Purchase Order Vendor Receiving CreateInvoice Document Encumbrance Ledger Special Methods Post Document General/ Operating Ledgers Unapproved documents Approval Process Transaction Historyfiles Vendor History Post Checks 1099Ledger Online/Batch Checks OpenInvoice Document NoYesUpdate Yes NoUpdate Update /n1-12 Banner Finance 8.10 August 2014User GuideSystem Overview Budget and Position Control Operating Budget Maintenance Phase Closed Standard/ User Edits Standard/ User Edits Complete Approve Document Transaction History Ledger Budget Phase Records ApplyMass Changes Budget Maintenance Document Load/Roll Budgetsfrom Operating/Phases PostDocuments Operating Account Ledger Distribute Budgets Available Balance Ledger Create Budget Requests RollBudgetsto OperatingLedger Unapproved Documents Yes NoNoNoNoYes Yes /nAugust 2014Banner Finance 8.10 1-13 User GuideSystem Overview Fixed Assets Create Depreciation Data Creationof Origination /Document Tags Convert/ Maintain AssetMaster Transfer Asset Depreciation Process Operating Ledger General Ledger Receiving Depreciation Method Posting Posting Adjustments toAssetMaster Transaction HistoryLedger (TransactionHistory Ledger,GeneralLedger, OperatingLedger) Documents: Invoices,JVs,DirectCash Receipts,StoresIssues /n1-14 Banner Finance 8.10 August 2014User GuideSystem Overview Cost Accounting Project Data Standard Edits Operating Account Ledger Customers Labor Rates Material Rates Billing Detail Inventory Rates CreateProject CostData BatchRate Development Project Billing Update Ratesas above CostTypes Equipment Rates /nAugust 2014Banner Finance 8.10 1-15 User GuideSystem Overview Endowment Management Report SetupUserDefined EndowmentData FNVSDAT Giftstobe Unitized FNBUNTDtable Distribution History FNBDSTHtable SetupSpendable IncomeRates FNMUCTR Endowment FundsUnits FNRUNITtable GeneralLedger FGBGENL OperatingLedger FGBOPAL JournalVoucher (FGAJVCD)/Gifts fromAlumni Temporary table FNTUNTZ CreatePoolCode FNMPOOL Endowment UnitizationHistory FNBUNTHtable CreateEndowment FundCodes FNMENDW SetupMarket Value (FNMUCTR) Report PrincipalFund ActivityReport FNRPRNC Spendable EndowmentFund SummaryReport FNRSPNC EndowmentFund HistoryReport FNRHIST FGRTRNI &Posting Distribution ProcessesFNPSPND /FNPGAIN Unitization FNPUNTZ Posting Reports /n1-16 Banner Finance 8.10 August 2014User GuideSystem Overview Accounts Receivable Person/Account Maintenance AgingAnalysis Calculate Credits Produce Invoice/Bill Billing Messages Cashiering Application ofPayments Miscellaneous Transactions Accounting Feed Payments Charges Update Account Currency Conversion /nAugust 2014Banner Finance 8.10 1-17 User GuideSystem Overview Research Accounting AgencyInfo. FTMAGCY GrantInfo. FRAGRNT PersonnelInfo. FOAIDEN EventInfo. FRVEVNT BasisCodes FTMBASI Grant BudgetInfo. FRABUDG Rollto Ledgers CFDA FRVCFDA IndirectCostCodes FTMINDR FTMINDA FTMINDD CostShareCodes FTMCSTR FTMCSTA FTMCSTD SponsorAccount CodeCreation FRVSACT Institution/Sponsor Account Maintenance FRVISAC (R)=Required (O)=Optional (O) (O) (O) (O) (O) FRAPROP ProposalTracking Elements FTMSDAT Grant BudgetTotals FRIBUDG (O) (O) /n1-18 Banner Finance 8.10 August 2014User GuideSystem Overview /nAugust 2014 Banner Finance 8.10 2-1User GuideProcessing2Processing This chapter contains procedures and proc essing information for the Banner Finance System. Follow these procedures to run the Ba nner Finance System and to process your financial data.The procedures are divided into sections acco rding to their respective module and/or component. For instance, the fiEntering Receipt of Goodsfl procedure appears under the fiReceiving Processingfl heading. This chapter also contains Banner Finance feature overviews which summarize important conceptual information. Read these sections for a general understa nding of the respective Banner Finance modules and the func tions you can control within them. SecurityOne of the initial procedural tasks you perform in Banner Finance should be to set up your security parameters for your system. This section offers an overview on the security capabilities that your system offers. The system provides security on three levels: ŁOracle Security provides database security features and auditing capabilities. ŁBanner Security provides form, report, and process level security across Banner applications. ŁBanner Finance System Security enables you to establish security by user IDs, rule groups and rule classes, forms and process for rule groups, fund and fund types, and organizations. Oracle Security There are three principal aspects of the Oracle security system: ŁPassword Security Š The database administrator (DBA) identifies each Oracle user to the system. The DBA also assigns an initial password to each user. Oracle provides further protection for user passwords by providing an optional non-display field for password entry duri ng logon. This prevents unauthorized users from reading your password on the screen as you log on. ŁData Access Security Š Oracle's security facilities en able the DBA or data creator to define other users' access rights to the data. /n2-2Banner Finance 8.10 August 2014User GuideProcessingŁSecurity Auditing Š The Oracle auditing facility mo nitors the use of tables and views. This facility also tracks a variety of other user activities. Refer to your Oracle manuals for mo re information about these functions. Banner SecurityWhen setting up security at your site, use the Security Maintenance Form (GSASECR). User IDs and Pr ocessing SecurityBefore establishing security in the Banner Fi nance System, you need to establish security for your users in the Banner General System. 1.Navigate to the Security Maintenance Form (GSASECR). Use GSASECR to define processing level security for User IDs. 2.To begin establishing security, enter the current user ID in the Key Information. Select Next Block. You must specify every form, report, process, and executable job when you establish security for a user ID. Use the Include and Exclude fields in copy mode. 3.Forms, reports, processes, executable job id entifiers, and type indicators display in the Process Information. Change the Type indicator to Q (Query), M (Maintenance), or E (Execute) for forms. Change the Type indicator to E (Executable), F (Form), R (Report), or P (Process) for reports, processes, and executable jobs. 4.Change the Access indicator to Q (Query), M (Maintenance), or E (Execute) for forms, reports, processes, or executable jobs. Click or select Save.Copy to User Feature Use GSASECR to copy process level security de finitions from one user ID to another user ID.1.Enter the user ID whose security de finition you wish to copy in the Current User field. Select Next Item. 2.Specify processes this user may access in the Include field. Copy mode enables you to enter FG% to include all Banner Finance General Ledger module processes, executable jobs, and reports. 3.Populate the Type field to support the include data. Valid entries are A (All), E (Executable), F (Form), R (Report), and P (Process). 4.Enter the user ID you wish to update in the Copy to User field./nAugust 2014Banner Finance 8.10 2-3User GuideProcessing5.Specify processes this user ID should not access by populating the Exclude field. Select Insert Record. Select Next Block. 6.Forms, reports, processes, executable job id entifiers, and type indicators display in the Process Information. Change the Type indicator to Q (Query), M (Maintenance), or E (Execute) for forms. Change the Type indicator to E (Executable), F (Form), R (Report), or P (Process) for reports, processes, and executable jobs. 7.Change the Access indicator to Q (Query), M (Maintenance), or E (Execute) for forms, reports, processes, or executable jobs. Click or select Save.Delete Processes Use the Include and Exclude fields on GSASECR to delete processes from user IDs defined to the database. To do this, perform the following steps: 1.Enter the user ID in the Current User field. 2.Select Next Item. 3.Populate the Include field with those processes you wish to delete. 4.Populate the Exclude field with those processes you wish to keep. 5.Delete the record. 6.Select Save.To delete single records, populate the Current User and Include fields and select Remove. Select Insert Record (copy mode) in the Copy to User feature. For additional information ab out GSASECR, refer to the Banner General Security Administration Handbook. Banner Finance System SecurityWhen setting up security at your site, use th e following Banner Finance System Security forms:ŁSystem Control Mainte nance Form (FOASYSC) ŁUser Profile Maintenance Form (FOMPROF) ŁRule Group/Rule Class Security Maintenance Form (FOMRGRC) ŁRule Group Security Main tenance Form (FOMUSRG) ŁForm/Process To Rule Group Maintenance Form (FOMPRRG)/n2-4Banner Finance 8.10 August 2014User GuideProcessingŁFund/Fund Type Security Maintenance Form (FOMUSFN) ŁOrganization Security Maintenance Form (FOMUSOR) Populate the following required indicat ors according to site specifications. 1.Open the System Control Ma intenance Form (FOASYSC). 2.Check the Rule Class Security indicator and the Fund and Organization Security indicator on this form to in voke security at the Rule Class level and the Fund/Org level. 3.Select the check box labelled Self Service Budget Development to enable the Self-Service Budget Development pages and the Fund/Organization security for these pages. 4.Select the Self Service Budget Development History check box to enable creation of Budget Development History records th at include deleted rows. For additional information, refer to the Banner Finance Self-Service User Guide .There is no check box to turn off self-ser vice budget development fund/org security. To effectively disable it, you can elect to give all users master access in the Self Service Budget Access window on FOMPROF. Fund/Organizati on SecurityOnce you have completed assigning User ID and processing level security, open the User Profile Maintenance Form (FOMPROF). FOMPROF enables you to establish fund/ organization security for user IDs. 1.Enter a valid User ID in the Key Information and select Next Block. The descriptive user name displays. The ID you enter must already exist in the database. Select Next Block. 2.Enter the user™s primary chart of accounts for which security is being established in the COA field. This is a required field. 3.Use the drop-down lists to populate the Master Fund and Master Organization fields for this user ID. Establish the user ID as having no authority, query only authority, posting authority, or both posting and query authority for the Master Fund and Master Organization .If you populate the Master Fund and Master Orgn fields, you do not have to define Funds and Organizations on the Fund/Fty p Security Maintena nce Form (FOMUSFN) and the Organization Security Maintenance Form (FOMUSOR ) since this user ID has access to every fund and organization. You do not have to populate the Master Fund and Master Orgn fields if you uncheck the Fund/Orgn Security Indicator on FOASYSC. /nAugust 2014Banner Finance 8.10 2-5User GuideProcessing4.Enter a Budget ID to associate this user ID with a budget. This field is optional but is useful in establishing budget processing security. 5.Check the NSF Override check box to give the user ID the authority to override in situations where funds are in sufficient for a document or transaction. Uncheck the check box to withhold this authority. 6.To enable user access to Self-Service Budget Development, select the Self Service Access check box. When Budget Development is selected, two other drop-down lists become active. Use the Budget Master Fund drop-down list to specify user access to funds and the Budget Master Organization drop-down list to establish user access to organizations. Choices include No Author ity (default value), Query Authority, and Both-Query & Posting. The Invoice and Receiving fields on this form are op tional for security purposes but are very useful for transaction pr ocessing. For additional informa tion about this form, please refer to the online help. Rule Group Security Open the Rule Group/Rule Class Security Maintenance Form (FOMRGRC). Use this form to associate rule classes to rule groups. 1.Select Enter Query when this form displays. Enter the Rule Group code. You may click the Rule Group button or select List to access a rule group list window. Execute the query. The descriptive name displays. Select Next Block. 2.Use the Rule Classes Information to enter rule classes associated with the rule group. The rule classes must exist in the database before you enter them on this form. Use the Rules Maintenance Form (FTMRUCL) to enter rule classes into the system. 3.Click or select Save to add the rule class to the rule group. New Rule Group Feature 1.Select FOMRGRC from the Financial Sy stem Security Menu (FINSECR). 2.Enter a rule group in the Rule Group field. Select Next Item. 3.Enter the rule group from which you wa nt to copy rule classes in the Copy From Rule Group field.4.Select Next Block copy the rule classes into the new rule group. /n2-6Banner Finance 8.10 August 2014User GuideProcessing5.Enter the descriptive name of the new rule group in the Description field and select Next Block. 6.Associate the desired rule classes with th e rule group being established. Click the Rule Class button or select List to access a list of rule classes. Enter additional rule classes for this rule group if required. Select Save.To delete single records fr om FOMRGRC, populate the Rule Group field and select Next Block to display the rule classes. Go to the desired record and select Remove. User ID / Rule Group Security 1.Open the Rule Group Security Main tenance Form (FOMUSRG). Enter the User ID for which you are establishing rule group security. Select Next Block. The data that appears in th e Security Information identif ies rule groups associated with the current user ID. Use this informatio n to associate rule groups to the user ID. 2.Enter the desired rule groups in the Rule Group field. Click the Rule Group button or select List to access a rule group list window. From this window you may select the rule group code you wish to display on FOMUSRG. Rule groups must exist in the system before they are entered on this form. Select Save.NoteUse the Rule Group/Rule Class Secu rity Maintenance Form (FOMRGRC) to associate rule classes with rule groups. To delete single records fro m FOMUSRG, populate the User ID field and select Next Block to display the rule groups. Go to th e desired record and select Remove Record. Click or select Save.New User ID Feature 1.Enter the user ID from which you wa nt to copy rule groups in the User ID field. A button and List are available.2.Select Next Item to go to the Copy User ID field. Enter the user ID to which you want to copy the rule groups. Select Insert Record. Select Next Block. Rule groups associated with the current user display in the Security Information. The user ID you entered in the Copy User ID field now displays in the User ID field. 3.Add or delete rule groups accordin g to site policy. Click or select Save./nAugust 2014Banner Finance 8.10 2-7User GuideProcessingForm and Process Level Security Use the Form/Process to Rule Group Main tenance Form (FOMPRRG) to establish a security link from forms, reports, and processes to rule groups. 1.Enter the form, report, process, or executable job name for which you are establishing security in the Form/Process field. Select Next Block. 2.The rule groups display in the Security In formation supporting form or process level processing. Use the Security Information to ass ociate rule groups w ith forms, reports, and processes. Rule groups must exist in the system before entry on this form. List is available from the Rule Group field if you want to select a rule group from a list window. Select Next Item to displa y the rule group title in the Title field. Click or select Save.Warning The system disables you from posting transactions if you do not associate the required rule groups with forms and processes, so delete records with care.Use the Rule Group/Rule Class Security Maintenance Form (FOMRGRC) to enter rule groups into the Banner Finance System. 3.To delete single records, populate the Form/Process field and select Next Block to display the rule groups. Go to the desired record and select Remove Record. Click or select Save .Form and Process Copy Feature 1.Enter the name of the form or process from which you want to copy rule groups in the Form/Process field. Select Next Item. 2.Enter the form or process na me to which you want to co py the rule groups in the New Form/Process field. Click or select Copy to copy the rule grou ps into the new form or process. 3.Select Next Block to add more rule groups to the form or process. A button and List are available in the Rule Group field. Add or delete rule groups according to site policy. Click or select Save./n2-8Banner Finance 8.10 August 2014User GuideProcessingFund and Fund Type Level Security Use the Fund/Fund Type Security Maintenanc e Form (FOMUSFN) to establish a security link between funds and fund types accessible to user IDs. 1.Enter the User ID for which you are establishing fund and fund type security. Select Next Block. 2.Enter the charts of accounts, fund types, and funds to which this user has access. A button and List is available in the COA, Fund Type , and Fund fields. Do not populate fund and fund type to the same record. Use multiple records. If Self-Service Budget Development is enabled, enter the highest-level Fund Type or Fund code for this user and select th e allowable level of access from the Self Service Budget Access drop-down list. Options include None (default value), Query (view), and Query&Posting .NoteFor you to have query access in Budget Development Self-Service, you must have at least query access in Banner Finance fund/org security. 3.Use the drop-down list to populate the Access field. This field establishes the user ID entered in the Key Information as having posting, query, or both posting and query access. Click or select Save.Copy From Existing User Feature 1.Enter the User ID to which you want to copy fund and fund types. User IDs must exist in the system before entry on this form. Enter user IDs on the User Profile Maintenance Form (FOMPROF). 2.Enter the established user ID from which you want to copy fund/fund type designations in the Copy from User ID field 3.Use the Include fields (Include COA Code , Include Fund Type , and Include Fund ) to designate funds and fund types that you want the system to copy to the new user. Use the Exclude fields ( Exclude COA Code , Exclude Fund Type , and Exclude Fund ) to designate funds and fund types that you do not want the system to copy to the new user. You may use wildcard characters along with partial values to include or exclude data when you execute the copy function for a user ID. For example, enter 1% in the Include Fund Type field to copy all fund types that begin with 1. 4.Select Insert Record to copy the charts of accounts, fund types, and funds into the new user ID. /nAugust 2014Banner Finance 8.10 2-9User GuideProcessing5.The charts of accounts, fund types, funds, and fund titles associated with the user ID appear in the Security Information. Select Next Block to add more charts of accounts, funds, and fund types to the user ID. 6.Use the drop-down list to populate the Access field. This field establishes the user ID as having posting, query, or both posting and query access. Click or select Save.Remove Record Functionality You may select Remove Record from the Security Information. To remove records using the Include and Exclude fields, enter data in the following manner: ŁEnter data in the Include fields that you wish to in clude in the delete function (delete these records). ŁEnter data in the Exclude fields that you wish to exclude from the delete function (keep these records). Organization Level Security Use the Organization Security Maintenan ce Form (FOMUSOR) to establish a security link between organizations accessible to user IDs. 1.Enter the User ID for which you wish to establish organization security. Select Next Block. 2.Enter the chart of accounts and organizatio n codes to which this user has access. A button and List are available from the COA and Organization fields. If Self-Service Budget Development is enab led, enter the highest-level organization code for this user and select the level of access from the Self Service Budget Access drop-down list. The access level you select here applies to all children (also referred to as successors) in the hierarchy of this orga nization. Options include: None (default value), Query; and Query&Posting. For you to have access in Budget Development Self-Service, you must have at least query access in Banner Finance fund/org security. 3.Use the drop-down list to populate the Access field. This field establishes the user ID as having posting, query, or both posting and query access. Click or select Save./n2-10 Banner Finance 8.10 August 2014User GuideProcessingNew User Feature Enter a user ID in the User ID field and another established user ID in the Copy from User ID field to which you want to copy organizations. 1.Enter the User ID to which you want to copy organi zation codes. User IDs must exist in the system before entry on this fo rm. Enter user IDs on the User Profile Maintenance Form (FOMPROF). 2.Enter the established user ID from which you want to copy organization codes in the Copy from User ID field 3.Use the Include fields (Include COA Code and Include Organization ) to designate chart of accounts and organization codes that you want the system to copy to the new user. Use the Exclude fields (Exclude COA Code and Exclude Organization ) to designate chart of accounts and organization codes that you do not want the system to copy to the new user. You may use wildcard characters along with partial values to include or exclude data when you execute the copy function for a user ID. For example, enter 1% in the Include Organization field to copy all organiza tions that begin with 1. 4.Select Insert Record to copy the charts of accounts and organizations into the new user ID. 5.The charts of accounts, organizations, and organization titles associated with the user ID appear in the Security Information. Select Next Block to add more organizations to the user ID. 6.Use the drop-down list to populate the Access field. This field establishes the user ID as having posting, query, or both posting and query access. Click or select Save.Remove Record Functionality You may select Remove Record from the Security Information. To remove records using the Include and Exclude fields, enter data in the following manner: ŁEnter data in the Include fields that you wish to in clude in the delete function (delete these records). ŁEnter data in the Exclude fields that you wish to exclude from the delete function (keep these records). /nAugust 2014Banner Finance 8.10 2-11 User GuideProcessingGeneral Ledger Elements of the FOAPAL String The FOAPAL is made up of the Fund (F), Organization (O), Account (A), Program (P), Activity (A), and Location (L) codes. The Fund, Organization, Account and Program codes are the primary chart of accounts elem ents used for classification, budgeting, recording, and/or reporting. The Activity and Location codes are used to provide more specific performance-related detail for transa ctions. These codes are not designed to accommodate budgeting purposes. A detailed description of each FOAPAL element follows: ŁThe Fund Code is the user-assigned alphabetic /numeric designation for a fiscal and accounting entity with a self-balancing set of accounts in which transactions are recorded and segregated to carry on specific activities or attain ce rtain objectives in accordance with the prevailing regula tions, restrictions, or limitations. Examples of Fund Codes are: 1001 - Current Unrestricted Fund, 4010 - Sponsored Student Loan Fund, 6101 - Fuller Architecture Program Endowment Fund, etc. ŁThe Organization Code is the user-assigned alph abetic/numeric designation for departmental/budgetary subd ivisions within the larger entity, taken as a whole. Examples of Organization Codes are: 1101 - Dean of Behavioral Sciences, 2500 - School of Engineering, 12105B - Business Office, etc. ŁThe Account Code is the user-assigned alph abetic/numeric designation for individual asset, liability, equity, revenue, expenditure and/or transfer account classifications. Examples of Account Codes are: 11001 - Demand Cash, 2101 - Accounts Payable, 3501 - Fund Balance, 51003 - Tuition, 6010 - Regular Full Time Salaries, etc. ŁThe Program Code is the user-assigned alphabetic/numeric designation for group activities, operations or other units directed to attaining specific purposes or objectives. Examples of Program Codes are 101 - Academic Support, 2700 - Student Services, 8100 - Research, etc. ŁThe Activity Code is the user-assigned al phabetic/numeric designation for temporary units of work, subsidiary func tional classifications, or short duration projects. Examples of Activity Codes are: 3215 - Repair to Student Union Lobby Floor, A117 - Bookstore Van # 17, 5432 - Computer Lab Printer Ribbon Recycling, etc. /n2-12 Banner Finance 8.10 August 2014User GuideProcessingŁThe Location Code is the user-assigned alph abetic/numeric designation for physical places or sites. This is primar ily used with, but not limited to, the Fixed Asset module. Examples of Location Codes are: 7651A - Controller™s Office, 4100 - Athletic Department Offices, 1100 - Sciences Building, etc. Recommended Order for Ch art of Accounts Setup This is the recommended order of forms for setting up a chart of accounts. 1.Chart of Accounts Maintenance Form (FTMCOAS) 2.System Control Fiscal Year Set-Up Form (FTMFSYR) 3.System Data Maintenance Form (FTMSDAT) 4.Account Type Code Maintenance Form (FTMATYP) 5.Account Code Maintenance Form (FTMACCT) 6.Currency Code Mainte nance Form (GUACURR) 7.Installation Control Form (GUAINST) 8.Control Account Mainte nance Form (FTMACTL) 9.Fund Type Maintenance Form (FTMFTYP) 10. Fund Code Maintenance Form (FTMFUND) 11. Identification Form (FOAIDEN) 12. Bank Code Rule Form (GXRBANK)13. Program Code Maintenance Form (FTMPROG) 14. Activity Code Maintenance Form (FTMACTV) 15. Location Code Maintenance Form (FTMLOCN) 16. Organization Code Maintenance Form (FTMORGN) 17. Agency Code Maintenance Form (FTMAGCY) 18. Account Index Code Maintenance Form (FTMACCI) 19. Financial Manager Maintenance Form (FTMFMGR) /nAugust 2014Banner Finance 8.10 2-13 User GuideProcessingCreating a Chart of Accounts Record Establish a separate Chart of Accounts reco rd for each installation requiring a set of financial reports. The following areas are im portant to understand when you are working with the Chart of Accounts Co de Maintenance Form (FTMCOAS). Main Window ŁUse a future Effective Date. Some accounts must be se t up after you establish the Chart of Accounts record. Once you esta blish the accounts, enter them into the Chart of Accounts record.ŁThe Interfund Due To Account and the Interfund Due From Account can be the same account. When performin g interfund accounting transactions, the system will look for these values on the Chart of A ccounts record. Therefore, these accounts should be set up prior to the Effective Date (as defined in Step 1) and added to this record.ŁThe Require Sets of Attribute Types check boxes enable you to associate Attribute Sets rather than individual Attribute Values with a specific type of FOAPAL element (fund, organi zation, account, program, activity, or location) in this chart of accounts. For each FOAPAL type checked, the FOAPAL Attribute Association Form (FTMFATA) will link attr ibute sets to codes of that type. If unchecked, FTMFATA will link individual a ttribute values to codes of that type. ŁThe Budget Control Information manages available balance checking when performing accounting trans actions. Non-sufficient funds checking can be performed on any combination of Fund, Organization , Account , or Program .ŁControl Severity refers to the system res ponse to an NSF condition. A severity of E (Error) will stop the transaction from progressing. When this condition occurs, an authorized user must either override the budget checking or establish sufficient budget. A severity of W (Warning) notifies the user of the NSF condition but allows the transaction. These values can be altered at th e fund type or fund code level, thereby permitting different budget ch ecking policies to be enforced at different levels. /n2-14 Banner Finance 8.10 August 2014User GuideProcessingParameters Window You can alter these parameters at the fund type level. ŁThe Fund Balance Account is used for the closing entr ies. As with the interfund accounts, it must be established prior to the Chart Effective Date and added back in.ŁThe Accounts Payable Accrual Account is used if cash is disbursed in the accrual period against a prior period expense accoun t. Cash in the current fiscal year will be credited and offset by a debit to current year A/P accrual. The prior year expenses will be debited and offset by a cr edit to prior year A/P accrual. As with Steps 2 and 4, this account must be esta blished prior to the Chart Effective Date and added back in. ŁThe Accounts Payable Accrual Account is used for cash receipts against prior year revenue during the accrual period. C ash in the current fiscal year will be debited and offset by a credit to current year A/R accrual. The prior year revenue will be credited and offset by a debit to prio r year A/R accrual. As with Steps 2, 4, and 5, this account must be established pr ior to the Chart Eff ective Date and added back in. The Close OP Ledger Code is J001.ŁThe Encumbrance parameters define the budget policy for those encumbrances which are rolled forward into the next fiscal year. The Encumbrance Parameters Rule Code is E090, Year End Encumbrance Roll. ŁAn entry of C (Committed) in the Commit Type field indicates that the encumbrance will be treated in a separate line having been rolled from the prior year. Its balance is reflecte d in the Prior Year Encumbrance Control account in the current year. An entry of U (Uncommitted) in the Commit Type field indicates that the encumbrance rolls into the curre nt year with no distinctio n to indicate that it rolled from the prior year. The Encu mbrance Control account in the current year reflects the balance. ŁThe Budget Roll field allows you to specify whether and how to roll the budget associated with the encumbrance. If the Commit Type is C, this value must be Y (Yes). That is, if the encumbrance is being distinguished as rollin g from the prior year, it must come into the current year with its own budget. If the Commit Type is U, the Budget Roll parameter may equal Y (Yes) or N (No), depending on site policies. ŁBudget Disposition specifies what happens to remaining budget if the site liquidates a rolled encumbrance in the curre nt year for less than the encumbrance amount. ŁIf the Commit Type is U (Uncommitted), the Budget Disposition field must be U (Unrestricted). When an Uncommitted encumbrance rolls from the /nAugust 2014Banner Finance 8.10 2-15 User GuideProcessingprior year and the site liquidates it for less than the encumbered amount, the remaining budget is available for use in the current year. ŁIf the Commit Type is C (Committed), the Budget Disposition can be U (Unrestricted), R (Restricted), or N (No Action). The U (Unrestricted) option works the same for a C (Committed) encumbrance as for an encumbrance that is U (Uncommitted). ŁIf the Budget Disposition is R (Restricted), any remaining amount after your site liquidates a C (Committed) encumbrance is not available for the current year's use. The system reclassifies the amount to an appropriate account. To take advantage of this option, estab lish a contingency account (typically a Fund Balance type), and enter it as a posting modifier on the INEI (Invoice with Encumbrance) rule class. ŁIf encumbrances are being rolled C (Committed), you may specify N (No Action) in the Budget Disposition field. As with R (Restricted), any remaining budget dollars w ill not be available for use in the current year, but the dollars will remain as restricted bu dget for the line item rather than reclassified to another account. ŁThe Percent field allows you to specify a portion of the budget to roll with the encumbrances. However, th is percentage must be 100% when the encumbrances are being rolled C (Committed). ŁThe Budget Carry Forward Parameters refer to rema ining balance or unspent budget dollars at the end of the fiscal year. The Budget Carry Forward Rule Code is J020 (Budget Carry Forward Journal). ŁBudget Type refers to T (Temporary) or P (Permanent) budgets. ŁBudget Class refers to O (Original) or A (Adjusted) budget. ŁThe Percent field is used to apply a percenta ge as with encumbrance budgets. Any budget which rolls will roll into the same line item in the new fiscal year. Use the Document Roll paramete rs to specify which types of encumbrances will roll at year end. The system allows you to ro ll the following typ es of encumbrances: Encumbrances , Purchase Orders , Memo Reservations , Requisitions, Labor Encumbrances , and Work Orders . To roll an encumbrance type, check the corresponding box. Alternatives for Cash Ac counts and Bank FundsThe Bank Fund is a special fund created to sh ow the total cash for the installation and the breakdown of where that cash is deposited. By setting up different banks using the Bank Code Maintenance Form (GXRBANK), you can define the relationships of the cash and cash interfund accounts. This process permits individual cash balances by fund and enables you to see the entity 's cash position in total. /n2-16 Banner Finance 8.10 August 2014User GuideProcessingDetermining the Cash A ccounting Relationships The cash and cash interfund accounts can be set up differently according to your installation™s needs. ŁUsing one cash account and multiple cash inte rfund accounts sh ows each fund's cash balance by bank, while the system carries the total cash balance for the installation to the cash account in the bank fund. ŁMultiple cash accounts with one cash interfund account will show each fund's claim on the total cash pool as reflected in the cash interfund account in the bank fund. An advantage of this method is that it en ables the installation to maintain additional banks in the bank fund that represent extern al cash transfers, such as transfers to the State treasurer. The system does not re quire you to reflect these transfers within any funds other than the bank fund. Establishing the Cash Accounting Relationships Steps 2 through 5 below are an integral part of building the Chart of Accounts. 1.Determine the following: ŁCash account and cash interfund numbers ŁBank IDs (for example, FIRST for First National) ŁBank code numbers 2.Establish the cash and cash interfund acco unts on the Account Code Maintenance Form (FTMACCT).3.(Optional ) Establish Bank Fund type on the Fund Type Maintenance Form (FTMFTYP). The Bank Fund can either have its own fund type or it can be a separate fund code within the current unrestricted fund type. 4.Establish the Bank Fund on the Fund Code Maintenance Form (FTMFUND). 5.Establish the banks on the Bank Co de Maintenance Form (GXRBANK). External Cash Š Receip ts and Disbursements You may set up a default bank for each fund record. For any given cash entry, you may override the default. The relationship of cash and cash interfund accounts as identified in the bank table allows th e system to post cash to the cash or cash interfund accounts as appropriate within the input fund(s) and to the Bank Fund./nAugust 2014Banner Finance 8.10 2-17 User GuideProcessingInternal Cash Š Interfund Transfers Transferring cash betw een funds will post offsets to the Due To/Due From account and transfer cash between the banks in the bank fund, if appropriate. If you are using the multiple cash accounts method, you can perform transfers within the bank fund to reflect transfers of bank balances. Cash Accounts In Foreign Currency Whenever you enter a foreign currency with in the procurement processes, the system automatically calculates the converted amount for use in available balance checking and posting. Use a simple journal en try in the bank fund to record the purchase of the foreign currency itself. We recommend using the routine JE15 Rule Class. Enter a credit entry to the cash account in the bank fund used to pur chase the foreign currency; debit the cash account used for maintaining the balance of the specific fo reign currency (referenced on the Currency Code Maintenanc e Form, GUACURR); debit/cred it the difference to the exchange account (also referenced on GUACURR). Budget Entries Only to Pool Accounts The system enables you to make budget entri es only to account code s designated as pool accounts. This restricts non-budg et entries to pool accounts. Banner Finance controls this restriction through a data entry indicator valu e entered on the Accounts Code Maintenance Form (FTMACCT).Use the drop-down list to populate the Data Entry indicator field on FTMACCT. If you select BUDGET from this drop-down list, the system allows only budget entries against this account. The system cannot post non-budg et entries to pool accounts and treats these accounts as non-data enterable. The system determines a budget entry by the process codes that make up the rule class code. If a transaction rule class code contains any of the following process codes: O010, O011 , O020, or O021, then the system recognizes the ru le class as a budget entry, allowing the transaction against the account ma rked with the data entry indicator BUDGET . If the transaction rule class code does not contain on e of these process codes, then the system treats the account as non-data enterable. An online edit-type message displays, and the system stops the cursor in the Account code field. Tip This feature is applicable to all the transaction forms in Banner Finance as well as the Transaction Interface Process (FGRTRNI). /n2-18 Banner Finance 8.10 August 2014User GuideProcessingMultiple Fund Balance Processing The Multiple Fund Balance feature allows yo u to close Operating Account Year-to-Date detail and Fund Addition/Deduction detail to mo re than one fund balance account at Year End and during Concurrent Year Processing. This feature is optional. Check the Multiple Fund Balance box on the System Control Maintenance Form (FOASYSC) to initiate this process. The box defaults to unchecked. If the box is unchecked, the system uses the Fund Balance Acco unt defined on the Chart of Accounts Maintenance Form (FTMCOAS) as th e default fund balance account to which all operating account year-to-date control activity or Fund Additi on/Deduction activity will close to at year end. This closing of Control Account information takes place in the General Ledger Roll Process (FGRGLRL), Concurrent Year Processing, and in the Close Operating Accounts Process (FGRCLOP). To implement this feature, you need to set a few indicators and identify the cross reference fund/account information to on e or multiple fund balance accounts. Enter cross reference information on the Fund Balance Account Maintenance Form (FTMFBAL). Determine how best to use this feature based on site policies. ŁYou can opt to ignore the feature and post journal entries at year end to adjust values from the defau lt fund balance account to the other fund balance accounts if relatively few of the fund balance acc ounts are affected at year end. ŁYou can choose to implement this feature if a large number of the fund balance accounts are affected; for example, inv estment fund activity could close to Retained Income, Realized Gains, Realiz ed Losses, and Original Gifts accounts. Once you establish these values, your work is done, except for minor upkeep. Implement multiple fund bala ncing on the following forms: System Control Maintenance Form (FOASYSC) Check the Multiple Fund Balance box on FOASYSC to initiate multiple fund balance processing. Remember, if the check box is un checked, the system uses single fund balance processing. The system closes all Operating Ac count activity (OPAL) to the fund balance account specified at the chart of accounts level. Chart of Accounts Mainte nance Form (FTMCOAS) Make sure that a Fund Balance Account is defined in the Parameters Window of the Chart of Accounts Maintenance Form (FTMC OAS). The system uses this account for closing Encumbrance and Budget activity. /nAugust 2014Banner Finance 8.10 2-19 User GuideProcessingFund Code Maintenance Form (FTMFUND) Use the drop-down list to populate the Multiple Fund Balance Indicator field on the Fund Code Maintenance Form (FTMFUND). This indicator allows the system to determine the criteria for sel ecting the correct Fund Balanc e Accounts. Valid options are Fund, Fund Type , and Account .Fund Balance Account Maintenance Form (FTMFBAL) Open the Fund Balance Acc ount Maintenance Form (FTMFB AL) and specify the Fund Balance Account(s) to which year-to-da te Operating Ledger and Fund Addition/ Deduction activity should cl ose. Enter all funds for which you have populated the Multiple Fund Balance Indicator field on FTMFUND and specify the appropriate level for determining what Fund Balan ce Account to use and enter the Fund Balance Account . Specify Fund Balance Accounts by Fund Type (level I or II), Fund, or Fund and Account. For funds with the indicator set to Fund Type , the system looks for th e fund type at level one or level two within FTMFB AL. The system then uses wh atever fund balance account you defined for that type. If you previously defined both Fund Type levels on this form, the system selects leve l two over level one. For funds with the indicator set to Fund, the system searches for that fund code within FTMFBAL. The system then closes year-to-date activity for each operating account and each Fund Addition/Deduction account within that fund to the Fund Balance Account cross-referenced on FTMFBAL.For funds with the indicator set to Account, the system expects either of two situations: ŁThe fund and each OPAL or Fund Addition/Deduction account that has activity within that fund may be specified with a valid fund balance account. The balance of that account's YTD activity will close to the defined fund balance account.ŁYou may specify the fund and a null accoun t with a valid fund balance account. This will handle situations in which the Multiple Fund Balance Indicator field is set to Account but you have not defined the OP AL or Fund Addition/Deduction account on FTMFBAL, handling any exceptions for ease of data entry. Review of Fields Set the Multiple Fund Balance indicator on the System Control Maintenance Form (FOASYSC) as appropriate for single or multiple Fund Balance Processing. Check the box to initiate the feature or uncheck it to bypass the feature. You must populate the Fund Balance Account field in the Parameters Window of the Chart of Accounts Maintenance Form (FTM COAS) for closing encumbrance and budget control information./n2-20 Banner Finance 8.10 August 2014User GuideProcessingThe purpose of the Multiple Fund Balance Indicator on the Fund Code Maintenance Form (FTMFUND) is to direct the system to the appropriate Fund Ba lance Accounts that will be affected during the Year End Proc esses and for Concurrent Year Processing. Review of Forms and Reports The Fund Balance Account Maintenance Fo rm (FTMFBAL) enables you to enter and maintain Fund Balance Account information relating to Fund Type , Fund, or Fund Codes/Account Codes for a particular Chart of Accounts. The Fund Balance Account Report (FGR FBAL) provides a hard copy listing of information entered through the Fund Balance Account Maintenance Form. Execute FGRFBAL by the Chart of Accounts Code through a particular As of Date. Troubleshooting Notes The Balance Forward Processing Report (FGR GLRL) and the Close Operating Accounts Process (FGRCLOP) stop processing if you have not defined fund balance accounts on FTMFBAL for the indicator referenced on each Fund record. The system stops processing if it finds that the total of the Fund Balance accounts to which it is attempting to close do not equal the amounts in the Operating Ledger Control Accounts. General Ledger Consolidated Postings The term Consolidated Postings refers to the consolida tion of the approved, tax, additional, and discount amount s entered on a Purchase Order, Change Order, or Invoice. This net amount is then posted to the transaction hist ory and detail tables. The Consolidated Postings functio n eliminates the entry of each separate amount, thereby conserving space in the tables. Example:The following information is entered on the Invoice/Cr edit Memo Form (FAAINVE) as a direct pay invoice:When posting processes this transaction and when the Consolidated Posting box is checked, the system writes an entry for $1,100 in the tr ansaction history and detail tables with a rule class of INNI. Approved:$1000 Discount:-$100 Additional:+ $50 Tax: +$150 Net:$1100 /nAugust 2014Banner Finance 8.10 2-21 User GuideProcessingIf the same entry was posted and the Consolidated Posting box was not checked, the system would write an entry into the tr ansaction detail table for each individual amount. You would see a rule of INNI with an amount of $1,000; a rule of DISI (Discount on Invoice) with an amount of $100; a rule of ADDI (Additional amount on Invoice) with an amount of $50, and a rule of TAXI (Tax on Invoice) with an amount of $150. You must determine if the system should process procurement and payables documents with Consolidated Posting turned on or off. To turn Consolidated Posting on, check the Consolidated Posting indicator, located on the Syst em Control Maintenance Form (FOASYSC).You must weigh the advantages and disadvantages of using Consolidated Posting. You will most likely want to check the Consolidated Posting indicator for the following reasons: ŁYou need to save disk space. ŁYou do not want to view the break down of discount, additional, and tax amounts. You will most likely not want to check the Consolidated Posting indicator for the following reasons: ŁYou need to view the break down of discount, additional, and tax amounts. ŁYou want to have additional, discount, or tax amounts posted to a particular account, rather than posting to a particular account (s) on input. If you want to post to a specific account, an account code is placed on the rule classes as a posting modifier. Posting will only interrogate the posting modifiers on the rules if the Consolidated Posting indicator is not checked. Keep in mind that tax liab ility amounts and rebate amou nts are posted individually regardless of whether or not the Consolidated Posting indicator is checked. In addition, direct cash receipts, entered on the Direct Cash Receipt Form (FGADCSR), do not interrogate the Consolidated Posting indicator, only Purchase/Change Orders and Invoices. Consolidated Postings are often confused with Summary Postings. Summary Postings allow you to combine the effect of a number of documents awaiting posting into single entries for accounts that you have define d in the System Control Maintenance table. General Ledger Summary Postings General Ledger Summary Postings provide the option of specifying General Ledger accounts for which the system stores transac tions in summary fashion rather than individual items. For example, if there were ten invoices processed in a posting run, there would be a transaction record created and que ryable on the General Ledger Transaction Detail Activity Form (FGIGLAC ) for each accounting distribu tion on the invoices both to /n2-22 Banner Finance 8.10 August 2014User GuideProcessingthe Expenditure Control and the Accounts Pa yable accounts. The sy stem stores all the detail on the Operating Ledger. For ease of anal ysis, view the summarized entries in the General Ledger using the query forms. Determine which General Ledger accounts you want to store in summary rather than detailed fashion. Typically these would be the cash interfund, Due To/From, Accounts Payable, Control, and similar non-data entry accounts. Warning It is recommended that you do not us e this feature for those General Ledger accounts to which the syst em may make direct entries ( Data Entry Indicator on the Account Code Maintenance Form (FTMACCT) set to Y). Summary postings could create a potential reconciliation problem and jeopardize good internal controls. Specify these General Ledger accounts to th e System Data Validation Table (FTVSDAT) using the System Data Maintenance Form (FTMSDAT). The accounts selected must have an FTVSDAT table entry as follows: 1.In the Entity or Usage Code field on FTMSDAT, enter FGRACTG.2.In the Attribute Code field, enter GENL_ACCT_CODE.3.In the Optional Code Number 1 field, enter the Account Code for the account that the system is summarizing. This account must be a valid General Ledger Account. 4.Enter the Chart of Accounts Code.After you establish the System Data Va lidation Table Record, the Posting Process (FGRACTG) creates a new document type, SUM, for each posting run. When the system summarizes General Ledger postings, a document code in MMDDHHMI format is generated. All summarized postings in a given posting run have the same generated document code by fund. The system groups summarized postings by document type and debit/credit indicator. For exam ple, if Encumbrance Control is one of the specified accounts for General Ledger summary, then the system summarizes all Purchase Order debit entries for the Encu mbrance Control Account and posts to that account. The system creates a transaction history an d detail record for the summarized General Ledger posting. The Item Num field stores the posting year in the format: To review the summarized postings on the Document Retrieval Inquiry Form (FGIDOCR), enter the document number in MMDDHHMI format and enter the document type of SUM. FGBTRND_ITEM_NUM Transaction History Detail Table FGBTRNH_ITEM_NUM Transaction History Table /nAugust 2014Banner Finance 8.10 2-23 User GuideProcessingThe general accounting transaction query forms display all other postings for the original documents for accounts that are not summar ized by the system. For example, if the Accounts Payable Control account uses su mmary posting, view the General Ledger Transaction Detail Activity Form (FGIGLAC ) and the summarized document number created in the posting run disp lays the cumulative total dolla rs posted to the A/P account. On the Operating Accounts Transaction Deta il Activity Form (FGITRND), you can view the individual invoice numbers for each accounting distribution. Transaction Interfac e Process (FGRTRNI) Use the Transaction Interface Process to post tr ansactions to the fina ncial ledgers in the following scenarios: ŁYou are using Deferred Edit Processing ŁYou are using Automatic Journal Vouchers ŁYou have an interface system from which you want to send accounting transactions to Banner Finance ŁYou are executing the Budget Roll to General Ledger Process (FBRBDRL) ŁYou are executing one of the following year-end processes: the End-of-Year Budget Carry Forward Process (FGRBDRL), the Close Operating Accounts Process (FGRCLOP), or the End-of-Yea r Encumbrance Carry Forward Process (FGRENRL).Deferred Edit Processing You may initiate Deferred Edit Processing to enhance system performance based on site policy. Deferred edit processing enables you to substitute the time it takes the system to edit a transaction in an entr y with the time FGRTRNI tak es to edit transactions. Set Deferred Edit Processing at the system level or for each document type. To control Deferred Edit Processing at the system level, check the Deferred Edit box on the System Control Main tenance Form (FOASYSC). To control Deferred Edit Processing for in dividual documents, you may check the Defer Edit box on individual forms such as the following: ŁEncumbrance/Reservations Maintenance Form (FGAENCB) ŁJournal Voucher Entry Form (FGAJVCD) ŁJournal Voucher Quick Form (FGAJVCQ) ŁJournal Voucher Mass Entry Form (FGAJVCM) ŁInvoice/Credit Memo Form (FAAINVE) ŁPurchase Order Form (FPAPURR) /n2-24 Banner Finance 8.10 August 2014User GuideProcessingŁRequisition Form (FPAREQN) If your site uses Deferred Edit Processing, th e system places a transaction record in the appropriate Banner Finance System tables for every completed document. The system forwards these transaction records to the Posting Process (FGRACTG) after you successfully execute FGRTRNI. The system compiles accounting errors, if ther e are any, in the Transaction Error Report (FGRTRNR) once FGRTRNI has completed. Co rrect the errors using the appropriate forms based on the output produced by FGRTRNR. Run the Posting Process (FGRACTG) to post transactions to the financial ledgers. Automatic Journal Vouchers You may process automatic journal vouchers by entering specific information such as the Journal Voucher ID, the submission cycle value, and the submission da te on the Automatic Journal Voucher Form (FGAAUTO). Create specific accounting information an d dollar amounts using the Journal Voucher Entry Form (FGAJVCD). Link accounting info rmation to the Automatic Journal Voucher ID. Once you complete a journal voucher, run FGRTRNI. FGRTRNI analyzes the schedules of each automatic journal v oucher to determine if its sc hedule date has been met. FGRTRNI edits FOAPAL components and rule classes. FGRTRNI updates the next submission date. The system assigns a unique submission numb er to each automatic journal voucher. The document number stays consistent. The system forwards documents that pass the FGRTRNI edits to the Approved Document Ta ble (FOBAPPD) and then on to the Posting Process (FGRACTG). FGRTRNI creates submission 1-XXX from submission zero. The number of submissions completed and the number of submission s remaining are updated on FGAAUTO. The Next Submission Date(s), the Submissions Completed, and the Su bmissions Remaining are also updated, regardless of whether or not errors are found. The system lists documents failing the FGRTRNI edits on th e Transaction Error Report (FGRTRNR). Correct the errors using th e Journal Voucher Entry Form (FGAJVCD). View automatic journal vouche rs using the List of Automa tic Journals Form (FGIAUTO). FGRTRNR displays the document number and the submission number (#) of the submission in error. You must correct the er rors on FGAJVCD, re-complete the document, and either run posting or FORAPPL based on wh ether the Approval Override Indicator is defined to be on or off for Journal Vouchers on FOASYSC. /nAugust 2014Banner Finance 8.10 2-25 User GuideProcessingInterfaces You can interface both Banner systems and non-Banner systems to the Banner Finance System. Use the System Data Maintenance Form (FTMSDAT) to identify the interface systems.When you enter FTMSDAT, the cursor resides in the Entity/Usage Code field. Enter FGRTRNI in this field. Select Next Item. Enter SYSTEM_ID in the Attribute Code field. Select Next Item to move to the Optional Code Number 1 field. Enter a system ID for the system you wish to interface. For example, the Banner Finance seed data contains the interface ID: PAYROLL . This ID identifies the Payroll Module Interface. The seed data contains definitions for all the Banner sy stems. Use FTMSDAT to define all the non- Banner systems installed at your site. Select Next Item to move to the Optional Code Number 2 field. If you want to provide predefined disposition values to control the ha ndling of feed document for this Sytem ID, enter one of the following values for the system ID: ŁJVA Œ Approvals (send to approvals) ŁJVC - Complete (send to posting) ŁJVI - Incomplete (c reate as Incomplete) Move to the Data field. This two-character field ac cepts the following values. The first character accepts D (Detail) or S (Summary). Use this charact er to identify whether the system sends the accounting transaction in de tail or summarized format. Use the second character to identify whether the system R (Rejects) or S (Suspends) transactions if errors occur. Budget Developmen t Roll Process Once you establish an approved budget within the Budget Development module, you may roll the budget to the finance ledgers using the Budget Roll to General Ledger Process (FBRBDRL). After you run FBRBDRL, run FGRTRN I to validate the budget entries. If the budget passes the FGRTRNI edits, the syst em passes the budget information to the Posting Process (FGRACTG). Posting updates the Banner Finance ledgers. The system lists documents that fail the FGRT RNI edits on the Tran saction Error Report (FGRTRNR). Correct the errors using the Journal Voucher Entry Form (FGAJVCD) or using the Journal Voucher Quick Form (FGAJVCQ). End-of-Year Process Year-end processing consists of the following functions: ŁGeneral Ledger Balance Forward Process (FGRGLRL) ŁEnd-of-Year Encumbrance Carry Forward Process (FGRENRL) /n2-26 Banner Finance 8.10 August 2014User GuideProcessingŁEnd-of-Year Budget Carry Forward Process (FGRBDRL) ŁClose Operating Accounts Process (FGRCLOP) Ł(Optional) Roll HR Labor Encumbrances Process (FGRLENC) The FGRLENC process does not depend on the execution of the other year-end processes and does not need to be ru n if you are not using multiple year encumbering.For more information on the FGRLENC process or Multiple Year En cumbering, refer to Chapter 4 Reports and Processes or the Ba nner Multiple Year En cumbering Handbook.The system requires you to run FGRT RNI to edit the FGRENRL, FGRBDRL, and FGRCLOP processes. FGRTRNI validates the FOAPAL components, rule classes, etc. Once FGRTRNI has successfully completed (no errors encountered), post transactions using the Posting Process (FGRACTG). The system lists transactions failing the FG RTRNI edits on the Transaction Error Report (FGRTRNR). Correct the errors using the Journal Voucher Entry Form (FGAJVCD) or using the Journal Voucher Quick Form (FGA JVCQ). Post completed documents (using FGRACTG) to update the Banner Finance ledgers. Available Balance Process Banner performs online available balance ch ecking on every transaction that affects expense, labor, or transfer operating ledger accounts. This process does two things: ŁUpdates the Available Balance Table (FGBBAVL) with th e activity for the transaction.ŁPerforms non-sufficient funds (NSF) checking and provides an appropriate message when applicable. The Available Balance Table (FGBBAVL) holds transaction amounts for budget FOAPALs. For each FOAP, the ta ble holds the following amounts: ŁTotal adopted budget ŁTotal adjusted budget ŁTotal year to date activity ŁTotal encumbrances on the budget ŁTotal reservations on the budget Available Balance = Total Adopted Budget + Total Adjusted Budget - Total Year to Date Activity - Total Encumbrances - Total Reservations /nAugust 2014Banner Finance 8.10 2-27 User GuideProcessingThe Budget Availability Status Form (FGIBA VL) shows the budget availability for a FOAP as of the current system date. To query further, place the cursor on an account row with the Pending Documents indicator checked and select Pending Documents from the Options menu or use the Duplicate Item fu nction (F3). This disp lays the Transaction Process Status Form (FGTINP) to list the un posted documents affecting available balance for the highlighted budget control key from FGIBAVL. /n2-28 Banner Finance 8.10 August 2014User GuideProcessingThe Rebuild Process (FGRBAVL) rebuilds the Available Balance Table (FGGBAVL) from the operating ledger and the Back Ou t Table FGRBAKO. The Back Out Table holds pending documents that have updated the Available Balance Table, but have not been posted. NoteWhen you post a transaction, Banner always updates the Available Balance Table and displays a warnin g message if you have exceeded the budget. Banner updates the Available Balance Ta ble online under the following conditions: ŁThe NSF Checking indicator is selected for that document type. ŁThere are sufficient funds fo r the transaction, or the NSF Override Indicator is set to Y for that transaction, or the Available Balance Control Severity is set to Warning for the fund, fund type, or chart. ŁNo errors were discovered duri ng available balance processing. In all other cases, Banner changes the NSF Suspense Indicator in the accounting record to Y and it does not update the Available Balance Table. Banner does not complete a transaction if the NSF Suspense Indicator = Y unless approvals are on. When approvals are on an d an NSF condition has been found, Banner completes the transaction and sends it to the approvals process. If you override the NSF condition during approvals processing, Bann er updates the Available Balance Table. When Banner performs online available ba lance checking, it updates the Available Balance Table (FGBBAVL) with the activity and inserts records in the Back Out Table (FGRBAKO).The records in the Back Out Table let the pos ting process know that the Available Balance Table has already been updated for that tran saction. This enables the posting process to roll back the update, delete th e records in the Back Out Tabl e, perform available balance checking, and update the available balance again. After the document is successfully posted, Ba nner deletes all records related to that document from the Back Out Table. Forms and C Processes That Perform Available Balance Checking There are two database packages, FGKABA L.SQL and FGKBAVL.SQL, that hold all procedures and functions relevant to available balance processing. These procedures are called from the forms and C processes that perform available balance checking. The following forms perform onlin e available balance processing. /nAugust 2014Banner Finance 8.10 2-29 User GuideProcessingŁInvoice/Credit Memo Cancel Form (FAAINVD) ŁInvoice/Credit Memo Form (FAAINVE) ŁBudget Maintenance Form (FBABDMN)ŁDirect Cash Receipt Form (FGADCSR) ŁEncumbrance Maintena nce Form (FGAENCB)ŁJournal Voucher Entry Form (FGAJVCD) ŁJournal Voucher Mass Entry Form (FGAJVCM) ŁJournal Voucher Quick Form (FGAJVCQ) ŁChange Order Cancel Form (FPACDEL) ŁChange Order Form (FPACHAR) ŁPurchase/Blanket Order Cancel Form (FPAPDEL) ŁPurchase Order Form (FPAPURR) ŁRequisition Cancel Form (FPARDEL) ŁRequisition Form (FPAREQN) ŁStores Issue/Return Form (FSAISSU) ŁStores Requisition Form (FSAREQN) ŁProject Charge Maintenance Form (FTMCHRG) The following forms perform available balanc e processing for specific documents when approvals are turned on. ŁDirect Cash Receipt Approval Form (FOQDCSR) ŁEncumbrance Approval Form (FOQENCB) ŁInvoice/Credit Memo Approval Form (FOQINVA) ŁJournal Voucher Approval Form (FOQJVCD) ŁPurchase Order Approval Form (FOQPACT) ŁRequisition Approval Form (FOQRACT) The following C processes perform available balance processing. ŁPosting Process (FGRACTG.PC) ŁTransaction Interface Process (FGRTRNI.PC) /n2-30 Banner Finance 8.10 August 2014User GuideProcessingAvailable Balance Controls Banner builds records in th e Available Balance Table (FGBBAVL) based on the control methods specified in the Chart of Accounts, Fund Type and Fund Code tables. The controls and para meters for checking budget availability are: ŁAny combination of budgets of Fund, Or ganization, Account and Program called FOAP key control. ŁBudgets can be controlled on an Annual ( A), Quarterly (Q) or Year-to-Date ( Y) control period.ŁThe severity of the message when not su fficient budget is available for the transaction can be Error ( E) or Warning ( W).ŁBudgets can also be controlled at an organi zation or fund or combination higher in the hierarchical structure. (Hierarchical Budgeting) ŁBudgets for detail-level accounts can be co ntrolled at an account higher in the hierarchical structure. (Pooled Budgeting) ŁIf a fund has a grant associated with it, b udget checking will take into consideration the budget for the entire life of the grant. FOAP Key Control Banner contains three forms on which you may enter FOAP key control, control period, and control severity values. ŁFund Code Maintenance Form (FTMFUND) ŁFund Type Form (FTMFTYP) ŁChart of Accounts Maintenance Form (FTMCOAS) Regardless of which form you use, you must enter all three values on the same form. For example, if you enter a FOAP key control value on the Fund Co de Maintenance Form, then you must enter control period and cont rol severity values on that form as well. FOAP key control, control period, and control severity values on the Fund Code Maintenance Form (FTMFUND) override va lues on the Fund Type Form (FTMFTYP). Values on the Fund Type Form (FTMFTYP) override values on the Chart of Accounts Maintenance Form (FTMCOAS). You can select any combination of FOAP keys. For example, if you want to control a budget at the fund level, select only the Fund Key ./nAugust 2014Banner Finance 8.10 2-31 User GuideProcessingControl Period You can perform budget availab ility checking on an annual ba sis, a quarterly basis, or a year-to-date basis. ŁControl Period Option A initiates checking the availa bility of funds annually, regardless of the fiscal period specified on the accounting entry. This creates only one record in the Available Balance Tabl e (FGBBAVL) for a FOAP in one fiscal year. This option provides the greatest performance. ŁControl Period Option Q implies that budgeted fu nds within a quarter are available at the beginning of that fiscal quarter. ŁControl Period Option Y accumulates the budget for al l the fiscal periods up to the transaction period of the entry and then checks for availability on that basis. The Organization Budget Status Form (FGI BDST) displays the values posted to the operating ledger. You can see the total annual b udget on this form rega rdless of the control period. The Budget Availability Status Form (FGIBAVL ) displays only those funds available at the time of the query based on the specified control period. Example:The fund code control period is quarterly and budget entries of $10.00 are posted to each fiscal period. A total of $120.00 is avai lable during the fiscal year and $30.00 is available at the beginning of each quarter. It is now the first day of the second quarter. The Organization Budget Status Form displays $120.00 in the Adjusted Budget column, while the Budget Availability Status Form displays $60.00 in the Adjusted Budget column (the sum of the first and second quarter budget). Online budget checking will not allow you to reserve or spend more than $60.00 from this budget until the beginning of the third quarter. Control Severity The Severity Control indicator determines what happens when the budget is not sufficient to post a transaction. Once you complete and approve the transaction, the posting process will only provide a warning that the budget is not sufficient. Error (E)Banner does not let you comp lete the transaction. The system assigns an NSF condition to the transaction. /n2-32 Banner Finance 8.10 August 2014User GuideProcessingHierarchical Budgetary Control This function enables you to control budgets at levels in a fund or organization structure that are different from the level of the f und and organization entered on the input transaction.You can load budgets at lower level funds or organizations and control them at a higher level in the structure. The non-sufficient funds editing will check against th e sum of the budgets entered at levels below the control level. You can also load budgets directly at the control level fund and organization. Hierarchical budget control can be done in one of three ways: ŁControl the budget at th e same higher level fund. ŁControl the budget at the same higher level organization. ŁControl budget at various levels using combined budget control. Budget Control at Same Higher Level Fund With this method, the budget of an input fund is controlled by a budget control fund that is within the same hierarchy as the input fund. The budget cont rol fund is entered on the Fund Code Maintenance Form (FTMFUND). Budget Control at Same Higher Level Organization With this method, the budget of an input or ganization is controlled by a budget control organization that is within the same hierarchy as the input organization. This budget control organization is entered on the record of the input organization on the Organization Code Maintenance Form (FTMORGN). Combined Budget Control This function enables you to define various hierarchical control points for available balance checking depending on the fund and organization combination on input. For combined budget c ontrol to occur, the Combined indicator in the input fund and/or organization record should be set to Y.When the indicator is set to Y, Banner will select the budgetary control fund and/or organization from the Hierarchical Budget Control Table (FTVHBUD), where the key is equal to the input fund and organization. Warning (W) Banner lets you complete the transaction. The system displays a warning./nAugust 2014Banner Finance 8.10 2-33 User GuideProcessingPooled Budgeting This function enables you to load a budget in one account and have other accounts access this account for the available budget. It also enables you to load a budget at lower level accounts and have the sum of those budget s considered as the base amount for non- sufficient funds editing and ava ilable balance display on Budget Availability Status Form (FGIBAVL) screens. To use pooled budgeting, you must indicate wh ich account will be the focal point or pool account on the Account Code Maintenance Form (FTMACCT). The pool account does not need to be the same account type as the input account. Grant Budgeting Budgeting for grants is done by budgeting for a fund associated with the grant. Grant funds are budgeted by fiscal year. When Banner performs NSF checking in a transaction form, the budget for the gran t/fund combination in all years is taken into consideration. If a budget has been rolled from the prior fi scal year to the curren t fiscal year, then NSF checking is similar to other non-grant funds. If a budget roll has not taken place, then th e budget and available balance for the prior fiscal year is also taken into consideration when checking for an NSF condition in the current fiscal year. Effective Date Processing The General Ledger module enables you to in sert records and specify effective dates for these records. General Ledger record types include (but are not limited to) Chart of Accounts, Account Codes, Account Index, Fund Type, Fund, Organization, Program Codes, Location Codes, and Bank Codes. The effective dates of commi tted General Ledger records may be changed. If you choose to leave the Effective Date field blank, the system defau lts the current date. Effective dates are time stamped in th e format DD-MON-YYYY HHMISS. You can enter a Termination Date for an existing record to disable it from supporting transactions on or after that date. To change the effective date for a genera l ledger record, use the Copy procedure: 1.From the form in which you want to make changes, select Enter Query. 2.Populate those fields on the form that iden tify which record to copy. For example, on the Fund Code Maintenance Form (FTMFUND), populate the Chart of Accounts and Fund fields. Select Execute Query to view the fund code records. /n2-34 Banner Finance 8.10 August 2014User GuideProcessing3.Select Next Record until the most current record displays. The most current record has no Next Change Date .4.Select Insert Record or Next Record follo wed by Duplicate Record. Together, these two functions create a space in the form ju st below the record being duplicated and copy the previous record.5.Make your changes to the new record. Ente r the new effective date, which must be equal to or greater than the system date. Click or select Save. When you save the new record to the form, the previous record's Next Change Date value becomes the current record's effective date. The Purchasing and Procurement and Acco unts Payable modules do not maintain Next Change Date fields. Date processing in forms in these modules allo ws you to update existing records' Effective Dates without copying records. For example, populate the Agreement and Vendor fields on the Agreement Processing Form (FPAAGRD). Select Next Block. Th e agreement record displays. From the Effective Date field, select Next Item to go to the Termination Date field. Enter the date on which this record will no longer support transactions. Pro-Rata Cost Allocation Banner Finance provides an allocation feat ure that allows for the distribution of transaction amounts, on a user-defined pro -rata basis, from an Organization/Account/ Program string in an originating ( source ) fund to an Organization/Account/Program string in a target fund. The corresponding reductions in the source fund, to offset the amounts allocated to the target fund, are recorded in the specified user-defined contra-accounts. Defining Allocation Information The primary allocation paramete rs are defined on two forms: ŁThe Fund Code Maintenance Form (FTMFUND) is used to house certain higher level default allocation parameter values for a pa rticular fund.ŁThe Allocation Charge Maintenance Fo rm (FTMALCH) contains the controlling default allocation values for certain combinations of Organization/Account/ Program within a fund.The values present on the FTMALCH fo rm override those defined on the appropriate fund code records (FTVFUND). FTMFUNDThe Fund Code Maintenanc e Form (FTMFUND Š Window 5) defines the Allocation Target Fund, the default source Contra-Account (Organization/Account/Program) and the default Allocation Percentage on the source Fund record. Any or all of these five /nAugust 2014Banner Finance 8.10 2-35 User GuideProcessingfields may contain null values, but if the Allocation Target Fund is null, the other fields will not accept values. 1.Enter a valid Allocation Target Fund code. The fund title will be displayed automatically. The Allocation Target Fund field must be populated for allocations to occur on transactions with this Fund Code. 2.Enter the desired default source Contra-Account Organization, Account, and/or Program . Valid entries are accepted in any or all of the three fields. The default source Contra-Account accepts accounts of any Internal Account Type. 3.Enter the default Allocation Percent . This field will accept only positive values from 0.00% to 100.00%. If the default Allocation Percent is 0.00% or null, no allocations occur on transactions with this Fund Code unless a non-zero percentage is present in the Allocation Charge Mainte nance Form (FTMALCH).FTMALCHThe Allocation Charge Maintenance Form (FTMALCH) allows you to define the relationship between the Allocation Source Organization/Account/Program string, or any element thereof, and the Organization/ Account/Program string, or any element thereof, in the Contra-Account th at will absorb the charge. It also defines the percentage to be allocated to the Target Fund. NoteWhen the Pro Rata Allocation Process (FGRPRAP) is run, FTVALCH records take precedence over FTVFUND records. 1.Enter the source Fund Chart of Accounts Code and the source Fund Code in the Key Information. The source Fund Title defaults.2.Enter the Effective Date (or use the default of the current date) and the Termination Date of the Allocation Char ge Control record. The Next Change Date will be displayed automatically. 3.The Allocation Source Organization , Account, and Program fields are optional. Valid entries are accepted in any or all of the three fields. Any source transaction whose Fund/Organization/Acco unt/Program matches the entries set here will undergo the allocation process with the Contra-Accoun t information specified in the other part of the line.Only account codes with an Internal Accoun t Type (FTVSDAT) value of 50, 60, or 70 are accepted in the Allocation Source Account field. /n2-36 Banner Finance 8.10 August 2014User GuideProcessingAny transactions whose Organization/Account/P rogram strings or individual elements are not entered in the Allocation Source fiel ds for the source Fund are allocated using the default Contra Organization/Account/Program and Percentage values stored in the source Fund™s Fund Code record (FTV FUND). If there are no such values on FTMFUND, the Organization, Account, and/or Program of the original transaction are used. 4.The Contra-Account Organization , Account , and Program fields are also optional. Valid entries are accepted in any or all of the three fields. Although each of these fields is optional, an entry in any of the Contra-Account fields causes the entire default source Contra-Account Organizatio n/Account/Program string on the Source Fund™s Fund Code record (FTVFUND) to be overridden. An entry containing null values for all three of the Contra-Account Organization/Account/Program fields causes the source Contra-Account values st ored in the source Fund™s Fund Code record (FTVFUND) to be used. The Contra-Account™s Account field may accept any Internal Account Type value. 5.The Allocation Percentage accepts only positive values from 0.00% - 100.00%. This field is optional, but any entry overrides the default Allocation Percentage on the source Fund™s Fund Code record (FTV FUND). A null value entry means that the Allocation Percent on the source Fund™s Fund Code record (FTVFUND) is used for the allocation. An entry of 0.00% results in no allocation for the chosen Allocation Source string. Therefore, an entry of 0.00% is not equivalent to a null entry, as a null percentage means that an a llocation could occur using the default percentage found in the FTVFUND table, while 0.00 % means that allocation will not occur. An Allocation Source Organization/Account/Program string may not point to more than one set of values for Contra-Account Organization/Account/Program string and Percentage . The three Contra-Account fields and the Allocation Percentage field may not all be null. The FTVALCH record, by design, allows you to create overlapping (but not duplicate) Allocation Source Orga nization/Account/Program string referen ces. The Pro-Rata Allocation Process recognizes the overlapping Allocation Source account strings and determines the order of precedence in which data is applied to the allocation. The hierarchy for determining order of precedence moves from the most detailed entry to the least detailed entry as follows: 1.FTVALCH specifies Organization, Account, and Program 2.FTVALCH specifies Organization and Program 3.FTVALCH specifies Organization and Account 4.FTVALCH specifies Account and Program 5.FTVALCH specifies Organization /nAugust 2014Banner Finance 8.10 2-37 User GuideProcessing6.FTVALCH specifies Program 7.FTVALCH specifies Account 8.No FTVALCH record; use FTVFUND values For example, if two records on FTMALCH have identical source organizations and programs, but only one of these has a source account, the records are overlapping. The record which contains all three elements fits hi erarchy levels (1) and (2); the one with only organization and program fits hierarchy level (2) only. A transactio n whose account data matches the organization, account, and program specified in the first of these two records will be allocated with the Contra data found in that record. Such a transaction matches both the (1) and (2) elements in the hierarchy, but the (1) element is chosen over the lower- level (2) element. Another transaction with the same organization and program but a different account will be allocated with the Co ntra data found in th e second of these two records since it only matches the (2) element in the hierarchy. Limiting Rule Groups in the Pro-Rata Allocation Process The Allocation Rule Group Maintenance Fo rm (FTMALRG) allows you to limit the Pro- Rata Allocation Process to certain classes of documents specified by rule group. If there are no entries on FTMALRG, then allocation transac tions will be selected without regard to rule groups. If any entries are ma de on this form, allocations will only be made on transactions whose rule classes fall w ithin the specified rule group(s). This form consists of repeatin g records with a field for the Rule Group and additional fields for Effective Date, Termination Date , and Next Change Date . All entries on this form are optional, and the Next Change Date is a non-enterable field. This form will operate on a system-wide basis for a ll Allocation Charge Control records. Running the Pro-Rata All ocation Process (FGRPRAP) The Pro-Rata Allocation Process inserts en tries into FGBTRNI to produce journal vouchers for all of the allocation entries cr eated. The process consists of the following steps:1.You are prompted to enter the user-def ined parameters for the process. The Allocation Begin Date and Allocation End Date parameters are used to select the transactions that produce the allocation calculations. These dates each default to the system date if left blank. The Allocation End Date must be the same as or later than the Allocation Begin Date , and any date later than the system date is considered invalid. The Allocation Transaction Date is the user-defined effective posting date assigned to the transaction. This date defaults to the system date if left blank and must be the same as or later than the Allocation End Date.The Source Funds parameter is optional. An entry or entries here limits the selection of transactions to those invo lving these source funds. Any source fund must have a /n2-38 Banner Finance 8.10 August 2014User GuideProcessingvalid entry in the Allocation Target Fund field on the FTVFUND record. If no entry is made in this parameter, all funds are eligible for allocation. The only valid entries for the Internal Account Type parameter are 50, 60, or 70. This parameter limits the selection of transac tions to those whose account is of one of the Internal Account Types specified. A null value entry automatically includes transactions of all three Internal Account Types in the allocations. The Allocation Target Bank Code and Allocation Contra Bank Code parameters define these respective bank codes to supp ly the appropriate bank fund and account information when the original tr ansaction is a YTD transaction. Tip The two Bank Code parameters are not prompted if you have selected Preview mode. A null entry for the Report Execution Mode parameter defaults to P (Preview). If P (Preview) is selected, no upda ting takes place and only an as if report is produced. An entry of U (Update) in the Report Execution Mode parameter initiates the Pro-Rata Allocation Process. ŁEnter S (Summary) in the Report Type parameter to produce the summary version of this report. ŁEnter D (Detail) in the Report Type parameter to produce the detailed version of this report. ŁEnter N (No Report) in the Report Type parameter to suppress production of a report (unless the Report Execution Mode = Preview). Select the Number of Printed Lines per Page as desired. 2.The system locates all of the Source Fund (s) transactions in the FGBTRND table that meet the criteria of the report parameters entered, contain the appropriate Source Fund records in the FTVFUND or FTVALCH records, and pass through any transaction filters noted in the FTVALRG record. 3.Once the eligible source transactions are located, the process totals all of the transactions with the same combination of Fund, Organi zation, Account, Program, and Field Codes (for example, OBD, YTD, etc.). The user-defined Allocation Percentages are then applied to each of the derived totals, creating a separate Allocated Amount for each derived to tal line of account distribution. 4.Two sets of transaction distribution postings are developed from the Allocated Amounts for each derived total line of account distribution. The first set represents the Allocations From the Source Fund(s). The Organi zation/Account/Program string for each set of source transactions will be replaced by the appropriate Contra-Account Organization/Account/Program strings fro m the FTVFUND or FTVALCH records. If no data is found in either of these pla ces, the Organization, Account, and Program from the original transaction will be used. Each like Fund/Organization/Account/ Program/Field string is made into a trans action with a Rule Class of AC01 - AC07. /nAugust 2014Banner Finance 8.10 2-39 User GuideProcessingThe A in the Rule Class Code stands for allocatio n, the C designates Contra-Account, and the 01 through 07 refers to the field indicator of the original transaction. The second set of transaction distribution entries represents the Allocations To the Target Fund(s). The Allocation Target Fund Code(s) on the FTVFUND record(s) will replace the Fund Code(s) of the original transactions. Each like Fund/Organization/ Account/Program/Field string is made into a transaction with a Rule Class of AT01 - AT07. The A in the Rule Class Code stands for allocation, the T designates the target fund, and the 01 through 07 refers to the field indicator of the original transaction. 5.Next, each of the eligible transactions u sed in the Pro Rata Allocation Process is marked with the journal entr y number, sequence number, and percentage so that you may request a historical report of the tr ansactions used to de velop any allocation entries, and also to prevent th eir inclusion in any subsequent Pro-Rata Allocation processes. These markers do not appear in the online display or reports.6.The final step in the Allocation Process is to produce an Allocation Control Report (if selected). The summary version of the report shows the summary totals developed for each Allocation Source record and the Allocated Amounts for each derived total line of account distribution. The detailed vers ion of the report produces the full Fund/ Organization/Account/Program account string detail of all the eligible transactions selected to create an allocation entry. Th e detailed report also includes the summary totals developed for each Allocation Sour ce record and the Allocated Amounts for each derived total line of account distribution. 7.If the Report Execution Mode = U (Update), the end result of this process is the creation of journal voucher entries in the FGBTRNI table. The FGRTRNI process must be run in order to produce the journal voucher, and FGRTRNR must be run to determine whether any errors occurred in FGRTRNI. The final step is to run FGRACTG to post the journal entry. Running the Pro Rata Al location Report (FGRPRAR) The Pro Rata Allocation Report lists the allo cations made by FGRPRAP and allows you to re-create a list of the source transactions fo r any allocation transactions produced by the Allocation Process. The report consists of the following user-defined parameters: ŁThe Allocation Document Number selects the journal voucher document whose allocations will be reported. If this parameter is left blank, the Report Begin/End Dates and the Chart of Accounts will be prompted; otherwise, these parameters will be bypassed.ŁThe Report Begin Date and Report End Date determine the range of dates from which allocations are selected. The Report End Date must be the same as or later than the Report Begin Date . Both parameters default to the system date. ŁThe Chart of Accounts parameter determines the ch art of accounts from which allocations will be reported. /n2-40 Banner Finance 8.10 August 2014User GuideProcessingŁThe Report Type parameter enables you to select a S (Summary) report or a D (Detailed) report. The summary version reports the summary totals developed for each set of Allocation Source records and the Allocated Amounts Percentage and Contra Organization, Account, and Program for each derived total line of account distribution. The detailed version reports the Document Number, Organization, Account, Program, and Field of all the elig ible transactions selected to create an allocation, in addition to the information on the summary report.If this parameter is left null, the S (Summary) report is produced.ŁSelect the Number of Printed Lines per Page as desired. Governmental Accounting Standards Board (GASB) Reports Processing This section provides you with information needed to process the reports that comply with statement numbers 34, 35, and 63 of the Governmental Accounting Standards Board (GASB). Attribute reporting enables you to map your Chart of Accounts to the correct columns and rows of the reports, using the seed data provid ed with the release. You can modify the column title and line item descrip tions, as needed, to suit your institution™s reporting needs. For samples of GASB report s, refer to the fiReports and Processesfl chapter. NoteReporting for GASB will not generate printed output directly, instead it creates a comma separated value (. csv) file. Open this file with a standard spreadsheet tool, such as Microsoft Excel. Within Excel, you can customize each report for transactions unique to your institution and enhance the formatting to produce camera-ready financial statements. GASB 35 Reports The following reports are meant for use for public institutions that report only business-type activities. Public Colleges and Universi ties Business-ty pe Activities Only ŁStatement of Net Assets ŁStatement of Revenues, Expenses, and Changes in Net Assets ŁStatement of Net Position ŁStatement of Revenues, Expenses, and Changes in Net Position /nAugust 2014Banner Finance 8.10 2-41 User GuideProcessingGASB 34 Reports The following reports are meant for use by state and local governments and public institutions that report both govern ment and business-type activities. Government Wide Statements ŁStatement of Net Assets ŁStatement of Activities ŁStatement of Net Position ŁStatement of Activities Governmental Funds Statements ŁBalance Sheet ŁStatement of Revenue, Expenditures, and Changes in Fund Balances GASB Extract Process (FGPGEXT) The Data Extract Process is run via job subm issions. This process uses the parameters entered to extract the appropriate informa tion from the General Ledger (FGBGENL) and Operating Ledger (FGBOPAL) tables to the table FGWREPT. (These parameters are identified in the table at the end of this section.) If the extract is run for a Chart and End Date th at already exist in the table, all records will be replaced. (Reclassification entries are st ored separately and are not affected).If the extract is run in Purge mode (parameter 07), then records for the Chart, End Date, and Report Type(s) indicated are removed and not replaced. If any ch anges are made to Attribute associations or any additional transac tions are posted to the ledgers, the extract must be re-run before the changes are reflected in the reports. (This is not required for reclassification entries via FGARCLE). If any FOAPAL elements do not have attribut es selected, or have duplicate associations, the FGPGEXT process generates error report s. Another report identifies FOAPAL elements intentionally exclud ed from the GASB statements. Samples of each of the error reports are included in the fiReports and Processesfl chapter. If there have been transactions directly to Fund Balance accounts (internal ATYP 40) during the period for which the extract is ru n, the Control Report will show the Net Fund Balance Activity from all funds. This will occur, for example, if Fixed Asset Capitalization is directed to a Fund Balance Account. This may cause an out-of-balance condition between the Operating reports a nd the Balance Sheet reports unless an equivalent amount of revenue/expense has been excluded from the Operating report. If /n2-42 Banner Finance 8.10 August 2014User GuideProcessingthere is no activity or the tr ansactions net to .0 0, then there will be no message on the Control Report.GASB Reclassification Entry Form (FGARCLE) Use this form to enter adjusting or recl assifying accounting transactions. The sum of the transaction amounts must equal the amount in the document header. This form functions similarl y to the Journal Voucher Forms (FGAJVCD, FGAJVCM, and FGAJVCQ) using the JE15 rule class (Journal Type). Informa tion collected on this form is not posted to the main ledgers but is used for reporting purposes only. Access this form from the Generate GASB Reports Menu (FINGENGB). After a document is marked as Complete, it ca n be viewed in query mode only. You can query on any of the columns in the main block of this form. For detailed information about this form, refer to th e online help. ParameterDescription01Chart of AccountsEnter Chart for whic h data is to be extracted (required) 02End Date of Period ReportedEnter end date for reportin g (required) Œ this is converted to the Fiscal Year and Period in which the date entered falls for purposes of the extract and GASB reporting, and extract includes all data to the end of that period. 03Include AccrualInclude Accrual (Y/N) 04Government Wide Financials Extract for GASB 34 Statement of Net Assets and Statement of Activities (Y/N) 05Governmental Funds Financials Extract for GASB 34 Balance Sheet and Statement of Revenues, Expenditures, and Changes in Fund Balances (Y/N)06Public Inst BTA Financials Extract for GASB 35 Statement of Net Assets and Statement of Revenues, Expenses, and Changes in Net Assets (Y/N)07Processing ModeProcessing mode: E Extract data (replace ex isting data for Chart FY/ Period, and Report Pair(s) indicated.PPurge data for Chart, FY/Period, and Report Pair(s) indicated/nAugust 2014Banner Finance 8.10 2-43 User GuideProcessingTransaction Reclassification Query Form (FGIRCLE) Use this query form as an in vestigative tool to review reclassification entries and trace their impact on the reports. You can use this form to perform a query by document, by attributes, or by FOAP elements. Option links provide access to Query Document (FGARCLE), Trial Balance (FGITBAL) or Budget Status (FGIBDST) forms. The format of the Header and Detail blocks on this form differ depending on the type of query you choose. For detailed information about this form, refer to th e online help. GASB Parameter Form (FGAGASB) Use this form to generate GASB reports. Reports are formatted in a comma separated value format file (.csv) that can be opened in a spreadsheet program such as Microsoft Excel. Specifying a Location for the Extract File To enter the location for the system to save th is file, select the Set GASB reports directory preference option. In the Directory Option wind ow that appears, enter the location where the file should be saved, for example: c:\windows\temp , then select the Save and return to main window option. ŁClient/Server users can use any drive/fold er on or mapped to their PC to which they have write access. ŁWeb-enabled users can use any drive/folder on or mapped to the Forms Server to which they have write access. They must be able to access that location from their PC, either by direct mapping or FTP, in order to retrieve and use the output file. ŁCitrix users can use any drive/folder on or mapped to the Citrix Server to which they have write access, including the local PC drives. If a Banner session is left active when disconnecting from the Citrix Server, however, the communication with the local drives is severed. After reconnecting to the Citrix Server, you will need to close Banner and start a new session to re-establish the link to local drives for data extract.If you select the Return to ma in window option, you do not save any changes made to the location.Warning If you try to extract the report data to file without first specifying a location, you receive the following message: No default data extract location foun d. Please enter the directory where the GASB report extract file should be saved . /n2-44 Banner Finance 8.10 August 2014User GuideProcessingExtracting Report Data to File After you enter parameters (s ee the following table for details ) and make your selections, select the Extract Report Data to File option. ParameterDescription Chart of Accounts Chart of Accounts Code fro m which report data is extracted. Select the appropriate code from the Chart of Accounts Validation form (FTVCOAS). Note: If this field is left blank, the GASB report will include information from all charts that have data extracted for the selected fiscal ye ar and fiscal period.. Fiscal Year Fiscal year for report data. Re quired for all the Data Extract Mode options except Attributes .Fiscal Period Fiscal period for report data. Required for all Data Extract Mode options except Attributes .Report Format Check boxes designating usag e of Net Position reports rather than Net Assets re ports. Net Position reports segregate assets as Deferred Outflows of Resources and liabilities as Deferred Inflows of Resources. ŁSegregate Deferred Outflows and Deferred Inflows Š Check this box to change GASB 34 and 35 Net Assets reports in the Report Type list to the GASB 34 and 35 Net Position reports.ŁInclude totals with St atement of Net Position Š Check this box to include to tals for the debit and credit sections of the reports. Note: Before using Net Position r eports, you must use the Attribute Value Maintenance Form (FTMATTV) to designate GASB related asset and liability attribute values as Deferred Inflows of Resources or Deferred Outflows of Resources. Report Type GASB Report type options. Da ta is extracted into the selected report type. Usage of Net Position reports or Net Asset reports is determin ed with usage of the Report Format check box. /nAugust 2014Banner Finance 8.10 2-45 User GuideProcessingChanging Attribute Types and Values You may want to customize the order of data and the literals that appear on your GASB reports. While there are restrictions on the ch anges that can be made to the Attribute Types and Values as delivered, there is also a great deal of flexibility. ŁAs a general rule, you may insert or delete Attribute Value Codes that are associated with the rows of a report, and may change the descri ptions to suit your preferences. The sort of the rows within each section of the report is based on the values. (Values intended to exclude information from repo rts should all begin with 9999 . Two values have been included in the seed data to avoid defaulting a value, which would occur if using Sets Required .)ŁDo not insert, delete, or change any Attrib ute Value Codes that are associated with the columns of a report. You can, if you like , change the descriptions to alter the column headings. These include all the Fund Attributes, as well as the Account Attributes associated with type G4GWE1 ER for the columns of the Government Wide Statement of Activities. Data Extract Mode: Selection determining the data type extracted: ŁSummary Š GASB report. ŁDetail Š Includes the Summary report detail rows by Fund, Account, and Program if applicable from the two sources LEDGER and RECLASS. ŁExclusions/Errors Š Includes the remaining detail rows not contained in the Summary report. Note: Incomplete reclassification documents are not included in the Exclusions/Errors file. To view these documents, query on the Transaction Reclassification Query Form (FGIRCLE). ŁAttributes Š Includes attribute associations for the selected GASB report. Expense Classification: Selection determining the ex pense classification for the statements of revenues and expenses. ŁBy Account (Object) Š Default value for the GASB 35 Statement of Revenues, Expenses, and Changes in Net Assets. ŁBy Program (Function) Š Default value for the GASB 34 Government Funds Statement of Revenues, Expenses, and Changes in Fund Balances. ParameterDescription /n2-46 Banner Finance 8.10 August 2014User GuideProcessingŁDo not insert, delete, or change any Attribute Type Codes. You can, if you like, change the descriptions to a lter the Heading and Subtotal literals for the sections of the reports. The order and placement of the report sections is pre-determined based on the examples from the GASB Stat ements and cannot be changed. Associating FOAPAL Elements to Attributes Account type and fund type associations facilitate the association of Fund and Account codes to attribute types and values. In addi tion, a hierarchy is included to retrieve attributes for GASB reporting. Associations for Fund, Ac count, and Program Codes ŁAssociations for Fund codes can be based on level 2 fund type, level 1 fund, or low-level fund. ŁAssociations for Account codes can be b ased on level 2 account type, one user- designated hierarchy level, or low-level account code. The account hierarchy is determined fro m the System Data (FTMSDAT) record with Entity/Usage Code GASB and Attribute Code ACCT_HIER_LEVEL . This is initially set to LEVEL1 with the installation of release 4.2/5.2, but can be changed to any of the following values depending on which is most meaningful for your Chart of Accounts.ŁLEVEL1 ŠLevel 1 Account Code ŁLEVEL2 ŠLevel 2 Account Code ŁPREDŠPredecessor Account ŁAssociations for Program codes can be made at the level 1 program or low-level program code. Retrieval of Attributes for GASB Reporting ŁIf a match is found at the lowest level, th at is, the Fund, Account, or Program used at the time of data entry has been associated to an attribute value, then this value will be used. ŁIf a match is not found at the lowest level, then the level 1 Fund or Program and the account hierarchy you specified will be used to find an attribute value. If a match is not found at this level, then , for Fund and Account, the level 2 Type (ftvfund_ftyp_code and ftvacct_atyp_code ) is used to find an association. /nAugust 2014Banner Finance 8.10 2-47 User GuideProcessingSetting up Program / Account Codes Program Codes To accommodate expense reporting by program or function in the operating reports, you may need to set up the following program co des to use in reclassification entries for GASB reporting.ŁInterest Expense ŁDepreciation Expense ŁCapital outlayŁGeneral Revenue ŁEnterprise Auxiliary operations (one for each operation to be reported in the 34 Statement of Activities) ŁComponent Unit operations (one for eac h row in the GASB 34 Statement of Activities) Account CodesTo accommodate other reporting requirements, you may need to set up the following account codes to use in reclassification entries for GASB reporting. ŁInvested in capital assets net of related de bt with an internal account type of 40 ŁFund Balance account codes (internal account type of 40) for each line to be displayed in the Net Assets section of the Statement of Net Assets or Balance Sheet Setting up GASB 35 Public Institution Business-type Activity Statements This section provides you with the association information you will need to set up the GASB 35 Statement of Net Assets and the Stat ement of Revenue, Ex penses, and Changes in Net Assets. Use the FOAPAL Attribute As sociation Form (FTMFA TA) to establish the associations. /n2-48 Banner Finance 8.10 August 2014User GuideProcessingUse the following steps to create associations: 1.Associate each fund type/code with one attribute value linked to type. G5BAFUND - Public Institution BTA Column - This attribute type determines the column in which the data will be summarized (or excluded). NoteThe bank funds should usually be excluded to avoid overstating or understating the cash in the GASB 35 Gener al Ledger statements. 2.Associate each account with an internal ATYP of 10 or 20 with one attribute value linked to one of the types in the following list. This places the summarized data on the designated row within the Asset and Liability sections of the Statement of Net Assets (or exclude).G5BAA1CA - Current Assets G5BAA2NA - Non-Current Assets G5BAA3CL - Current Liabilities G5BAA4NL - Non-Current Liabilities G5BAA9EX - Exclude Assets/Liabilities 3.Associate each account with an internal ATYP of 30 or 40 with one attribute value linked to one of the types in the following lis t. This will place the summarized data on the designated row within the Net Asset se ction of the Statement of Net Assets (or exclude).G5BAN1NA - Net Assets G5BAN9EX - Exclude Net Assets 4.Associate each account with an internal ATYP of 50, 60, 70 or 80 with one attribute value linked to one of the types in the follo wing list. This will place the summarized data on the designated row within the Reve nue and Expense sections of the Statement of Revenues, Expenses, and Change s in Net Assets (or exclude). G5BAR1OR - Operating Revenues G5BAR2OEX - Operating Expenses G5BAR3NO - Non-Operating Revenues (Expenses) G5BAR4OT - Other changes G5BAR9EX - Exclude operating account /nAugust 2014Banner Finance 8.10 2-49 User GuideProcessing5.Associate each account with an internal ATYP of 90 or 95 with one attribute value linked to one of the types in the following lis t. This will place the summarized data on the designated row within the Net Asset se ction of the Statement of Net Assets (or exclude).G5BAN1NA - Net Assets G5BAN9EX - Exclude Net Assets You also need to associate each account with an internal ATYP of 90 or 95 with one attribute value linked to one of the types in the following list. This will place the summarized data on the d esignated row within the Other Changes section of the Statement Revenues, Expenses, and Changes in Net Assets (or exclude). G5BAR4OT - Other changes G5BAR9EX - Exclude operating account 6.Associate each program with one attribute value linked to type. G5BAPROG - Program Code Attributes for Expenses - This attribute type summarizes data by program code for expe nses only (accounts with Attribute Type G5BAR2OE) when the Expense Classification on FGAGASB is by program. Associate program codes with one or more value in this attribute type. Setting up GASB 34 Gove rnmental Funds Statements This section provides you with the association information you will need to set up the GASB 34 Balance Sheet; and the Statement of Revenues, Expenditures, and Changes in Fund Balances. Use the FOAPAL Attribute A ssociation Form (FTMFATA) to establish the associations. Use the following steps to create associations: 1.Associate each fund type/code with one attribute value linked to type. G4GFFUND - Governmental Funds Column This attribute type determin es the column in which the data will be summarized (or exclude). You may use a maximum of six Major Funds columns in addition to the General Fund and Other Funds columns (total of eight columns). Bank Funds should be excluded to avoid duplicating the tota ls found in the inter-fund cash accounts. 2.Associate each account with an internal ATYP of 10 or 20 with one attribute value linked to one of the types in the following table. This will place the summarized data on the designated row within the Asset and Liability sections of the Balance Sheet (or exclude)./n2-50 Banner Finance 8.10 August 2014User GuideProcessingG4GFA1CA - Assets G4GFA2CL - Liabilities G4GFA9EX - Exclude Assets/Liabilities 3.Associate each account with an internal of ATYP 30 or 40 with one attribute value linked to one of the types in the following table. This will place the summarized data on the designated row within the Net Asset section of the Balance Sheet (or exclude). G4GFN1NA - Net Assets G4GFN9EX - Exclude Net Assets 4.Associate each account with an internal ATYP of 50, 60, 70 or 80 with one attribute value linked to one of the typ es in the following table. Th is will place the summarized data on the designated row within the Reve nue and Expense sections of the Statement of Revenues, Expenditures, and Chang es in Fund Balan ces (or exclude). G4GFR1OR - Revenues G4GFR2OE - Expenses G4GFR3OS - Other Financing Sources (Uses) G4GFR4SI - Special Items G4GFR9EX - Exclude Operating Accounts 5.Associate each account with an internal ATYP of 90 or 95 with one attribute value linked to one of the types in the following table. This will place the summarized data on the designated row within the Net Asset section of the Balance Sheet (or exclude). G4GFN1NA - Net Assets G4GFN9EX - Exclude Net Assets You also need to associate each account with an internal ATYP of 90 or 95 with one attribute value linked to one of the types in the following table. This will place the summarized data on the d esignated row within the Other Changes section of the Statement of Revenues, Expenditures, and Changes in Fund Bala nces (or exclude). G4GFR4SI - Special Items G4GFR9EX - Exclude Operating Accounts 6.Associate each program with one attribute value linked to type. G4GFPROG - Program Code Attributes for Ex penses - This attribute summarizes data by program code for expenses only (accou nts with attribute type G4GFR2OE) when the Expense Classification on FGAGASB is by program. Associate program codes with one or more value in this attribute type. /nAugust 2014Banner Finance 8.10 2-51 User GuideProcessingSetting up GASB 34 Government Wide Statements This section provides you with detailed setup information fo r the GASB 34 Statement of Net Assets and Statement of Activities. Us e the FOAPAL Attribute Association Form (FTMFATA) to establish the associations. Use the following steps to create associations: 1.Associate each fund type/code with one attribute value linked to type. G4GWFUND - Government Wide Column This attribute type de termines the following:Łthe column in which data will be summ arized on the Statement of Net Assets Łthe column in which data will be summ arized in the Net (Expense) Revenue and Changes in Net Assets secti on of the Statement of Activities Łplacement and sub-total breaks in th e Functions/Programs section of the Statement of Activities Łexclude fund from the report NoteUsually, the bank funds should be excluded to avoid overstating or understating the cash in the GASB 34 Gener al Ledger statements. 2.Associate each account with an internal ATYP of 10 or 20 with one attribute value linked to one of the types in the following lis t. This will place the summarized data on the designated row within the Asset and Liability sections of the Statement of Activities (or exclude). G4GWA1CA - Assets G4GWA2Cl - Liabilities G4GWA9EX - Exclude Assets/Liabilities 3.Associate each account with an internal ATYP of 30 or 40 with an attribute value linked to one of the types in the following lis t. This will place the summarized data on the designated row within the Net Asset se ction of the Statement of Activities (or exclude).G4GWN1NA - Net Assets G4GWN9EX - Exclude Net Assets 4.Associate each account with an internal ATYP of 50, 60, 70 or 80 with one attribute value linked to one of the types in the fo llowing list. This will determine in which column data will be summarized in the Expenses - Program Revenues section of the Statement of Activities. /n2-52 Banner Finance 8.10 August 2014User GuideProcessingG4GWE1ER - Column for Expenses/Revenues G4GWE9EX - Exclude Expenses/Revenues If a program code has been associated to the value GENREV, an additional association for operating accounts is required to the following attribute types. This will place the summarized data on the d esignated row within the General Revenue section of the Statement of Activities (or exclude). G4GWG1RV - General Revenue G4GWG9EX - Exclude General Revenue 5.Associate each account with an internal ATYP of 90 or 95 with one attribute value linked to one types in the following list. This will place the summarized data on the designated row within the Net Asset sec tion of the Statement of Net Assets (or exclude).G4GWN1NA - Net Assets G4GWN9EX - Exclude Net Assets You also need to associate each account with an internal ATYP of 90 or 95 with one attribute value linked to one types in the fo llowing list. This will place the summarized data on the designated row within the Ge neral Revenue section of the Statement of Activities (or exclude). G4GWG1RV - General Revenue G4GWG9EX - Exclude General Revenue 6.Associate each program with one attribute value linked to the following attribute type. This will place the summ arized data on the design ated row in the Functions/ Programs section of the Statement of Activities. G4GWPROG - Program Activities For transactions using a program code associated with an attribute value of GENREV, the data will fall through to th e General Revenue section wher e the rows are summarized based on account attributes associat ed with attribute type G4GWG1RV. If program codes used at the time of data en try do not reflect the summarization desired for GASB purposes, you may want to use Value 9000WASH Pending reclassification, then use the reclassification form to re-d istribute via other program codes. /nAugust 2014Banner Finance 8.10 2-53 User GuideProcessingProducing GASB Reports This section provides you with information about how to produce GASB reports. Additional information about these reports is included in the fiReports and Processesfl chapter. 1.Update attribute values and types to refl ect your GASB report column and row titles on the Attribute Type Maintenance Fo rm (FTMATTT) and the Attribute Value Maintenance Form (FTMATTV). 2.Update the account hierarchy search on the SDAT record using the System Data Maintenance Form FTMSDAT, if necessary. 3.Associate Fund Types/Codes, Account Ty pes/Codes, and Program Codes to the appropriate attributes for GA SB reporting using the FOAPAL Attribute Association Form (FTMFATA). 4.Update the General Users Preference Form (GUAUPRF) with the directory in which to save the GASB reports. 5.Run the GASB Reports Extract Process (F GPGEXT). This process requires a Chart Code, As Of date, and Which Group of Reports. The As Of date defines the fiscal period assigned to each record in the extract table. 6.Review the error messages and make any requ ired changes. Rerun the extract process (FGPGEXT). NoteIf changes or adjustments are made to the attribute associations or to the ledgers (via JV, Invoice, Encumbranc e, and so on) you will need to rerun the extract process FGPGEXT to refr esh the extract table data with the new associations. 7.Enter reclassifications on FGARCLE, the Reclassification Entry Form. The transaction date determines the fiscal period for the transaction. It should be the same as the extract process As of Date. If not, th e entries will not match up with the extract data and the GASB reports will not be correct. 8.Produce the GASB report f ile using the GASB reports parameter form, FGAGASB. The data reported are determined by the fiscal year and period parameters. Only data in the extract and reclassification table that match these parameters are included in the report. The resulting CSV file is saved to the directory you specified on GUAUPRF, the User Preference Form. 9.To review the reports, open the CSV file with a spreadsheet program. If adjustments are posted with a JV, you must rerun the extract process FGPGEXT so the adjustments are reflected on the reports. If changes are made to the attribute /n2-54 Banner Finance 8.10 August 2014User GuideProcessingassociations, rerun the extract process FGPGEX T to update the extract table with the new associations. 10. To edit and format the reports, use stan dard edit and format functions for your spreadsheet program. (Some he lpful hints for PC users of Microsoft Excel users are listed below.) For PC Users: Helpful Hint s for Using Microsoft Excel For additional information and guidance on using the following tips, refer to Microsoft Excel Help.ŁTo change formatting or width for multiple columns at once, highlight the columns by clicking on the letter in the column he ading. Drag across columns or use shift- click to highlight adjacent columns. Use ctrl-click to highlight non-adjacent columns. (Same applies to rows.) ŁTo change the width of a column or height of a row, hover the cursor over the dividing line in the heading until a bar w ith arrows on opposite sides appears Œ click and drag to desired width or height. ŁChoose Format-Cells-Number tab and catego ry Number to access the check box to separate thousands with commas and to set the number of decimals to display. ŁChoose Format-Cells-Number tab and catego ry Custom to change the number of significant commas and display of 0. ###,##0.0,;(###,##0.0);- as a custom format will display In Thousands using parentheses around negatives and a dash for zeros. ŁTo have longer column headings wrap to multiple ro ws, choose Format-Cells- Alignment tab, and check Wrap Text under Text Control. Choose Right for Text alignment Œ Horizontal to have these lin e up with the numbers which follow. ŁTo have longer column headings center over multiple columns, highlight all the columns, choose Format-Cells -Alignment tab, and choose Center Across Selection for Text alignment Œ Horizontal. (Headi ngs intended to st retch over multiple columns have been placed in the first of the columns so that this feature may be used.) You may also wish to click the Bord er tab and put a line across the bottom of the selection.ŁYou can create and save styles (under Fo rmat menu) that incorporate multiple aspects of the formatting and alignment su ggestions above, then easily merge and apply the style when you open a new GASB. csv file.Source Data Display25,485,860.5 25,485.9 -582.992.42 (583.0) 0-/nAugust 2014Banner Finance 8.10 2-55 User GuideProcessingŁTo change zeros to blank cells for a wo rkbook, choose Tools-Options-View tab, and uncheck Zero Values .ŁTo change zeros to a dash (-) choose Edit-Replace and use 0 for Find what and - for Replace with . Be sure to check Find entire cells only (not necessary if you use custom format to display 0 as dash). General Accounting Transactions Creating a Journal Voucher Entry Transaction Three forms are available to create a Journa l Voucher Transaction entry. Use either the Journal Voucher Entry Form (FGAJVCD) described below, the Journal Voucher Quick Form (FGAJVCQ), or the Journal Voucher Mass Entry Form (FGAJVCM). NoteFGAJVCQ is similar in function to FGAJVCD but contains less detail. FGAJVCD Initiate the processing to create a journal voucher entry on the Journal Voucher Entry Form (FGAJVCD). Complete this form as follows. Key Information 1.Enter an existing journa l entry number in the Document Number field or allow the system to automatically gene rate a number by selecting Next Item or by entering NEXT.You can copy an existing journal voucher by using either the Copy icon or the options menu. An existing journal voucher refers to a journal vouche r that is either in process or that has already been posted. For more information, refer to fiCopy Journal fl on page2-55 . 2.Use the optional Submission Number field to limit access to posted submission numbers.Copy Journal To copy a journal from the journal vouch er forms, use the following process. 1.Select the Copy Journal option from the op tions menu or press the Copy icon. 2.Enter the source journal voucher document number. /n2-56 Banner Finance 8.10 August 2014User GuideProcessing3.Enter a new document number, leave this field blank or enter NEXT to generate a new document number. 4.Change the transaction date as required (the default value is the current date). 5.You may reverse the entry. Select the Reverse JV check box to create the new journal with the opposite sign from the Copy From journal. 6.Optional: Select the Copy Text check box to copy header text from the source journal voucher. 7.Select OK.Journal Voucher Document Header ŁThe Transaction Date field defaults to the system date, but you may enter another date. ŁPopulate the Document Total field, which represents the sum of the absolute values of the accounting sequence lines you enter. ŁCheck the Redistribute field if you intend to distri bute the dollar amounts on a percentage basis. When using the distribu tion method, use the Distribution Total in calculating the percentages. If you leave this field blank, the system applies distribution percentages to the Document Total . ŁIf the NSF Checking check box is selected, the system performs NSF checking online. Otherwise, the Posting Process performs the NSF checking. ŁThe Defer Edit indicator defaults to th e global setting of the Defer Edit indicator on the System Control Table (FSASYSC). If the indicator on FGAJVCD defaults to unchecked, it invokes the edits on the rule class for eac h committed accounting sequence. Select the Defer Edit check box to bypass the editing process at the time of transaction entry. If you choose this option, you may complete the document online. A batch program edits the transacti on. The system documents errors to an error report file for those documents containing errors. ŁSelect Next Block or click Transaction Detail to access the Transaction Detail Window and enter the accounting sequences. Transaction Detail Window The system updates the Status indicator field after you save each transaction record. Allowable values are as follows: AIn the process of being edited EError condition due to an edit failure NNon-sufficient funds for transaction to proceed PPostable/nAugust 2014Banner Finance 8.10 2-57 User GuideProcessingWhen the Defer Edit box is checked, the Document Status field remains blank. ŁYou may enter a sequence number or allow the system to default the Sequence field. ŁThe Journal Type field refers to the Rule Class or Transaction Code for this accounting entry. ŁEnter the accounting distribution, starting with the COA (Chart of Accounts) Code. (This defaults from your User Profile.) ŁEnter the percentage or dollar amount being charged to the accounting distribution in the appropriate fields. ŁAlong with the FOAPAL values, you must populate the Debit/Credit indicator. Depending on the rule cla ss you select, the values are D, C, or (+), (-). ŁPopulate the Description field. ŁAdditional fields on this record may be required depending on the nature of the transaction. For example, a cash tran saction requires that you enter the Bank Code , but a budget rule requires a Budget Period. If you are recording direct changes for a project in the Cost Accounting module, enter the appropriate project code in the Project field. ŁSave the record after you populate the ap propriate fields. The system performs the editing and available balance processes as long as the Defer Edit indicator is not checked. ŁWhen you have finished, use the Next R ecord function to move to the next accounting sequence record. ŁOnce you have entered all the record s for this document, either click Complete or select Complete from the Options menu. Posting ŁThe system balances the document when you click or select Complete from the Completion Window. ŁThe system checks that the absolute values of the individual accounting sequences add up to the Document Total .ŁThe system also verifies any balancing sp ecifications on the rule classes (debits equal credits on two-sided entries). ŁIf the Defer Edit indicator is not checked, go to the appropriate approval forms and approve this document. The system posts completed docum ents in the next posting /n2-58 Banner Finance 8.10 August 2014User GuideProcessingrun (FGRACTG), and you may review th e results from the General Accounting Query forms. NoteTo approve documents, you must nav igate to the User Approval Form (FOAUAPP) or to the Document Approval Form (FOAAINP). Workflow Complete If a journal voucher is completed as part of a workflow activity, an Information Alert will display to advise the user of the disposition of the journal voucher. The workflow activity is submitted as complete. Automatic Journal Voucher Process Use the Automatic Journal Voucher Process to establish a journal voucher and a schedule for submission to the Posting and Approval Processes. The system creates an automatic journal voucher using the Automatic Jour nal Maintenance Form (FGAAUTO). Access FGAAUTO from the General Accounting Tr ansaction Forms Menu (FINGENLA). Use the following procedure to create an d process an automatic journal voucher: 1.From the Financial Systems Menu (FINANCE), select the General Ledger System Menu (FINGENLL). 2.From the General Ledger System Menu, se lect the General Accounting Transaction Forms Menu (FINGENLA). 3.From the General Accounting Transaction Forms Menu, select the Automatic Journal Voucher Form (FGAAUTO). When you access this form, the cursor appears in the Automatic Journal ID field. If you wish to quer y information for an existing automatic journal, execute a Dynamic Quer y with the desired values (select Enter Query, then Execute Query). To create a ne w automatic journal, enter the ID of the automatic journal and a description in the Title field. You may click Automatic Journal ID or select List. 4.After entry of the automatic journal description in the Title field, use the drop-down lists to populate the Submission Cycle field. The submission cycle controls how often the system submits a particular automa tic journal. The submission cycle can be Monthly , Quarterly , Annual , or On Demand . /nAugust 2014Banner Finance 8.10 2-59 User GuideProcessingSchedule submissions based on the selected cycle by a comb ination of the day and the period. 4.1. If you select Monthly or On Demand submission cycles, the day would need to be either 1 through 31 or L for the last day of the month (that is, the first or last day of the month) and do not populate the Period field. 4.2. If you select Quarterly or Annual submission cycles, populate both the Submission Day and Period fields. When specifying a Period, take note that the system bases the period value on a calendar year and not the fiscal year. An example would be defining a schedule using a Quarterly cycle, populate the Submission Day field with the 15th of the month and the period value to 03 with a First/Next Submission date of 15- OCT-95 . When the system processes this su bmission, the system populates the Next Submission date field with 15-MAR-96 because the 15th day of the 3rd period of the calendar year is the 15th of March 1996. Consider this when using Quarterly or Annual submission cycles for your Automatic Journal Processes. 5.Enter the desired submission cycle and the appropriate information for the day and period in the respective fields. The system updates the Last Submission field after the last submission processes. 6.Go to the Submissions Total field. Enter the total number of times the system must submit the journal voucher to the Postin g Process (FGRACTG) for recording in the ledgers. For example, if you selected a Mo nthly submission cycle and you wanted an entry each month, you would enter 12 in the Submissions Total field. Once the Submissions Total equals the Submissions Completed , run the Transaction Interface process to automatically delete th e Automatic Journal ID along with all journal voucher header and detail records associated with the Automatic Journal ID. The system increments the Submissions Completed and Submissions Remaining fields after journal submission and completion. You cannot modify these fields. 7.Establish the date for submission by entering a date into the First/Next Submission field. This date determines when the sy stem processes the automatic journal. The system updates the Last Submission and Last Reversal fields when the automatic journals successfully process. For On Demand , Monthly , and Quarterly submission cycles, the system enters the next submis sion after the first using the date of successful posting for the firs t submission. Therefore, if there are problems posting the document on the submission day that re sults in posting afte r the submission date, you will need to adjust the submission schedule to the cycle originally specified. 8.In the Reversal field, indicate whether you want the system to reverse the automatic journal by checking or unchecking the box. If you choose reversals, enter the Day of the reversal and the Period based on the selected submission cycle. The criteria used to populate these fields are the same as when you establish a submission schedule. /n2-60 Banner Finance 8.10 August 2014User GuideProcessingTo illustrate when a reversal would take place, use the previous example of a Quarterly submission with the Next Submission date of 15-MAR-96 . If you enter a reversal schedule for Day 01 and Period 04, the reversal date the system uses for processing is 01-APR-96. This date is the transaction date for po sting to the ledgers. After choosing reversal processing and completing the schedule information as appropriate, select Next Block to go to the Journal Voucher Header information. 9.Enter the journal voucher Document number, Description , and Document Total . Use a unique identifying number for the jour nal that is different from the sequence of numbers that you would normally use for jo urnal vouchers. If you use a number with the sequence type normally used for journal vouchers, type NEXT in the Document field. Due to the internal system sequencing, problems occur when you subsequently enter journals. The document number used is reusable. Each submission has the same document number. The syst em assigns a submission number for each journal processing providing a un ique internal index. NoteThe Status field displays the status of the individual journal vouchers associated with the automatic journal voucher. Incomplete journal vouchers need to be addressed via FGAJVCD before the next submission can run. 10. After entering the Journal Vouche r Header information, click the Journal Voucher button or select Journal Voucher from the Op tions Menu. The system creates a header record and opens the Journal Voucher Entry Form (FGAJVCD). Enter the transactions needed to process this do cument through the accounting system. 11. The system processes transactions through th e internal edits. When the information is complete, select Complete from the Options menu to indicate that this document is ready for processing as an automatic journal document. The system processes documents that pr ocess as automatic journals through the Transaction Interface Process (FGRTRNI). FGRTRNI determines which automatic journals to read based on the next submissi on date on the Automatic Journal Voucher Table (FGBAUTO). The system processes documents through the Edits and the Available Balance Process where appropriate. If the system encounters errors in the journals during processing, the system writes the errors to the Batch Transaction Error Repo rt Table (FGRTRNR). 12. The Transaction Error Report (FGRTRNR) pr ocesses the errors and prints a listing. Approve the error-free documents. To approv e documents, you must navigate to the User Approval Form (FOAUAPP) or to the Document Approval Form (FOAAINP). 13. The system calculates the next submission date for the automatic journal and updates the Automatic Journal Voucher Table (FGBAUT O) with the next submission date, the last submission date, and the submissions to date. /nAugust 2014Banner Finance 8.10 2-61 User GuideProcessingRule Code Balancing Methods Rule Code Balancing Methods provide the ab ility to edit budget entries, ensure that budget entries are balanced, an d maintain the ability to use pl us (+) and minus (-) symbols. Method Codes provide the ability to check that pluses (+) equal minuses (-) in all transactions where you can name both sides of the transaction and specify the rule class code on input. You can edit budget entries in the Journal Voucher Entry Form (FGAJVCD), the Journal Voucher Quick Form (FGAJVCQ), the Journal Voucher Mass Entry Form (FGAJVCM) and the Transaction Interface Process (FGRTRNI). The specific method codes are listed in the following chart.:NoteThe four balancing method edits are evaluated in total for all rule class entries in the transaction that share the same balancing method. The budget entry rule class codes general design include I routines that use pluses (+) and minuses (-) and are established as self-balancing for budget rule cl asses such as BD01. This design is consistent with the nature of the Operating Ledg er. Use the Balancing Methods feature to edit and balance budget rule class codes that use the plus (+) and minus (-) symbols within organization or fund or chart of accounts. Tip Although balancing edits are intended for use with budget entries, you can use balancing edits with any rule class codes designed to be two-sided. Use plus (+) and minus (-) symbols as intend ed for use on transaction forms established for such entries. Method Code Value Balance Method Parameters OThe sum of pluses (+) eq ual minuses (-) within Organization (ORGN), within rule class codes (RUCL) on input UThe sum of pluses (+) equa l minuses (-) within Fund (FUND), within rule class codes (RUCL) on input AThe sum of pluses (+) equa l minuses (-) within Chart (COAS), within rule class codes (RUCL) on input EThe sum of pluses (+) equal mi nuses (-) in total, within rule class codes (RUCL) on input /n2-62 Banner Finance 8.10 August 2014User GuideProcessingThese balancing methods are applicab le to input on data only. This means, for example, that if a rule class is designed to edit that pluses equal minuses within an organization, then this edit is applied to the organization codes on input. The sy stem does not apply th e edit automatically to any posting process codes embedded in the rule class code and subsequently performed during the Posting Process (FGRACTG). Processing a Cash Receipt From a Vendor When cash is received from a vendor, you can us e the Direct Cash Receipt Form (FGADCSR) to process the transaction. This form can also be used for processing regular cash receipts that do not come from a vendor. The rule class code or jour nal type does not need to be entered on this form. The Direct Cash Receipt Form generates a rule class to process the cash receipts. Using the Direct Cash Receipt Form To use FGADCSR, perform the following steps: 1.Enter a cash receipt document number in the Document Number field. Leave this field blank or enter NEXT to allow the system to automatically generate a document number. 2.Enter a vendor code in the Vendor Code field to process cash receipts from a vendor, or you can leave this field blank. The Vendor description de faults from the Vendor Code .3.The system date defaults in the Transaction Date field, but you may override the date. 4.Enter the sum of all the accounting sequences that you will enter in the Document Total field. If a vendor code is entered in the Vendor field, a default value will display in the Collects Tax field.5.To perform Non-Sufficient Fund s checking online, check the NSF Checking box. A Y is displayed in the Document Text Exists field if text exists on the General Text Entry Form (FOATEXT). The Document Status field displays a C if the document is complete or an I if the document is incomplete. If the document is complete, you cannot use the Next Block function or navigate to the transaction detail block.6.If you wish to enter text for the document, click the Document Text button. 7.Select Next Block or click the Transaction Detail button to go to the Transaction Detail Window. /nAugust 2014Banner Finance 8.10 2-63 User GuideProcessingThe system updates the Status indicator after you save each transaction record. You may receive one of the following values in the Status field:ŁIf E is displayed, this indicates that an error condition has occurred due to an edit failure. ŁIf N is displayed, this indicates that there are non-suffic ient funds for the transaction to proceed. ŁIf P is displayed, this indicates th at this document may be posted. 8.Either enter a sequence number or let the sy stem increment a sequence number in the Sequence field.9.If the vendor refunds involve taxes, en ter the appropriate tax group in the Tax Group field. If taxes are not involved, you can leave the Tax Group field blank. 10. Enter the accounting distribution starting from the COA (Chart of Accounts) field (defaults from your user profile). You may not enter a value in the Fiscal Year field; the fiscal year is updated by the form based on the transaction date entered. 11. Enter the percentage in the Percent field or the dollar amount in the Amount field that applies to the accounting distribution. If you enter a value in the Percent field, then the transaction amou nt will default in the Amount field.ŁIf the tax group is entered, the amount you enter includes taxes if the vendor collects All or Selected taxes. These values will default from the vendor. ŁIf the vendor collects All taxes, the system will perfo rm a reverse calculation to separate the Tax Amount and Rebate Amount (if applicable) based on the tax group. ŁIf the vendor collects Selected taxes, you must enter the Tax Amount in the Tax Information Window and the system will calculate the Rebate Amount (if applicable). ŁIf the vendor collects No taxes, the system will calculate the Tax Amount and Rebate Amount based on the total amount of the cash receipt. 12. Enter a + in the DC indicator field to process a cash receipt, or enter a - in this field to cancel a cash receipt. 13. If you have NSF Override authority, check NSF Override and select Save . Saving approves the NSF condition.The Description field defaults. 14. Enter a value in the Bank field. The Deposit Number and Document Reference Number are not required fields. /n2-64 Banner Finance 8.10 August 2014User GuideProcessing15. A value defaults from the ve ndor information in the Currency field, but you may override this value.16. If a tax group is entered, you can navigate to the Tax Information Window to view the Tax Amount and the Rebate Amount that are related to that sequence. If the vendor you enter collects Selected taxes, enter the Tax Amount in this window. You can only update the Tax Information Wi ndow if the vendor collects Selected taxes.17. You can also navigate to the Direct C ash Receipt Summary Form (FGICSUM) to view all the sequences for that document. NoteThe system performs available bal ance logic if an expense account and tax group are entered. 18. Print the document by clicking the Print Cash Receipt button. Once you click this button, the system brin gs you to the Process Submission Control Form (GJAPCTL) to run the Ca sh Receipts Report (FGRCSRP).19. Select Next Record to enter more sequenc es, or select Next Block to complete the document. Posting Direct Cash Receipts Select Next Block from the main window of FGADCSR to navigate to the Transaction Detail window. On the Transa ction Detail window, click the Completion button to take you to the Completion window. When you click Complete on the Completion window, the system balances the document . The system checks if the amount of all the sequences adds up to the document total. If the approvals are ON, the document is forwarded to the approval process. Otherwise, the document is forwarded to the posting process. Because rule classes are not entered on the Di rect Cash Receipt Form , the form generates the DCSR rule class to process the cash receipt and TAXR to remove the tax liability (if the vendor does not collect taxes). The posting process generates the rule class RBTR to remove the rebates (if applicable). See the following example for actual postings.Examples: The vendor refunds $100, which includes taxes from the tax group code T GRP. The tax group TGRP has two rates: TR1 with 5% and TR 2 with 10%. The priority code for both the rates is 1.Scenario 1: The vendor does not collect taxes. To record the cash received from the vendor, use rule class DCSR. Appropriate bank fund entries are made. /nAugust 2014Banner Finance 8.10 2-65 User GuideProcessingTo remove the taxes from the liability account if the vendor does not collect taxes, use rule class TAXR .Tax amount = 100(15/100) If TR2 had a rebate and the rebate was 70% based on the FOAPAL entered, use rule class RBTR to remove the rebates from the rebate receivable account . The rebate receivable account and the tax liability account are fetc hed from the tax rates that belong to the tax group that was entered on the sequence. Scenario 2: The vendor collects taxes. To record the cash received from the vendor, use rule class DCSR. Appropriate bank fund entries are made. To remove the rebates from the rebate receivable account, use rule class RBTR .Scenario 3: The tax group is null, so there is only one posting. To record the cash received from the vendor, use the rule class DCSR. Appropriate bank fund entries are made. DR$100Cash Interfund CR$100Expenditure Control Account (the input account for that sequence) DR$15Tax Liability CR$15Expenditure Control Account (the input account for that sequence) DR$7Expenditure control account (the input account for that sequence) CR$7Rebate Receivable DR$100Cash Interfund CR$100Expenditure Control Account (the input account for that sequence) DR$6.09Expenditure control account (the input account for that sequence) CR$6.09Rebate Receivable /n2-66 Banner Finance 8.10 August 2014User GuideProcessingDefaulting Feature in Gene ral Accounting Transaction Forms Defaulting logic applies to all accounting forms. The fo llowing General Accounting Transaction forms contain the defaulting feature: ŁJournal Voucher Entry Form (FGAJVCD) ŁJournal Voucher Mass Entry Form (FGAJVCM) ŁJournal Voucher Quick Form (FGAJVCQ) ŁEncumbrance/Reservations Maintenance Form (FGAENCB) Using the Defaulting Feature The defaulting capability of Banner Finan ce provides more effective data entry by allowing you to set default values for funds and organizations in the process of establishing the Chart of Accounts. ŁEnter the default Organization , Program , Activity, and Location codes using the Fund Code Maintenance Form (FTMFUND). ŁEnter the default Fund, Program , Activity, and Location codes using the Organization Maintenance Form (FTMORGN). Once these records exist on the Chart of Ac counts, the system de faults these values whenever you enter the account distribution. Populate the Default Override field on the Fund Type Main tenance Form (FTMFTYP) to invoke the defaulting feature. Use the drop-down list to select Fund or Organization for the Default Override field. Generally, you populate Restricted type funds to Fund for defaulting purposes and Unr estricted type funds to Organization .The forms work as follows when you enter an account distribution. ŁSelect Next Item from the Fund code field and enter an Organization code. When you select Next Item, Fund code, Program code, Activity, and Location values default from FTMORGN.ŁEnter a Fund code on FTMFTYP and select Fund in the Default Override field. Select Next Item and the default Organization code is displayed. When you accept the Organization default by selecting Next Item, the Program , Activity, and Location codes default from FTMFUND. DR$100Cash Interfund CR$100Expenditure Control Account (the input account for that sequence) /nAugust 2014Banner Finance 8.10 2-67 User GuideProcessingŁEnter a Fund code on FTMFTYP and select Fund in the Default Override field. You enter only the Organization code as a default value on the Fund Code Maintenance Form (FTMFUND). FTMFUND supplies the Organization Code. The Program , Activity, and Location default from FTMORGN if originally defined. You always have the option to override defaults. Redefaulting FOAPAL Elements All the transaction entry forms in Banner Finance support FOAPAL (fund, organization, account, program, activity, location) redefaulting. Defaults defined on either the fund, the organization, or the account index records display on entry forms when you enter a value that should trigger a default. This feature is most useful if you have defined defaults. Where to Define Defaults Define FOAPAL default components on the following forms: ŁOn the Fund Maintenance Form (FTMF UND), you may default the organization, program, activity, and location. ŁOn the Organization Maintenance Form (FTMORGN), you may default the fund, program, activity, and location. ŁOn the Account Index Form (FTMACCI), you may default all components of fund, organization, account, prog ram, activity, and location. How Redefaulting Works The following steps show how redefaulting works: 1.Organization, Program, Activity , or Location codes (which have already been defined on the Fund record) are defaulted as you navigate out of the Fund Code field.2.The system checks the Fund Type of the Fund Code entered for its Default Override field.3.If an Organization is entered which contai ns default values, the system uses the Default Override Indicator to determine what Program, Activity, and Location code it should default. The system has to determine if it should select one of the codes from the Fund record or the Organization record. If you leave the Fund code field blank and enter the Organization code, the system defaults the Fund from the Organization re cord if a fund was specified on the Organization record. 4.Defaulting takes place from left to right (as with most Banner data entry forms) and from top to bottom in the Budget Deve lopment Forms (FBABDRQ and FBABDRA). /n2-68 Banner Finance 8.10 August 2014User GuideProcessingSo, if a value is entered in the Fund Code field and you enter an organization code which contains a defau lt fund, the system will not override the initial Fund code entered.Account Indexes Account Index defaults may be defined as overridable or not overridable. If default values are overridable, you may change the value but no further redefaulting occurs from that changed value. If default values of an index are not overridable, the system provides a message indicating that the field you are attempting to change can not be updated. The account index defaults all values, including null values. Redefaulting does not occur when an account index is present. The follo wing scenario serves as an example: (1) You define an index to include a fund code, an organization code, and a program code which are overridable, but no activity code or loca tion code, (2) You change the fund code to one which contains an activity code default. The system does not default the activity code if the account index code is valued. How Banner Finance Handles Defaults You can define a default (such as program code) on both a fund and an organization record, and enter this combination of fund a nd organization on a transaction entry form. In this case, the system determines which co mponent of fund or organization takes precedence in defaulting the program based on the Default Override value selected on the Fund Type Maintenance Form (FTMFTYP). If you have not defined defaults and you change the value of organization code, the system completely clears the values of program, activ ity, and location. You need to re-enter the program, activity, and location. This feat ure prevents you from entering improper combinations of FOAPAL values. The system clears and defaults fidefault capabl efl FOAPAL components to the right of the component being change d, as shown in the following char t. The system does not clear FOAPAL data to the left of the component being change d. The system clears and redefaults FOAPAL values on ly when you change a FOAPAL component that can initiate a default. The system clears the account code only fo r changes to the accoun t index code, as the account code is only defaultable from inde x. Changes to the fund code clear the organization, the program, the activity, and th e location. Changes to organization clear the program, the activity , and the location. fundorganizationaccountprogramactivity location /nAugust 2014Banner Finance 8.10 2-69 User GuideProcessingForms Affected by the Redefaulting Feature In the following list, forms marked with an as terisk () are displayed only if you have the Banner Human Resources System installed. Forms marked with a pound sign (#) are displayed only if you have the Banner Student System installed. ŁInvoice/Credit Memo Form (FAAINVE) ŁBudget Maintenance Form (FBABDMN)ŁBudget Request by Acco unt Form (FBABDRA) ŁBudget Request Entry Form (FBABDRQ) ŁEncumbrance/Reservations Maintenance Form (FGAENCB) ŁJournal Voucher Entry Form (FGAJVCD) ŁJournal Voucher Mass Entry Form (FGAJVCM) ŁJournal Voucher Quick Form (FGAJVCQ) ŁChange Order Form (FPACHAR) ŁPurchase Order Form (FPAPURR) ŁRequisition Form (FPAREQN) ŁEmployee Job Form (NBAJOBS) ŁPosition Definition Form (NBAPOSN) ŁBenefit/Deduction Rule Form (PTRBDCA) ŁEarnings Code Rule Form (PTREARN) ŁDetail Code Control Form (TFADETC) ŁDetail Code Control Form (TSADETC)# ŁMiscellaneous Transaction Form (TSAMISC)# Making Adjustments to an Existing Encumbrance Follow this procedure to adjust committed or uncommit ted encumbrances.1.Open the Encumbrance/Reservations Maintenance Form (FGAENCB). 2.Enter the Encumbrance Number to be adjusted. You may only adjust encumbrances that have posted successfully to the ledgers. 3.Select Next Block to enter the Encumbrance Header Information. 4.The Encumbrance Title is not a required field; you may bypass it. /n2-70 Banner Finance 8.10 August 2014User GuideProcessing5.Enter the encumbrance dollar adjustment amount (amount to change the encumbrance BY) in the Document Total field. If you want to increase the encumbrance to $3600.00 from $3500.00, enter 100.00 in the Document Total field. For example: 6.Choose the radio button that corresponds to the desired Encumbrance Type : Encumbrance, Labor, or Memo. 7.Enter the associated vendor data. 8.Enter from one to eight characters in the Encumbrance Change field to uniquely identify this document as a change to an existing encumbrance. The encumbrance change number is key to the posted docu ment.When the system posts the document, the encumbrance change number serves as the document number. 9.Select Next Block to access the Transaction Detail Window. Transaction Detail Data As you enter adjustment amounts, FGAENCB maintains the document total accordingly. The system adjusts the encumbrance value by that amount when the Posting Process executes. You can delete header or detail records only if the system has not posted the encumbrance record to the ledgers. 1.Enter the adjustment amount for th is accounting distribution in the Current Encumbrance Amount field.2.When you adjust an original encumb rance, you must specify Rule Class E020 in the Journal Type field. E020 is the Encumbrance Adjustment Rule Class. Banner Finance includes process codes within the Rule Class used by the Posting Process to handle an adjustment. 3.FGAENCB tracks the amounts you enter in the Net Amount field.4.Select Next Record to proceed to any subsequent distributions. After you enter the adjustment amount, the Amount field is blank and the adjustment displays in the Current Encumbrance Amount field. Use this method to handle any corrections/updates to the transaction am ounts before you complete and approve adjusted encumbrances. The system clears the transaction amount from the form and performs the required adjust ment on the value in the Current Encumbrance Amount field.Original encumbrance amount$3500.00 Adjusted amount$100.00+ Transaction amount$100.00 /nAugust 2014Banner Finance 8.10 2-71 User GuideProcessing5.The Document Total field contains the adjusted encumbrance amount. In the previous example, the amount that displays is $3600.00. 6.For committed and uncomm itted encumbrances, select Committed from the Commit Type drop-down list. Select Next Block. Completing the Encumbrance After the system performs the encumbrance adjustments, click Complete or select Complete from the Options menu to comp lete the document and execute posting according to site requirements. Subsequent changes to the document may not occur until posting is complete. Once you begin to proc ess an adjustment, you cannot reference the associated document number on a subsequent document (suc h as an invoice) until the system completes, approves, an d posts the changes successfully. When you supply an inco rrect Rule Class, FGAENCB displays the Transaction Verification Form with your Document Nu mber in the Key Information and error messages in the Error Messages Information. You can process changes to existing encumbrances with the approvals process on. The following is a sample error message: Encumbrance must exist in prior year to be changed to committed. Net Total Fields on Genera l Accounting Query Forms Totals display on the Organization Budget Status Form (FGIBDST) and the Executive Summary Form (FGIBDSR). In add ition, the one-character Account Type field displays a value representing the type of acco unt displayed on these forms. The Account Type field contains one of the four OPAL account type values: Calculating Totals When you enter the key components and the system performs a relative query ( Query Specific Account box is unchecked), the form calcu lates the net totals as follows: Revenue - (Labor + Expense + Transfer) FGIBDSR and FGIBDST calculate the Net Total for each of the Detail Information columns: Adjusted Budget, YTD (Year-to-Date) Activity, and budget Commitments . RRevenue type accounts LLabor type accounts EExpenditure type accounts TTransfer type accounts /n2-72 Banner Finance 8.10 August 2014User GuideProcessingThe form does not display a Net Total for the Available Balance column since it does not provide meaningful information for relative queries. When you enter the Key Info rmation components and the system performs a selective query ( Query Specific Account box is checked), FGIBDSR or FGIBDST displays the account codes that have activity inclusive to that account type. The Net Totals are a sum of the values displayed and not a calculation. The Available Balance total displays for selective queries. Example 1: Enter a valid Chart , Fiscal Year , Organization, and Fund and perform the query. The system displays all account codes w ith activity within the Key Information components specified. Next to ea ch account code, the value of R, L, E, or T defaults in the Account Type field. The Net Totals for Adjusted Budget , YTD Activity , and budget Commitments are the result of the following computation: Revenue - (Labor + Expense + Transfer) These totals coincide with the values di splayed on the Organization Summary Form (FGIBSUM).Example 2: Enter a valid Chart, Fiscal Year , Organization , Fund , and an Expenditure Account Type and perform the query. The system displays all account codes w ith activity within the Key Information components specified. An E displays in the Account Type field and the totals for Adjusted Budget , YTD Activity, budget Commitments , and Available Balance are the sum of the values displayed. FGIBDSR and FGIBDST compute the Net Totals as R - (L + E + T) any time the Query Specific Account box is unchecked. The totals ar e the sum or absolute amount when the Query Specific Account box is checked.The Net Total fields display the sum of all the records querie d. You cannot query on the Account Type field since it is not a database field. Although FGIBDSR and FGIBDST are similar in appearance, keep in mind that FGIBDSR allows for queries at higher level chart componen ts. FGIBDST will not return values for higher leve l components within the chart hierarchy. The forms return records only if detail exis ts for the values entered. /nAugust 2014Banner Finance 8.10 2-73 User GuideProcessingYear-End Processes The Banner Finance Year-End feature inco rporates five distinct processes that you schedule using the Year End Ledger Maintenance Form (FGAYRLM). Because the Banner Finance System lets you keep two fiscal years and multiple accounting periods open simultaneously, you do not need to schedule these processes precisely on the calendar dates that define the fiscal year. ŁThe first process rolls the General Ledger ba lances forward into the new fiscal year and opens the accrual period in the prior fiscal year. ŁThe second process rolls the specified open encumbrances forward into the new fiscal year. ŁThe third process rolls the specified rema ining budget into th e new fiscal year. ŁThe fourth process closes all the operating control accounts in the General Ledger in the prior fiscal year. ŁThe fifth process can be run any time after the last day of the old fiscal year and is not dependent on any other Banner Finance year-end process. This process: ŁCloses current HR labor encumbrances in the current fiscal year ŁRolls forward open future multiple year HR labor en cumbrances into the new fiscal year ŁCloses rolled HR labor encumbrances in the new fiscal year. For more information on the FGRLENC process or Multiple Year En cumbering, refer to Chapter 4 Reports and Processes or the Ba nner Multiple Year En cumbering Handbook.Scheduling Year-End Maintenance 1.Open the Year-End Ledger Maintenance Form (FGAYRLM). 2.Enter the Chart of Accounts and Fiscal Year you wish to close. A button and List are available in both fi elds. Select Next Block. 3.Enter the Scheduled Date in the appropri ate fields for each category of activity: Balance Forward, Roll Encumbrances , Budget Carry Forward, and Close Operating Accounts .4.Enter a user-defined do cument number in the Starting Document Number field. The first four characters of each document numb er should be unique for each year-end process. The last four characters must be numeric. The entered document code will be the first code used when creating transactions in the selected year-end process. Each process must have its own start document number. Make sure you use unique document numbers for each Chart of Accounts. /n2-74 Banner Finance 8.10 August 2014User GuideProcessing5.Enter the date that each process is scheduled to run in the Scheduled Date field.Report processing updates the Ending Document Number field with the last document code used. Th e system defaults the Performed Date when each of the relevant processes executes. Rolling the General Ledger Balances and Opening the Accrual Period Verify that prior and current fiscal year reco rds exist on the System Control Fiscal Year Set-Up Form (FTMFSYR). If, for example, your fiscal year calendar is July 1 - June 30 and the current date is July 8, 1996, the prior fiscal year is 96 and the current fiscal year is 97. The Accrual Period for both fiscal years should be Not Opened. Open accounting Period 01 in the current fiscal year. Depending on how you wish to handle prior year activity, you have two options with the prior year fiscal year record. Once the Gene ral Ledger balances ha ve rolled into the current fiscal year, the accrual period will be open on the prior fiscal year record. As you make adjustments and entries associated wi th the prior fiscal year, you will use a transaction date from the last fiscal period of the prior year. If you close the last fiscal period, the transaction automatica lly posts to Period 14, or the accrual period. If you leave the last fiscal period open, the same transaction will post to that period - usually period 12. Review the Chart of Accounts Maintenanc e Form (FTMCOAS). Verify that valid accounts are entered in the Fund Balance Account , Accounts Payable Accrual Account, and Accounts Receivable Accrual Account fields in the Parameters Window of FTMCOAS. Executing the General Ledger Balance Forward Process Execute the General Ledger Balance Forwar d Process (FGRGLRL). This process will perform the following functions: ŁClose all prior year control account bala nces into the fund balance account (from the Parameters Window of the Chart of Accounts Maintenance Form, FTMCOAS) of the current fiscal year, provided the Multiple Fund Balance indicator on the System Control Maintenance Fo rm (FOASYSC) is unchecked. ŁInterrogate each fund record for its balance indicator (if Multiple Fund Balance is checked on the System Control Maintenan ce Form, FOASYSC). This indicator may equal FTYP, FUND, or ACCT. Using this indicator, the system references the appropriate fund balance account based on the values entered in the Fund Balance Account Maintenance Form (FTMFBAL). The system closes Year-to-Date control account balances to these Fund Balance Accounts. ŁCreate opening balances for the general le dger accounts in the current fiscal year (Accounting Period 00). Control Accounts do not roll in this process. /nAugust 2014Banner Finance 8.10 2-75 User GuideProcessingŁOpen the accrual period in the prior fi scal year (Accounting Period 14). The accrual period may remain open for as long as is necessary. ŁGenerate a hard-copy report of FGRGLRL. Refer to the fi Reports and Processesfl chapter for procedures for generating reports.ŁUpdate the Date Performed field and the Ending Document Number for the G/L Roll Process on the Year-End Maintenance Table (FGBYRLM) and the Year-End Ledger Maintenance Form (FGAYRLM). ŁPermit concurrent fiscal year processing. Rolling an Encumbrance Use the Chart of Accounts Code Mainte nance Form (FTMCOAS) to define the Encumbrance Roll Parame ters and the parameters defining the budget policy for those encumbrances that roll forward into the next fiscal year. These parameters include: ŁRule Code field: Enter E090 (Year End Encumbrance Roll). ŁCommit Type field: Enter U for uncommitted or C for committed. Uncommitted encumbrances, when rolled, do not maintain the distinction of being from the prior year. Their balances reflect in the Genera l Ledger Encumbrance Control Account. Committed encumbrances are identified as ha ving been rolled from the prior year. Their balances reflect in the Prior Y ear Encumbrance Cont rol Account in the current year. Committed encumbrances roll only once; they do not roll a second year. ŁBudget Roll field: Specify whether to roll the budget associated with the encumbrance. ŁIf the Commit Type is C, you must enter Y in this field. If the encumbrance is being distinguished as rolling from th e prior year, it must come into the current year with its own budget. ŁIf the Commit Type is U, enter either Y or N in the Budget Roll parameter depending on internal policies. ŁBudget Disposition field: The value in this field specifies what happens to remaining budget if you liquidate a rolled encumbrance in the cu rrent year for less than the encumbrance am ount. Valid entries are U (Unrestricted), R (Restricted), or N (No Action). ŁIf the Commit Type is U (Uncommitted), the Budget Disposition field must be U (Unrestricted). When an Uncommitted encumbrance rolls from the prior year and you liquidate it for less than the encumbered amount, the remaining budget is available for use in the current year. ŁIf the Commit Type is C (Committed), the Budget Disposition can be U (Unrestricted), R (Restricted), or N (No Action). The U (Unrestricted) option works the same for a Committed en cumbrance as an Uncommitted encumbrance. /n2-76 Banner Finance 8.10 August 2014User GuideProcessingŁIf the Budget Disposition is R (Restricted), any remain ing amount after you liquidate a C (Committed) encumbrance is not available for the current year's use. The system reclassifi es the remaining amount to an appropriate account. To take advantage of this option, establish a contingency account (typically a Fund Balance type) and enter it as a posting modifier on the INEI (Invoice with Encumbrance) rule class. If encumbrances are being rolled C (Committed), you have the option to specify N (No Action) in the Budget Disposition field. As with R (Restricted), any remaining budget dollars will not be available for use in the current year, but the dollars will remain as restricted budget for the line item rather than be reclassified to another account. ŁThe Percent field allows you to specify a percen tage of the budget to roll with the encumbrances. When the encumbrances are being rolled C (Committed), this value must be 100% . You can populate these parameters at the Fund Type level on the Fu nd Type Maintenance Form (FTMFTYP). When rolling th e encumbrance, the system w ill first look at the Fund Type record for these parameters and go to th e Chart of Accounts record only if there are no parameters set at the fund type level.Use the Document Roll Parameters to specify which types of encumbrances roll at fiscal year end. Ensure that the FTVSDAT table h as a record with the following: ŁEntity/Usage Code equal to FGBTRNIŁAttribute Code equal to FGBTRNI_RUCL_CODE ŁOptional Code Number 1 equal to the Encumbrance Roll Rule E090, delivered in the sample data. ŁData field equal to BD01 rule class to roll the as sociated budget for the encumbrance. NoteOnce you roll an encumbrance into the current fiscal year, you may no longer process a change order or cancellation against that encumbrance in the prior fiscal year. However, you may reference it in the current fiscal year. Make sure to enter most invoi ce activity that you want to reco rd in the prior year before running this process. You may process an in voice against a rolled encumbrance in the prior fiscal year; however, that invoice will perform a total liquidation of that encumbrance at the time of posting. /nAugust 2014Banner Finance 8.10 2-77 User GuideProcessingWarning If you are using the Fiscal Period Document Roll Process (FGPDROL) to move commitments in approvals from the prior fiscal year to the next fiscal year, complete the related FGPDROL processing before using the End-of-Year Encumbrance Carry Forward Process (FGRENRL). Refer to fiFiscal Period Document Roll Pr ocess (FGPDROL)fl on page4-149 for additional information. Execute the End-of-Year Encumbrance Carry Forward Process (FGRENRL). Then run the Transaction Interface Process (FGRTRNI) and the Posting Process (FGRACTG) to post the rolled encumbrances to the current fiscal year. As with the General Ledger Roll process, this process produces a hard copy report listing the encumbrances rolled. Also, it updates the Performed Date and the Ending Document Number fields on the FGBYRLM Table and FGAYRLM form for the Encumbrance Roll Process. When you run FGRENRL and there are no documents to be rolled or closed, the Ending Document Number field for the Roll Encumbrances re cord on the Year End Maintenance Form (FGAYRLM) will remain blank si nce no documents are created. The Performed Date field will be populated to indicate that the process completed successfully, even though no documents were created. NoteEncumbrances which have rolled as C (Committed) from the prior fiscal year will not roll into the new fiscal year if they remain open. Rolling Prior Year Encumbrances The Encumbrance/Reservations Maintena nce Form (FGAENCB) and its related processing provide maintenance for prior-year encumbrances being rolled into the current fiscal year. The Commit Type features on FGAENCB support the Encumbrance Roll Procedure. Original encumbrances establis hed on FGAENCB will ha ve the encumbrance type default to Uncommitted.To convert an encumbrance from Uncommitted to Committed, you must have rolled the encumbrance forward from the prior year using the End- of-Year Encumbrance Carry Forward Process (FGRENRL). ŁEnter the encumbranc e number in the Encumbrance Number field of FGAENCB, and select Next Block. ŁYou have the option of valuing the Document Total field in the conversion procedure. ŁEnter a unique number in the Encumbrance Change field and select Next Block to access the Transaction Detail Window. ŁEnter Rule Class E095 in the Journal Type field. This rule class has a process code associated with it for converting the encumbrance, Process Code E022. Banner /n2-78 Banner Finance 8.10 August 2014User GuideProcessingFinance supplies the rule class and process code in the sample data.Process Code E022 will only execute if the encumbrance number exists in the prior year. ŁUse the drop-down list to select a Commit Type of Committed. Select Next Record or Save.FGAENCB enforces the following rules during the conversion process: ŁUse the E095 Rule Class during a conversion because it contains the Process Code E022. ŁThe system successfully posted the encu mbrance you are converting in the prior year. ŁThe Amount field must remain NULL. ŁYou may not modify fields other than Journal Type and Commit Type . After you update all encumbrance detail record s, select Complete from the options menu. Complete the document and execut e the Posting Process (FGRACTG). After you convert a committed encumbrance, you may adjust it as an uncommitted encumbrance. FGAENCB enforces the followi ng rules during the adjustment process: ŁThe encumbrance must have been posted to the ledgers in the current year. ŁThe E020 (Encumbrance Adjustment) Rule Class must be entered in the Journal Type field.ŁThis encumbrance cannot be converted back to Uncommitted.Budget Carry Forward The Budget Carry Forward parame ters refer to unexpended dolla rs at the end of the fiscal year. Any budget which rolls will roll into the same line items in the new fiscal year. Enter these parameters on the Chart of Accounts Code Maintenance Form (FTMCOAS). ŁRule Code field: Enter J020 (Budget Carry Forward Journal). ŁBudget Type field: Refers to T (Temporary) or P (Permanent) budgets. Specify T to roll temporary and pe rmanent budgets. Specify P to roll only the permanent budgets. ŁBudget Class field: Specify O to roll Original budget or A to roll Adjusted budget. ŁPercent field: The system provides the flexibility to roll a percentage of the budget from 0% to 100%. You can override these roll parame ters at the fund type level by defining their values on the Fund Type Maintenance Form (FTMFTYP) . Execute the End-o f-Year Budget Carry Forward Process (FGRBDRL). This process will produce a hard copy report and update /nAugust 2014Banner Finance 8.10 2-79 User GuideProcessingthe Date Performed and the Ending Document Number fields on the FGBYRLM table and FGAYRLM form for the Budget Roll Process. Execute this process only once. Run the Tran saction Interface Process (FGRTRNI) and the Posting Process (FGRACTG) to post the transactions to the current fiscal year. Closing Operating Control Accounts This is the final step in the year-end closin g process. The purpose of this process is to close out the control accounts in the General Ledg er in the prior fiscal year to fund balance in the prior fiscal year. All control accou nts but the Encumbrance Reserve Account will close to Fund Balance. If Single Fund Balance processing is in effe ct, the control accounts close to the fund balance account defined on the Chart record. If Multiple Fund Bala nce processing is in effect, Year-to-Date control accounts are clo sed to the fund balance accounts defined on FTMFBAL. Non-YTD Control Accounts close to the fund balance account defined on the Chart record. Make sure that there is a system ID for the job. The sample data provides 'GLCLOSE' on the System Data Validation Table (FTVSDAT) as the system ID. The Close Operating Accounts Process (F GRCLOP) executes only if the following conditions exist: ŁAll prior-year fiscal periods are closed. ŁThe accrual period for the prior fiscal year on the System Control Fiscal Year Set- Up Form (FTMFSYR) is open. ŁThe other three year-end processes have run successfully. Execute the Close Operating Accounts Pr ocess (FGRCLOP). Run the Transaction Interface Process (FGRTRNI) and the Posting Process (FGRACTG) to post the transactions. Once FGRACTG executes and the system posts the transactions, you can close the accrual period for the prior fiscal year on the Fiscal Year Maintenance Form (FTMFSYR). You have now comple tely closed the prior year. The year-end processes are as follows: ŁGeneral Ledger Balance Forward Process (FGRGLRL) ŁEncumbrance Carry Forward Roll Process (FGRENRL) ŁEnd-of-Year Budget Carry Forward Process (FGRBDRL) ŁClose Operating Accounts Process (FGRCLOP) ŁRoll HR Labor Encumbrances Process (FGRLENC) /n2-80 Banner Finance 8.10 August 2014User GuideProcessingYear-end Processing Checklist The following is a quick refere nce to the Year-end Process. 1.FTMCOAS: Do the Encumbrance, Budget Carry Forward, and Document Roll Parameters on FTMCOAS accurately reflect your site policies? 2.FTMCOAS: Do you have a valid Fund Balance Account entered on FTMCOAS? 3.FTMCOAS: The system requires that your Chart of Accounts effective date must be in effect before the year-e nd jobs are scheduled on the Year End Ledger Maintenance Form (FGAYRLM). 4.FTMACTL: If you are planning to roll any of your encumbrances as C (Committed), make sure that the appropriate Prior Year accounts exist. 5.FTMSDAT : There must be valid System ID entries for the Encumbrance Roll (ENCROLL), the Budget Carry Forward (BDGTFRWD), and the General Ledger Close (GLCLOSE) processes. There must also be an entry specifying E090 as the FGBTRNI_RUCL_CODE for FGBTRNI. 6.FTMFSYR : You must set up your new fiscal year. If you have not already done so, at least the first fiscal period must be open. Also, make sure that Accrual Prd (Period) in both the current and future fiscal years is Not Opened .7.FGAYRLM : Schedule your year-end jobs. Run these jobs in the order in which they appear on the form. The first four character s of the document number must be unique. You must distinguish document numbers for each Chart of Accounts for which you will be running the jobs. You do not need to run any of the year-end jobs to begin processing in the new year. Perform the following steps:7.1. Run the Balance Forward Process (FGRGL RL). This rolls the General Ledger account balances forward into the new fiscal year. The Control Accounts from the prior year close to the Fund Balanc e accounts in the new fiscal year. This opens the Accrual Period . Each of the following processes insert records into the Transaction Interface Table (FGBTRNI). Therefore, after each process, you must run the Transaction Interface Process (FGRTRNI) to edit th e transactions, then the Transaction Error Report (FGRTRNR) to display your e rrors, if any. Correct your errors and then run the Po sting Process (FGRACTG) to post the transactions. 7.2. Run the End-of-Year Encumbrance Carry Forward Process (FGRENRL). This rolls the encumbrances you specified on th e Chart of Accounts record into the new fiscal year. This process updates the Encumbrance Control and related Offset Accounts in the new year. /nAugust 2014Banner Finance 8.10 2-81 User GuideProcessing7.3. Run the End-of-Year Budget Carry Fo rward Process (FGRBDRL). This rolls the remaining budget from the prior year into the new fiscal year according to the parameters defined on the Fund Type or the Chart of Accounts record. The system updates the Budget Control Accounts in the new year. (This is budget that has not already rolled in conj unction with the encumbrance roll.) 7.4. Run the Close Operating Accounts Pr ocess (FGRCLOP). This closes the Control, Fund Additions, an d Fund Deductions accounts in the year prior to the Fund Balance account or accounts that you have defined with the exception of the Encumbrance Reserve Account. 7.5. (Optional) - If you use multiple year en cumbering, you can run the Roll HR Labor Encumbrances Process (FGRLENC). This process closes current Human Resources (HR) labor encumbrances in the current fiscal year, rolls forward open future multiple year HR labor encumbrances into the new fiscal year, and closes rolled HR labor encumbrances in the new fiscal year. 8.FTMFSYR : Close the Accrual Prd (Period) in the prior fiscal year. For more information on the FGRLENC process or Multiple Year En cumbering, refer to Chapter 4 Reports and Processes or the Ba nner Multiple Year En cumbering Handbook.Concurrent Year Processing Once the General Ledger balances have rolled, the system will maintain general ledger balances in both the prior and curre nt fiscal years as appropriate. Current fiscal year transactio ns require no special recogn ition other than an Open accounting period. In other word s, when entering a transaction for the current fiscal year, use a transaction date in the appropriate accounting period. Prior year transactions require a date within the last fiscal period of the prior year. As stated previously, if you close the last fiscal period, the system posts these transactions to the accrual period, or Period 14. If the last fiscal period is open, the transaction will post to the last fiscal period, usually Period 12. On ce you open the accrual period, you may close the last fiscal period at any time. During this period of concurrent fiscal year processing, the Posting Process (FGRACTG) updates the General Ledger bala nces in both fiscal years. NoteBoth the Purchase Order Form (FPAPURR) and the Purchase Order Delete Form (FPAPDEL) support concurrent year processing. /n2-82 Banner Finance 8.10 August 2014User GuideProcessingOPAL Transactions in the Prior Year Any transactions against operating ledger accounts in the prior fiscal year will update the Control Accounts in the prior fiscal year an d Fund Balance in the current fiscal year. For example, a prior year invoice will update Ex penditure Control and Accounts Payable in the prior year. In addition, it will update Fund Balance and Acco unts Payable in the current year. Remember, since the General Ledger balanc es are not going to roll again, you must simultaneously update Accounts Payable in both fiscal years. General Ledger Transacti ons in the Prior Year Any adjustments to prior year general ledger balances will automatically update the same accounts in the current year opening balance. Cash Activity in the Prior Year Ordinarily, cash activity requires no special consideration. Typically, the system processes cash disbursements against Accounts Payable, cash receipts against Accounts Receivable in the current year. If, however, there is a need either to receive cash in the current year and credit revenue in the prior year, or to disburse cash against a prior year expenditure, there are two special rule classes provided in the sample data for this purpose: YR10 for cash disbursements and YR20 for cash receipts. These rule classes have sp ecial process codes to maintain cash in the current year while recognizing OPAL activity in the prior year. Use the A/P Accrual Account and A/R Accrual Account in the Parameters Window of the Chart of Accounts Maintenance Form (FTMCOAS) to balance between the two fiscal years. If you need to use either of these rules, reme mber that you must use a transaction date in the current fiscal year and you must check the Accrual box in the Transaction Detail Window of the Journal Voucher Entry Form (FGAJVCD). As the system processes cash receipt transactions for prior fiscal year activities, they post to the General Ledger and Operating Ledger as follows: Prior Fiscal Year General Ledger DRYear-end Accounts Receivable Accrual by fund, on input CRRevenue, Expenditure or Transfer Control Account by fund, on input /nAugust 2014Banner Finance 8.10 2-83 User GuideProcessingPrior Fiscal Year Operating Ledger Current Fiscal Year General Ledger Current Fiscal Year Operating Ledger No entriesCash Disbursement Acti vity in the Prior Year As the system processes cash disbursement transactions for prior fiscal year activities, they post to the General Ledger and Operating Ledger as follows: Prior Fiscal Year General Ledger DR: Revenue, Expenditure or Transfer Control Account by fund, on input CR: Year-end Accounts Payable Accrual by fund, on input Prior Fiscal Year Operating Ledger DR: Revenue, Expenditure or Transfer FOAPAL Distribution, on input Current Fiscal Year General Ledger DR: Year-end Accounts Payable Accrual by fund, on input DR: Cash equity in the bank fund CR: Cash in the bank fund CR: Cash equity in the operating fund Current Fiscal Year Operating Ledger No entriesCRRevenue, Expenditure or Transfer FOAPAL Distribution, on input DRCash in the bank fund DRCash equity in the operating fund CRCash equity in the bank fund CRYear-end Accounts Receivable Accrual by fund, on input /n2-84 Banner Finance 8.10 August 2014User GuideProcessingCredit Memo in the Prior Year To support concurrent year processing, the Invoice/Credit Memo Form (FAAINVE) prevents you from creating a Cr edit Memo in the prior fiscal year against an encumbrance which you have already rolled into the current fiscal year: In addition, a prior-year invoice against an encumbrance which has al ready rolled into the current year displays as F (Final payment). Posting of Liquidations in the Prior Fiscal Year The following are posting examples of liq uidations in the prior fiscal year. Encumbrance That Has Rolled Committed Create an invoice in the prior year to liquidate an encumbrance that has already rolled into the current year. A C indicates a committed encumbrance. Example 1: Committed encumbrance for $200. Liquidate for full amount. Prior Year DR Expenditure Control $200 CR Accounts Payable $200 DR Encumbrance Reserve $200 CR Encumbrance Control $200 Current Year DR Prior Year Encumbrance Reserve $200 CR Prior Year Encumbrance Control $200 For R (Restricted) or U (Unrestricted) Budget DR Prior Year Budgeted Expenditure Control $200 CR Prior Year Budgeted Change to F/B $200 DR Fund Balance $200 CR Accounts Payable $200 Example 2: Committed encumbrance for $200. Liquidate for $150. /nAugust 2014Banner Finance 8.10 2-85 User GuideProcessingPrior Year DR Expenditure Control $150 CR Accounts Payable $150 DR Encumbrance Reserve $200 CR Encumbrance Control $200 Current Year DR Prior Year Encumbrance Reserve $200 CR Prior Year Encumbrance Control $200 DR Prior Year Budgeted Expenditure Ctl. $200 CR Prior Year Budgeted Change to F/B $200 DR Fund Balance $150 CR Accounts Payable $150 Example 3: Committed encumbrance for $220. Liquidate for $250. Prior Year DR Encumbrance Reserve $200 CR Encumbrance Control $200 DR Expenditure Control $250 CR Accounts Payable $250 Current Year DR Prior Year Encumbrance Reserve $200 CR Prior Year Encumbrance Control $200 DR Prior Year Budgeted Expenditure Ctl $200 CR Prior Year Budgeted Change to F/B $200 DR Fund Balance $250 CR Accounts Payable $250 Encumbrance That Ha s Rolled Uncommitted Example 1: Uncommitted encumbrance for $200. Liquidate for full amount. /n2-86 Banner Finance 8.10 August 2014User GuideProcessingPrior Year DR Expenditure Control $200 CR Accounts Payable $200 DR Encumbrance Reserve $200 CR Encumbrance Control $200 Current Year DR Encumbrance Reserve $200 CR Encumbrance Control $200 DR Budgeted Expenditure Control $200 CR Budgeted Change to F/B $200DR Fund Balance $200 CR Accounts Payable $200 Example 2: Uncommitted encumbrance for $200. Liquidate for $150. Prior Year DR Expenditure Control $150 CR Accounts Payable $150 DR Encumbrance Reserve $200 CR Encumbrance Control $200 Current Year DR Encumbrance Reserve $200 CR Encumbrance Control $200 DR Budgeted Expenditure Ctl. $200 CR Budgeted Change to F/B $200DR Fund Balance $150 CR Accounts Payable $150 Example 3: Uncommitted encumbrance for $220. Liquidate for $250. /nAugust 2014Banner Finance 8.10 2-87 User GuideProcessingPrior Year DR Encumbrance Reserve $200 CR Encumbrance Control $200 DR Expenditure Control $250 CR Accounts Payable $250 Current Year DR Encumbrance Reserve $200 CR Encumbrance Control $200 DR Prior Year Budgeted Expenditure Ctl $200 CR Prior Year Budgeted Change to F/B $200 DR Fund Balance $250 CR Accounts Payable $250 Creating an Original 1099 The following procedural steps apply to both 1099-MISC and 1099-K. Run the following processes after December 31 of the calendar year. For those steps which require a Reporting Year , use the calendar year of each 1099 which you extract. There are no restrictions as to when you may generate a 1099, except those that the IRS imposes. 1.At calendar year end, request the 1099 Reporting/Withholding Audit Report (FARWHLY), which includes selection criteri a to include or exclude 1099-MISC and 1099-K data. 2.Verify each vendor's distributions to determ ine if the amounts are correct and whether you should create a 1099 for the vendor. If you find errors for a vendor, such as Non-employee Compensation that you distributed to Rents, you can use the 1099 Reporting Form (FAA1099) to correct the error. You can also enter additional data. If th is vendor has no previous 1099 data, you can enter the data for the ve ndor™s 1099 on this form. 3.Enter Transmitter and Institution (Payer) in formation on the 1099-MISC Magnetic Tape Transmitter Data Form (FOA1099). 4.For 1099-MISC reporting, re quest the Magnetic 1099 File Build (FAM1099) to create the 1099 Tape Summary Audit Report and irs1099.dat file. You can use the audit report to supply the number of payees and amount distribution information that the IRS 4804 form requires. Leave the Correction Indicator , Test Correction Indicator , and Correction Date fields blank./n2-88 Banner Finance 8.10 August 2014User GuideProcessing5.The irs1099.dat file can be uploaded directly to the IRS. (See IRS publication 1220 for further instructions.) Leave the File Type parameter blank to create a data file that has a carriage return at the end of each 750-character record. Enter LS in the File Type parameter to create a continuous stream of data to be copied to tape. 6.Create the 1099 forms by running the 10 99 Forms Test Patterns (FAT1099) and the 1099-MISC Forms Report (FAB1099). To verify a 1099, you can compare each 1099 to the 1099 Reporting/Withholding Audi t Verification Report. Refer to the fi Reports and Processesfl chapter for more information. Creating a Correction 1099 NoteThe following procedural steps are for correcting 1099-MISC reporting submitted with the irs1099.dat output from the FAM1099 process. Correction of 1099-K data must be done manually. Run these processes after the date of D ecember 31. For those steps that require a Reporting Year , use the calendar year of each 1099 that you extract. There are no restrictions as to when you may create a Co rrection 1099, outside of those that the IRS imposes. If you find errors after you send the original 1099 tape and forms to the IRS, you must resend the corrected 1099 as a separate run. To do this, use the 1099 Reporting Form (FAA1099) to correct the errors. Both the 10 99 Magnetic Tape File Build (FAM1099) and the 10990-MISC Forms Report (FAB1099) pr ocesses use the date on which you make these corrections the Correction As of Date .1.Request the Magnetic 1099 File Build (FAM1099) to create the 1099 Tape Summary Audit Report. You can use the audit report to supply the number of payees and amount distribution information that the IR S 4804 form requires. 2.Enter C for the Correction Indicator parameter, C for the Test Correction Indicator parameter, and the earliest date on which you made corrections for the Correction Date parameter. The correction date ensures that the system does not include vendors who do not have corrections. 3.Use your site process to create the 1099 tape, or use your site upload facility to upload this file directly to the IRS (see IRS pu blication 1220 for further instructions). 4.Create the 1099 forms by running the 10 99 Forms Test Patterns (FAT1099) and the 1099-MISC Forms Report (FAB1099). Enter the earliest date on which you made corrections for the Correction Date parameter. The correction date ensures that the system does not use vendors who do not have corrections. /nAugust 2014Banner Finance 8.10 2-89 User GuideProcessingQuerying Accounting Data The General Accounting Query forms enable y ou to review the acco unting data resulting from journal voucher, requisiti on, purchase order, invoice, and check transactions. These forms always reflect the latest run of the Posting Process (FGRACTG). Organization B udget Status Form (FGIBDST) FGIBDST shows detailed OPAL activity. The Chart (of Accounts) and Fiscal Year are required fields.Use the Query Specific Account check box to determine wh ich type of account query will be executed.ŁUncheck this check box and enter the desired combination of Organization , Fund , Account, Program , Activity, or Location (FOAPAL values) to query a range of accounts. ŁCheck this check box and ente r the desired combination of Organization , Fund, Account, Account Type , Program , Activity, or Location (FOAPAL values) to query a specific account. ŁSelect Next Block to execute the qu ery and display the accounting detail. To query further, place the cursor on the relevant field and sele ct List. This takes you to the Detail Transaction Activity Form (FGITRND). Select List to return to the document that created the transaction originally. Select Next Block to display the accounting distribution. Executive Summary Form (FGIBDSR) This form provides a query of operating ledg er budget and activity data organized by account. The Chart (of Accounts) and Fiscal Year are required fields. Use the Query Specific Account check box to determine wh ich type of account query will be executed.ŁUncheck this check box and enter the desired combination of Organization , Fund , Account, Program , Activity, or Location (FOAPAL values) to query a range of accounts. ŁCheck this check box and ente r the desired combination of Organization , Fund, Account, Account Type , Program , Activity, or Location (FOAPAL values) to query a specific account. ŁSelect Next Block to execute the qu ery and display the accounting detail. To query further, place the cursor on the re levant field. List takes you to the Detail Transaction Activity Form (FGITRND). Select List again to take you to the document that created the transaction originally. Select Next Block to display the accounting distribution. /n2-90 Banner Finance 8.10 August 2014User GuideProcessingFGIBDSR enables you to view the roll up of OPAL accounting activity. Unlike FGIBDST, FGIBDSR allows you to enter a high level combination of fund, organization, account, program (FOAPAL values) and view all activity within that hierarchy. This form is called Executive Summary because it is useful for th ose who want to review aggregate numbers rather than analyze specifi c accounting transactions. Account Type Query on FGIBDST and FGIBDSRThe Organization Budget Status Form (FGIBDST) and Executive Summary Form (FGIBDSR) provide query capability by account type along with the other FOAPAL elements. FGIBDST and FGIBDSR display the Account Type and Description next to the Account field in the Key Informatio n. Querying by account type will return data for all accounts with that account type. On FGIBDST, you may query by account type alone or refine your query with a combination of Account and Account Type . Check the Query Specific Account box to optimize the query performance of these forms when you use account code in your query criteria. The query option applies to either account type or account code. You may leave either field blank. You can query at a Level One Account Type and see all accounts with account types at subordinate levels. FGIBDSR retrieves the data and places it in co llector tables to summarize. For this reason, you cannot quer y a combination of account type and account code simultaneously. As with FGIBDST, unchecking the Query Specific Account box is not meaningful if the Account Type is entered. When you query on account type, the Query Specific Account box automatically defaults to checked on FGIBDSR. Refer to the fi Reports and Processesfl chapter for related General Ledger Reports.Performing a Query for Specific Date Searching for a specific date can be accomp lished in certain Banner Finance query and maintenance forms by entering the da te following by the percent sign ( %). The % is necessary to find all records whose dates match the entered date criteria and for all times within that date. As entries are processed th rough the system or as accounting (FOAPAL) elements are changed, they are both dated and time stamped. Omitting the % sign following the date causes the sy stem to query the tables for entries which are dated and have a null time stamp. Since entries withou t a timestamp do not exist, the following message may be returned: Query caused no records to be retrieved The Banner Finance fields that may require this search format are Effective, Termination , Transaction , and/or Activity dates. These dates include a time stamp (i.e., the current /nAugust 2014Banner Finance 8.10 2-91 User GuideProcessingtime) which is necessary to ensure that the correct records are used when two or more change records of a given type are created in the same day. Example:If you are searching for all transaction activity records dated 20-JUL-2009 on the Detail Transaction Activity Form (FGI TRND), you would enter the date in the following format:20-JUL-2009% This search returns all records with this date./n2-92 Banner Finance 8.10 August 2014User GuideProcessingFormatting Preferences on Query Forms You can change the way Banner displays amounts on the following query forms. ŁTransaction in Process Status Form (FGITINP) ŁBudget Availability Status Form (FGIBAVL) ŁExecutive Summary Form (FGIBDSR) ŁOrganization Budget Status Form (FGIBDST) ŁOrganization Budget Su mmary Form (FGISUM)ŁGeneral Ledger Trial Balance Form (FGITBAL) ŁTrial Balance Summary Form (FGITBSR) ŁTransaction Process in Status (FGITINP) ŁDetail Transaction Activity Form (FGITRND) ŁGrant Inception To Date Form (FRIGITD) ŁGrant Transaction Detail Form (FRIGTRD) ŁArchive--Detail Transactio n Activity Form (FXITRND) By default, Banner displays values using three significant commas and two significant decimal places. To change the way in wh ich Banner displays values on a form: 1.Access one of the ten query forms in the preceding list. 2.Click on Format Display Preferences . Banner will display the Format Display Preferences window. 3.(Optional) Change the selected value in the Significant Commas radio group. 4.(Optional) Change the selected value in the Significant Decimal Digits radio group. 5.Click Apply .6.Click Close ./nAugust 2014Banner Finance 8.10 2-93 User GuideProcessingResearch Accounting Proposal Setup Use the following steps to set up a propos al in the Research Accounting module.These steps are guidelines and can change accordin g to your site™s po licies and procedures. .Step Form Action1Identification Form (FOAIDEN)Identify proposal accounts, proposal administrators, and principal investigators to Banner Finance as persons. 2Agency Code Maintenance Form (FTMAGCY)Establish the funding agency codes, contacts, addresses, phone numbers, and so on. 3Financial Manager Maintenance Form (FTMFMGR) Establish financial managers, proposal accounts, proposal administrators, principal investigators, and address information. 4Cost Share Rate Code Maintenance Form (FTMCSTR) Define the rate or lump sum amount for cost share calculations. 5Cost Share Credit Account Maintenance Form (FTMCSTA) Establish accounts to which cost share amounts will be credited. 6Cost Share Distribution Maintenance Form (FTMCSTD) Establish the FOAPAL distribution for the recovery of cost share charges. 7Indirect Cost Rate Code Maintenance Form (FTMINDR)Define the rate or lump sum amount for indirect cost (F & A) calculations. 8Indirect Cost Charge Code Maintenance Form (FTMINDA)Establish the accounts and percentages for indirect cost (F & A) calculations. 9Indirect Cost Distribution Maintenance Form (FTMINDD)Establish the FOAPAL distribution for the recovery of indirect charges. 10Basis Definition Code Maintenance Form (FTMBASI) Establish the base for cost share and indirect cost (F & A) calculations. 11Sponsor Account Codes Maintenance Form (FRVSACT) Establish sponsor-required accounts for financial reporting. /n2-94 Banner Finance 8.10 August 2014User GuideProcessingThe following diagram illu strates proposal setup: 12Institution/Sponsor Account Codes Maintenance Form (FTMISAC)Identify the relationship between your account codes and sponsor account codes for automatic reporting.13Proposal Maintenance Form (FRAPROP)Establish a proposal and track it through implementation. 14Proposal Budget Form (FRABUDP)Establish proposed budget to be submitted to funding agency for approval. 15Event Maintenance Form (FRVEVNT) Establish codes for events. 16Proposal Events Assignment Form (FRAEVPA) Assign event codes to a proposal. Step Form Action/nAugust 2014Banner Finance 8.10 2-95 User GuideProcessingAgencyInfo. FTMAGCY ProposalInfo. FRAPROP CFDA FRVCFDA EventInfo. FRVEVNT IndirectCost Codes FTMINDR FTMINDA FTMINDD CostShare Codes FTMCSTR FTMCSTA FTMCSTD BasisCodes FTMBASI ProposalTracking and User-defined Elements Institution/Sponsor Account Maintenance FRVISAC SponsorAccount CodeCreation FRVSACT Proposal BudgetInfo. FRABUDP Proposal BudgetTotals FRIBUDT PersonnelInfo. FOAIDEN (O)=Optional (O) (O) (O) (O) (O) (O) /n2-96 Banner Finance 8.10 August 2014User GuideProcessingGrant Setup Use the following steps to set up a gran t in the Research Accounting module.The following steps are guidelines and may change according to site policies and procedures. Step Form Action1Identification Form (FOAIDEN)Identify grant accounts, grant administrators, and principal investigators to Banner Finance as persons. 2Agency Code Maintenance Form (FTMAGCY)Establish the granting agency contacts, address, phone numbers, etc. 3Financial Manager Maintenance Form (FTMFMGR) Establish financial managers, grant accounts, grant administrators, principal investigators, and address information. 4Cost Share Rate Code Maintenance Form (FTMCSTR) Define the rate or lump sum amount for cost share calculations. 5Cost Share Credit Account Maintenance Form (FTMCSTA) Establish accounts to which cost share amounts will be credited. 6Cost Share Distribution Maintenance Form (FTMCSTD) Establish the FOAPAL distribution for the recovery of cost share charges 7Indirect Cost Rate Code Maintenance Form (FTMINDR)Define the rate or lump sum amount for indirect cost (F & A) calculations. 8Indirect Cost Charge Code Maintenance Form (FTMINDA)Establish the accounts and percentages for indirect cost (F & A) calculations. 9Indirect Cost Distribution Maintenance Form (FTMINDD)Establish the FOAPAL distribution for the recovery of indirect charges. 10Basis Definition Code Maintenance Form (FTMBASI) Establish the base for cost share and indirect cost (F & A) calculations. 11Sponsor Account Codes Maintenance Form (FRVSACT) Establish sponsor-required accounts for financial reporting. 12Institution/Sponsor Account Codes Maintenance Form (FTMISAC)Identify the relationship between your account codes and sponsor account codes for automatic reporting./nAugust 2014Banner Finance 8.10 2-97 User GuideProcessingThe following diagram illustrates grant setup: 13Grant Maintenance Form (FRAGRNT) Establish a grant. 14Fund Code Maintenance Form (FTMFUND)Establish fund codes and link them to a grant. 15Research Accounting Fund Maintenance Form (FRMFUND) Associate indirect cost (F & A) codes and cost share codes with an existing fund. 16Grant Budget Form (FRABUDG) Establish a budget for the grant. 17Event Maintenance Form (FRVEVNT) Establish codes for events. 18Grant Events Assignment Form (FRAEVGA) Assign event codes to a grant. Step Form Action/n2-98 Banner Finance 8.10 August 2014User GuideProcessingAgencyInfo. FTMAGCY EventInfo. FRVE VNT CostS hare Codes FTMCSTR FTMCSTA FTMCSTD GrantInfo. FRAGRNT Grant BudgetInfo. FRABUDG BasisCodes FTMBAS IIndirectCost Codes FTMINDR FTMINDA FTMINDD SponsorAccount CodeCreation FRVSACT Institution/S ponsor Account Maintenance FRVIS ACGrant BudgetTotals FRIBUDG GrantTracking and User-defined Elements CFDA FRVCFDA PersonnelInfo. FOAIDE N(O) (O) (O) (O) (O) (O) (O) RolltoLedgers O=Optional /nAugust 2014Banner Finance 8.10 2-99 User GuideProcessingGrant Billing Setup Use the following steps to set up the Grant Billing componen t of the Research Accounting module.The following steps are guidelines and may change according to site policies and procedures. Step Form Action1Research Accounting System Control Form (FRASYSC) Establish system control records that store general billing information about grants such as payee name, address, and other system-level defaults. 2Billing Format Validation Form (FRVBFRM) Establish format codes to customize bills and reports. Ellucian delivers standard format codes with Banner. 3Grant Billing Format Form (FTMBFRM)Specify which expenditure groups and subtotals to include in institution-defined format codes.4Billing Exclusion Maintenance Form (FTMBECL)Establish exclusion codes that automatically place non-allowable acco unts and/or account types on hold.5Payment Management System Code Maintenance Form (FRVPMSC) Establish payment management system codes that link together grants that have the same reimbursement requirements and were received from the same sponsoring agency. 6Grant Maintenance Form (FRAGRNT) Update the Grant Billing Information window. 7Research Accounting Fund Maintenance Form (FRMFUND) Establish a Billed AR acc ount. If you want to use retainage amounts, establish a Retainage AR account. 8Detail Code Control Form (TFADETC) Establish detail codes to process bills for sponsoring agencies and payments from those agencies. 9Event Maintenance Form (FRVEVNT) Establish codes for events such as bills and reports. 10Grant Events Assignment Form (FRAEVGA) Assign event codes to a grant, associate format codes with a grant, and establish billing frequency. /n2-100 Banner Finance 8.10 August 2014User GuideProcessingThe following diagram illust rates Grant Billing setup: /nAugust 2014Banner Finance 8.10 2-101 User GuideProcessingTrail-in and Trail-out Periods Project starting and ending dates reside within a grant year. Project starting and ending dates are established by the recipient institu tion and the sponsoring agency. These dates determine the way in which Bann er records the grant year and grant period classification of activity in the grant ledger. The intervals of time referred to as trail-in an d trail-out periods are periods in which you may perform grant activity within a fund before the starting date of a project and past the ending date of a project. Funds can be effe ctive during trail-in an d trail-out periods and grant accounting activity may occur before and af ter the grant year within effective funds. If you expect to incur costs before the proj ect starting date, you can create a grant fund with an effective date that is earlier than the project starting date. Similarly, if you need to adjust entries after the project ending date, y ou can create a grant fund with a termination date that is later than the project ending date. You can also create a period within which only authorized users can post transactions to a fund. If you want authorized users to be able to adjust entries after the fund termination date, you can create a grant fund with a expe nditure end date that is later than the termination date. NoteTo authorize a user to perform this activity, select the Post After Expenditure End Date check box on the User Profile Maintenance Form (FOMPROF). Cost Share Calculations Use the following steps to set up cost share calculations an d link them to a proposal or grant. 1.Fill out the Cost Share Rate Code Maintenance Form (FTMCSTR). This form enables you to define the rate or lump su m amount for cost share calculations. 2.Fill out the Cost Share Credit Account Ma intenance Form (FTMCSTA). This form enables you to do one of the following. ŁEnter the accounts to which cost share amounts will be credited. ŁEnter a fund code that will be used as an alternate fund to track cost share activity. 3.Fill out the Cost Share Di stribution Maintenance Form (FTMCSTD). This form enables you to enter the FOAPAL distri bution for the recovery of charges. 4.Fill out the Basis Definition Code Maintena nce Form (FTMBASI). This form enables you to define and establish the base for cost share calculations. /n2-102 Banner Finance 8.10 August 2014User GuideProcessing5.Fill out the Research Accounting Fund Ma intenance Form (FRMFUND). This form enables you to asso ciate cost share codes to a fund. Indirect Cost (F & A) Calculations Use the following steps to set up indirect co st (F & A) calculations and link them to a proposal or grant. 1.Fill out the Indirect Cost Rate Code Maintenance Form (FTMINDR). This form enables you to define the rate for indirect cost (F & A) calculations. 2.Fill out the Indirect Cost Charge Code Maintenance Form (FTMINDA). This form enables you to define the accounts to which you want to post indirect cost (F & A) expenses. 3.Fill out the Indirect Cost Distribution Maintenance Form (FTMINDD). This form enables you to enter the FOAPAL distributio n for the recovery of indirect charges. 4.Fill out the Basis Definition Code Maintena nce Form (FTMBASI). This form enables you to define and establish the base fo r indirect cost (F & A) calculations. 5.Fill out the Research Accounting Fund Ma intenance Form (FRMFUND). This form enables you to associat e indirect cost (F & A) codes to a fund. The diagram that follows illustrates the wa y Banner performs indirect cost (F & A) calculations. Assume that this diagram repre sents an installation™s account structure for Labor and Expenditures and that the followi ng values are entered on the appropriate forms.FTMINDR Rate 10%Memo 5%Assume the negotiated rate of I/C is 10%. The memo of 5% represents the difference between an installation™s actual rate (that is, 15%) and the negotiated rate. ŁFTMINDR supports IDC rate of zero which en ables tracking of memo indirect cost when no Indirect Cost is allowed. ŁFTMBASI override rates of zero will be u sed in calculation of IDC amount Œ done by either FGRACTG or FRRGRNT. NoteAlthough a Zero Rate is supported for In direct Cost Rate (FTMINDR), it is not available for Cost Share (FTMCSTR) FTMINDA /nAugust 2014Banner Finance 8.10 2-103 User GuideProcessingAcct% 7180100 7180 represents the accoun t code for I/C expenses. FTMINDD This information tells the system which account types or account code ranges fall within the base for I/C calculations. The system a llows for Level 1 or Level 2 values in the Acct Type field and ranges of accounts within the Acct Code From and To fields. Location overrides, exclusions, rate overrides, and maximum amounts may be entered. FTMBASI Type = Indirect This distribution represents the credit side of the I/C expense. In this example, an unrestricted fund and a revenue account are referenced. Given the previous code information, transactions are entered against Fund 2000. FundOrgnAcctProgActvLocn% 10002104333100----100 Tran FundOrgnAcctProg ActvLocn Amount Type of Transaction 120002106011100 -- --$100Not part of the base 22000 210 7010 100 -- -- $2,000 Normal rate 10% (from INDR) Memo rate 5% 320002107400120 -- --$20,000Normal with maximum of $15,000 42000 215 7110 130 -- -- $1,000 Rate overrides N=15%; M=10% 520002107300140 -- --$2,500Exclusion 62000 210 7010 100 -- 10 $3,000 Location N=12%; M=5% 720002157210100 -- 10 $4,000Rate override N=8%; M=5% /n2-104 Banner Finance 8.10 August 2014User GuideProcessingT AccountsThe following example illustrates the effect of indirect cost (F & A), cost share, and revenue recognition on the ledgers. This example assumes that you selected Indirect Cost /nAugust 2014Banner Finance 8.10 2-105 User GuideProcessingthen Cost Share from the Indirect Cost and Cost Share Calculation Order drop-down list on the System Control Maintenance Form (FOASYSC). Example:Your institution agreed to provide a 25% co st share for salary expenses. The grant covers indirect costs (F & A) at a rate of 10%. A payroll transaction against this grant triggers cost share, indirect cost (F & A) recovery, and revenue recognition transactions automatically.Key:1Record salary expenditu re for the grant.$1,000 2Record indirect cost (F & A) revenue and expense (system-generated) $100 3Record cost share revenue and expense (system-generated)$275 4Record revenue and unb illed accounts receivable (system-generated) $825 /n2-106 Banner Finance 8.10 August 2014User GuideProcessingOnline vs. Deferred Gr ant Accounting Process Banner enables you to specify whether you want to perform grant accounting calculations on a transaction-by-transaction (online) basis or on a periodic (deferred) basis. Online Method If you elect to use the transaction-by-transacti on basis, the associat ed revenue recognition, indirect cost (F & A), and cost share transa ctions automatically generate and post every time the system posts grant activity. This method is very useful when you are firs t learning to use the Banner Finance System, but it has the disadvantage of creating as ma ny as six additional tran sactions for a single transaction entry. To use the online method, ensure that the Defer Calculations of Indirect Cost and Cost Share check box is cleared (unchecked) on the System Control Maintenance Form (FOASYSC).Deferred Method If you elect to use the periodic basis, you ca n record activity against grants and calculate revenue recognition, cost share, and indirect cost (F & A) recovery whenever you choose. You can also specify the transactions, grants , and funds on which you want to perform calculations.The deferred method effectively reduces the numb er of transactions in the system and it enables you to perform retro active indirect cost (F & A) calculations if you receive notification that indirect cost rates have changed. To use the deferred method, follow these steps. 1.Select the Defer Calculations of Indirect Cost and Cost Share check box on the System Control Mainte nance Form (FOASYSC). 2.When you are ready to calculate revenue re cognition, cost share, and indirect cost (F & A) recovery, run the Grant Accountin g Process (FRRGRNT). When you run this process, the system produces entries in the Transaction Input Table (FGBTRNI). 3.Execute the Transaction Interface Process (FGRTRNI). FGRTRNI edits the transactions and creates appr oved documents for posting. 4.Execute the Posting Process (FGRACTG) to post grant accounting activity. /nAugust 2014Banner Finance 8.10 2-107 User GuideProcessingGrant Budgets The Grant Budget Form (FRABUDG) enables yo u to create a grant budget either by entering original budget info rmation or by copying an existing proposal or grant budget. Before you use this form, you must have linked one or more grant funds to a grant using the Fund Code Maintenance Form (FTM FUND). The Grant Budget Form uses this information to ensure that you post transactio ns to the correct fund (s). In the Worksheet window on the Grant Budget Form, you can enter accounts and amounts in the budget. You can also perform indirect cost (F & A) and cost share calculations. When you create a grant budget, the Grant Budget Form uses the system date as the default transaction date, the Pe rmanent Adopted Budget rule class (BD01), and a budget period of 01. You can change these values. The Grant Budget Form (FRABUDG) edits th e document in which the grant budget is stored: it verifies that the transaction date fa lls within an open acco unting period, validates the FOAPAL elements, and forwards the docu ment to the Transaction Interface Process (FGRTRNI). The Transaction Interface Process then edits the document and analyzes any posting modifiers that may be present on the rule cl ass. Once the document clears the Transaction Interface Process, Banner posts it to the ledgers. If your funding changes after the budg et has been rolled, you can use the Reversal check box on the Grant Budget Form (FRABUDG) to de-obligate some or all of the budgets linked to a grant. Indirect Cost Encumbering The Indirect Cost Encumbering feature allows you to maintain the Available Balance as zero for indirect cost expense. NoteAvailable balance for Indirect Cost Encumbering is determined from the operating ledger balances and is not related to Available Balance for NSF Budget Checking With FRIGITD you can retrieve financial info rmation for a grant or grant fund and the form displays inception-to-date adjusted budget, actual activity, encumbrance, and available balance information. /n2-108 Banner Finance 8.10 August 2014User GuideProcessingThe Available Balance summary column for FRIGITD co ntains the remaining balance available for each expense line and in total but does not show a subtotal for the remaining balance of direct expenses. The Indirect Cost Encumbering feature allows you to show the Available Balance as zero for indirect expense by creating an encumbra nce to offset the budget and year-to-date activity. After the encumbering of indirect expe nses, the Total Available Balance for direct and indirect expenses is reported as equal to the available balance of only direct expenses. The following tables illustrate how the Indirect Cost Encumb ering feature works. Table 1 presents activity without the Indirect Cost En cumbering feature. Tables 2 and 3 present the same figures when using the Indirect Cost Encumbering feature. /nAugust 2014Banner Finance 8.10 2-109 User GuideProcessingNote: Total Available Balance of $76,250 represents both direct and indirect expenses. Note: Total Available Balance of $30,000 represents only the direct expenses. Table 1: Indirect cost encumbering not activeAccount Budget Activity EncumbranceAvailable Balance Labor50,0004,00045,000 1,000 Equipment25,0002,00010,000 13,000 Supplies10,000500 09,500 Travel30,00016,000 7,500 6,500 Indirect Costs 57,500 11,250 046,250 Total 172,50033,75062,50076,250 Table 2: Indirect cost encumbrance after budget Account Budget Activity EncumbranceAvailable Balance Labor50,000 50,000 Equipment25,000 25,000 Supplies10,000 10,000 Travel30,000 30,000 Indirect Costs 57,500 57,500 0Total 172,50057,500115,000 Table 3: Indirect cost encumb rance after expense activities Account Budget Activity EncumbranceAvailable Balance Labor50,0004,00045,000 1,000 Equipment25,0002,00010,000 13,000 Supplies10,000500 09,500 Travel30,00016,000 7,500 6,500 Indirect Costs 57,500 11,250 46,250 0Total 172,50033,750108,75030,000 /n2-110 Banner Finance 8.10 August 2014User GuideProcessingIndirect Cost Encumbrance Type I Grant funds with indirect co st encumbering enabled receive updates for Indirect Cost Encumbrance Type I to offset the available balance for indirect cost expense, adjusting it to zero.The following list describes the char acteristics of Encumbrance Type I: ŁThe encumbrance number added to the encumbrance ledger is ICxx0001 where xx is the fiscal year code. ŁThe posting for type I encumb rances has the same impact in the operating ledger, encumbrance ledger, and grant ledger as other encumbrance types with the exception that negative encumbra nce balances are allowed. ŁIndirect cost encumbrances apply to each fiscal year and are never rolled forward with year-end processing. NoteIndirect Cost Encumbrances remain open after year-end encumbrance roll processing ŁIndirect cost encumbrances cannot be edited with the General Encumbrance Maintenance Form (FGAENCB) similar to travel authorizations, requisitions, and purchase order encumbrance types. ŁIndirect cost encumbrances are created for any indirect cost activity with a Commit Type of Uncommitted, but not for Commit Type of Committed. Since Encumbrance Type I is not part of the y ear-end encumbrance ro ll, the occurrence of committed encumbrances re lated to indirect expenses is not common. /nAugust 2014Banner Finance 8.10 2-111 User GuideProcessingEncumbrance Posting Exam ple: No Budget Roll /n2-112 Banner Finance 8.10 August 2014User GuideProcessingEncumbrance Updates Indirect Cost Source Transaction Temporary Table (FGTIDCE) When the Indirect Cost Encumbering feature is active for a fund, the Indirect Cost Source Transaction Temporary Table (FGTIDCE) collect s fiscal period and FOAPAL information during the Posting Process (FGRACTG) abou t all activity posted to accounts with Account Class I (indirect cost expense accounts). The indirect cost information for a source document is retained in the temporary table until after a corresponding journal voucher transac tion is successfully created to update the indirect cost encumbrance. Af ter the encumbrance update is posted, the data for the source document is removed from the temporary table. Journal Voucher Creation Based on activity logged in the tempor ary table, Journal Voucher APIs create encumbrance transactions as a journal voucher document type using the journal voucher tables.The amount of the encumbrance update is ge nerally the same as the indirect cost activity from the source document. However after th e source document is posted, the actual encumbrance update amount is based on the operating ledger balances for the indirect cost account using whatever encumbra nce amount adjusts the indirect cost available balance to zero.Negative encumbrances can be created Encumbrance Type I when necessary to increase the available balance to zero when in direct cost expense exceeds budget. Encumbrance updates are created only when th e operating ledger available balance is not zero. For example, when there are two offsetti ng entries for the same indirect cost account then no encumbrance transaction is needed.Document numbers used for the indirect co st encumbrance transactions share the same document prefix as Document Type G nu mbers from FOASEQN used by the Deferred Grant Process (FRRGRNT). NoteJournal vouchers for indirect cost encumbrances are not forwarded to the Approvals process or to the posting queue GRIO and GRIA Rule Classes Rule classes used for updating indirect cost encumbrances add original encumbrances with GRIO and adjust encumbrances with GR IA as a journal voucher transaction using process codes E117 and E020 respectively. Po sting modifiers are disabled for these rule classes. /nAugust 2014Banner Finance 8.10 2-113 User GuideProcessingRule classes GRIO and GRIA are included in the ICRG Indirect Cost Encumb Rule Group. NoteWhen Rule Group Security is acti ve, the Oracle user(s) running the posting process must be authorized to use the Rule Group to allow the APIs to create the indirect cost encumbrance journal vouchers with the GRIO and GRIA rule classes Posting Indirect Cost Encumbrances The indirect cost encumbrance document is posted immediatel y after the source document to adjust the indirect cost encumbrance type I. The following list provides some of the detail about how posting works with journal vou cher documents created for indirect cost encumbering:ŁIndirect cost encumbrance journal vouche r transactions are created by the posting process after a source document posting is complete. The encumbrance update is posted only if an update is requir ed to set Available Balance to zero. ŁThe source document number is added as the document reference number for the indirect cost encumbrance transaction. ŁThe transaction date for the indirect cost encumbrance document is the same date as the source document. If a source docume nt with a budget entry uses a budget period that is different than the transa ction date, then the encumbrance transaction date becomes the first day of the budget period. ŁThe posting process advances through the temporary table records for each source document in order of fiscal period. For example, budget entries with different budget periods from a single source docume nt are posted as separate indirect cost encumbrance documents, st arting with the earliest fi scal period and working forward for each fiscal period. ŁPosting activity updating an indirect cost encumbrance is captur ed in the operating ledger and also the grant ledger. Trail-in and trail-out activity receives the same treatment for the indirect cost encumbran ce updates as the source document with the indirect cost activity. ŁThere are two types of indirect cost encumbrance transactions: ŁA posting for both the operatin g ledger and the grant ledger. ŁA posting only for the operating ledger that is excluded from the grant ledger when the source document is related to year-end roll activity. The indirect cost encumbrance posting is identif ied in FGBTRND_OTHER_DATA as an excluded transaction to support gran t rebuild activity. Please refer to fiInception-to-date Grant Ledger fl on page2-116 for more information. ŁIndirect cost encumbrance documents appear in the posting user™s list of Documents by User (FOADOCU). /n2-114 Banner Finance 8.10 August 2014User GuideProcessingŁAn encumbrance ledger source indicator I (I - Indirect Cost Encumbering) is added for all indirect cost encumbran ces created by the posting process. ŁConcurrent processing allows posting activ ity for indirect cost encumbrances in the prior year even after the encu mbrance roll has been performed.ŁSource documents with encumbrance roll activ ity posted in Period 00 for indirect cost expense are posted as indirect cost encumbrance updates in Period 01. Period 00 is reserved for updates with the encu mbrance roll and concurrent processing. Incomplete Indirect Cost Encumbering If the posting for an indirect co st encumbrance update does no t finish due to a processing error, the source document entry in the FGTIDCE temporary table is skipped and processed again at the beginning of the next posting job submission. The following is an example of a processing error message: Starting Indirect Cost Encumbrance document G0001007 for source document I0010111 at 04-APR-2013 11:59:55 Error occurred on document, Indirect Cost Encumbrance update rolled back and skipped. /nAugust 2014Banner Finance 8.10 2-115 User GuideProcessingProcess Flow: Posting Indirect Cost Encumbrances /n2-116 Banner Finance 8.10 August 2014User GuideProcessingInception-to-date Grant Ledger When the source document transaction is exclud ed from the grant ledger relating to year- end encumbrance roll, budget roll, or concurrent posting activ ity, then there should be no indirect cost encumbrance postings to the grant ledger for that document: ŁAn inception-to-date exclusion indicator is included with the FGBTRND posting detail to identify the indirect cost encu mbrance as a transaction that was excluded from posting to the grant ledger. ŁThe seed data value EXCL_FROM_ITD or ot her designated value is the exclusion identifier used in the column FGBTRN D_OTHER_DATA as defined in System Data Validation Table (FTVSDAT): NoteThe record effective for the curren t system date is used by the posting process ŁThe data value can be customized, but only one exclusion iden tifier value should exist in FGBTRND posting detail for all active grants. ŁThe exclusion identifier for indirect cost encumbrances is added by posting and is used later by other processes such as Grant Rebuild (FGRGRBD) and Grant Ledger Exception Report (FGRGLEX). The id entifier is also used by inception-to-date queries for Banner Finance and Bann er Finance Self-Service to avoid double counting indirect cost encumbrance tran sactions related to year-end activity. NoteThe value is needed in FGBTRND_OTHER_DATA because the indirect cost encumbrance documents do not appear in the FGAYRLM year-end document number sequence like other year-end activity excluded from the grant ledger Column NameValue Entity FGBTRNDAttribute CodeOTHER_DATA Optional Code 1 EXCL_ITD DataEXCL_FROM_ITDDescription Excluded from Grant Ledger Short Title Exclude Grant Ledger Effective Date01-OCT-1988 ActiveYes /nAugust 2014Banner Finance 8.10 2-117 User GuideProcessingŁWhen a source document is excluded from th e grant ledger, the related indirect cost encumbrance update is always posted as th e same indirect cost amount equal to the source document rather than the adjustme nt needed to bring the available balance to zero. This means that the indirect co st encumbrance document is either fully included in the grant ledger or fully ex cluded from the grant ledger just like the source document. NoteA posting warning message is given when using Indirect Cost Encumbering if the indirect cost encumbrance adjustment is not the same amount needed to bring the remaining available balance to zero. This can occur when indirect cost encumbrances are skipped or when indirect cost encumbering is first activated. The di fference is corrected with the next posting for the indirect cost account When the Budget Period of a source document is a different period than the transaction date, then after the indirect cost encumbrance update the available balance is zero for the operating ledger but the result in th e grant ledger may not be zero. ŁIn these cases the operating ledger budget and the indirect cost encumbrance are posted to the budget period, but the grant ledger budget is posted to a different period. ŁGrant ledger queries for the full inception to date will show zero available balance. ŁGrant ledger queries that include both the budget period and the budget entry transaction date will also show a zero available balance. ŁGrant ledger queries that include just on e or the other period will not show zero available balance. /n2-118 Banner Finance 8.10 August 2014User GuideProcessingEncumbrance Posting Exam ple: With Budget Roll /nAugust 2014Banner Finance 8.10 2-119 User GuideProcessingStarting Indirect Cost Encumbering Of the following three requirements for using indirect cost encumbering with a grant fund, the FRMFUND setting is the only one that is always necessary to successfully enable indirect cost encumbering:ŁThe Indirect Cost Encumbering indicator mu st be checked for th e current record on Research Accounting Fund Maintenance Form (FRMFUND). Two other requirements may also apply: ŁIf Rule Group Security is active, the Or acle user(s) running the Posting Process (FGRACTG) must be assigned the Rule Group ICRG on Rule Group Security Maintenance Form (FOMUSRG). The post ing process uses journal voucher APIs secured by rule class to create the indirect cost encumbrance transactions during posting. ŁThe seed data related to FGBTRND_ OTHER_DATA must be present in FTMSDAT when indirect cost transactions are excluded from the grant ledger for a fund enabled for indirect cost encumberin g. For example, the FTMSDAT setting is required when rolling forward the remainin g budget of indirect cost expense with the year-end process FGRBDRL. Indicating Indirect Cost Encu mbering for a Grant (FRAGRNT) Use the Grant Maintenance Form (FRAGRNT) to indicate that indirect cost encumbering will be the default setting for the grant. The Cost Code tab on the form contains the Indirect Cost Encumbering check box. The check box is initially unchecked for each grant. Checking th e Indirect Cost Encumbering indicator on FRAGRNT specifies indirect cost encumbering as the default setting for new grant funds added on FRMFUND. A grant can have different settings for each fu nd within the grant when using the Indirect Cost Encumbering feature. For example, fund codes associated with an older grant year may be disabled while fund codes for more recent grant years are enabled. Enabling Indirect Cost Encu mbering for a Fund (FRMFUND) Use the Research Accounting Fund Maintenance Form (FRM FUND) to enable indirect cost encumbering for a grant fund. The form contains the Indirect Cost Encumbering check box. The check box can default as checked or unchecked depending on the setting in the FRAGRNT Form. Users must check the Indirect Cost Encumbering indica tor to enable the feature for each fund requiring indirect cost encumbering. /n2-120 Banner Finance 8.10 August 2014User GuideProcessingIf the Indirect Cost Encumberi ng indicator is added with an effective date of today with FRMFUND, posting immediately applies the Indi rect Cost Encumbering with the posting process based on the system date when posting is run. NoteWhen enabled, indirect cost encumbering applies to posting of indirect cost activity for all transaction date s and all fiscal years with that fund code.Enabling Indirect Cost Encu mbering after Grant Activity ExistsIndirect cost encumbering can be enabled fo r an existing grant fund with prior activity. After enabling indirect costing encumbering, encumbrances are added for the grant fund only when there is some activity to trigge r updates for each indirect cost FOAPAL. In general, the posting process updates the indirect cost encumbrances whenever an indirect cost account is being processed by posting. ŁThe encumbrance update applies to the fi scal year and period from the source transaction.ŁThe update for available balance occu rs regardless of whether the source transaction contains a zero or non-zero amount for the indirect cost accounting sequence. In other words all activity submitted to posting as successful will trigger an update to the indirect cost encumbran ce whenever available balance is not zero for the operating ledger fiscal period. For new grants the encumbrance updates are an ongoing real-time activity for indirect cost expenses to always keep the encumbrance amou nt such that the available balance remains zero.However if you have existing grant funds with indirect cost activity and the available balance is not encumbered w ith a type I encumbrance, then you can send a variety of transactions to posting to initialize the necessary indirect cost encumbrances. Feeding Updates to Posting Updates sent to posting to trigger creation of indirect cost encumbrance can be any document type such as an invoi ce followed by indirect cost po sting, but typically a journal voucher document would be created as the trigge r to create indirect cost encumbrances in current or prior periods where no encumbrances existed be fore. The following journal types could be used with a journal voucher feed document to initialize indirect cost encumbrances. ŁUse a zero value budget entry Œ the budg et period should match the transaction date because of the exception noted in th e Inception-to-date Grant Ledger section above./nAugust 2014Banner Finance 8.10 2-121 User GuideProcessingŁUse a custom year-to-date rule class with offsetting Normal and Reverse of Normal Posting Actions Œ the transaction amount entered could be zero or non-zero. ŁUse the system year-to-date rule class GR IX with offsetting Normal and Reverse of Normal Posting Actions. During indirect cost encumbranc e updates, the rule class GRIX from the source document will trigger additional processing to first det ect, summarize, and creat e any updates needed related to year-end roll activity required in the operating le dger excluded from the grant ledger. Second, posting uses the common method of evalua ting the operating ledger to create another indirect cost encumbrance adju stment in both ledgers to adjust available balance to zero, if needed. The transaction amount en tered should be zero to trigge r the automated calculation of year-end amounts excluded from the grant ledger, or GRIX can also be used with non-zero input for manual adjustment of operating ledger encumbra nces to be excluded from the grant ledger. Because the GRIX rule class involves additional calculations and processing time, it may not always be the optimal choice, but GRIX can be used successfully to initialize indirect cost encumbrances in all situations.Selecting Indirect Cost FOAPALs to Update Journal voucher updates should be added for all indirect cost account balances in the operating ledger and ideally also for each di fferent Organization, Program, Activity, or Location code with indirect co st activity in the grant fund. Enter the appropriate level of detail to match th e types of grant queries that you plan to use with the indirect cost encumbering feature enabled. For example, if you want to be able to qu ery by Organization or Location with indirect cost encumbering applied, then journal voucher updates should be created at the same level of detail as the anticipated queries to tr igger encumbrance updates for each indirect cost FOAPAL. You will be able to re-perform the encumbranc e initialization at a later time adding more FOAPAL detail, if desired. /n2-122 Banner Finance 8.10 August 2014User GuideProcessingTo help determine which indirect cost acc ounts should be encumbered, analyze the operating ledger to determine all of the uniq ue FOAPALs for indirect cost class I in the grant fund being enabled. A query or report may be the simplest method to find all of the FOAPALs with indirect cost balances. For example: select * from fgbopal where fgbopal_coas_code = 'B' and fgbopal_fund_code = '200999' and fgbopal_acct_code in (select ftvacct_acct_code from ftvacct where ftvacct_coas_code = 'B' and ftvacct_acct_class_code = 'I') order by fgbopal_fsyr_code, fgbopal_acct_code Choosing Periods to Update Similarly, if you plan to enable the indir ect cost encumbering feature to query certain desired periods or ranges of periods with indirect cost encumbering active, then encumbrance updates are required in each of the periods that have indirect cost activity in the prior periods. A separate journal voucher document should be added for each period. If budget roll is not in use, then at least on e encumbrance must be created in each fiscal year that contains prior indirect cost activity . If just one period will be updated in a fiscal year, then the final period should be used to establish the encumbrance. In some cases when the budget roll is being us ed you can encumber indirect cost for just the current period when the av ailable balance is the same in the current period of the operating ledger as the current period for the grant ledger. ŁIn this case, a non-GRIX rule class can be used and the same encumbrance will be added to both ledgers. ŁHowever, if some time after the original in direct cost encumbrance a transaction is sent to posting for any period prior to the original posting period, then the original encumbrance updates must be re-entered to eliminate the over encumbrance that will result. Again, in all cases with prior period updates you will be able to re-perform the encumbrance initialization at a later time adding more periods in a fiscal year or adding earlier fiscal years, if desired. NotePlease refer to Article 000028330 in the Ellucian Support Center for additional information about impl ementation choices and using GRIX when activating Indirect Cost Encumbering for grant funds with indirect cost activity /nAugust 2014Banner Finance 8.10 2-123 User GuideProcessingGrant Ledger Exclus ion Rule Class GRIX If Indirect Cost Encumbering is active for a grant fund then the GRIX rule class is recognized by the posting process to help with initialization of indirect cost encumbrances for grants with existing year-end activity. Because the GRIX rule class is composed of of fsetting Year-to-Date entries, indirect cost encumbrances can be posted to the operating ledger for zero and non-zero amounts with no impact. Transaction detail displayed in the query forms FRIGTRD and FGITRND will show each of the postings for the offsettin g Normal and the Reverse of Normal posting actions.NoteThe GRIX process sequence numbers should not be changed from the baseline seed data because the postin g process is designed to ignore process sequence 30 which is the Reve rse of Normal posting action. As a result the indirect cost encumbering feature uses the remaining postings for process sequence 20 which is the Normal posting action The posting process reports an error when usi ng the GRIX rule class for the following two conditions:ŁThe GRIX rule class cannot be used if the Account is not Account Class I. ŁThe GRIX rule class cannot be combined in the same document with any other rule class. For the source document posting the GRIX ru le class uses standard posting processes. After the GRIX source document is posted, then a special indirect cost encumbrance update may apply if there is indirect cost activity excluded from the grant ledger and therefore indirect cost encumbrance activity to be excluded from the grant ledger. The special update will be posted with an ex clusion identifier added to the column FGBTRND_OTHER_DATA as defined in Sy stem Data Validation Table (FTVSDAT). NoteIndirect cost encumbrance updates for source documents with GRIX concurrent posting apply only to the initial fiscal year Use the GRIX rule class with on e of the following two options: ŁA zero value input for a system calculatio n and indirect cost encumbrance update to match the inception-to-date grant ledger exclusions, or ŁA non-zero value input for a user-calcu lated adjustment of indirect cost encumbrances excluded from the grant ledger. /n2-124 Banner Finance 8.10 August 2014User GuideProcessingIn either case, the normal indirect cost encu mbrance updates required to adjust operating ledger available balance to zero are posted as a second step for the GRIX source document using the common method used for any rule class. NoteThe GRIX entries must be submitted for older periods first because the grant ledger exclusions are calculated as inception-to-date. If a GRIX entry triggers an indirect cost encumbrance update in a period preceding any other GRIX update for the same indirect cost FOAPAL, then grant ledger exclusions are counted more than once. Another GRIX entry in the subsequent period is required to eliminate double counting the grant ledger exclusions GRIX Zero Amount 1.A GRIX source document posting with a tota l of zero for an indirect cost FOAPAL generates a special indirect cost encumbra nce transaction that is excluded from the grant ledger. The system calculates ince ption-to-date year-end activity that was excluded from the grant ledger up to th e fiscal period indicated by the GRIX transaction date, less any indirect cost encumbrance exclusions already recorded. If no grant ledger exclusions exist relate d to year-end activity, then no special indirect cost encumbrance update is cr eated with the first step following a GRIX source document posting of zero amount. The source document remains in the temporary table FGTIDCE pending the second step. 2.An indirect cost encumbrance transaction is calculated according to the common method of Indirect Cost Encumbering that applies to all rule classes. The indirect cost encumbrance is updated based on the amount needed to set the operating ledger Available Balance to zero. GRIX Non-zero Amount 1.A GRIX source document posting with a non- zero total for an indirect cost FOAPAL generates a special indirect cost encumbra nce transaction that is excluded from the grant ledger. The indirect cost encumbranc e is updated using th e total GRIX input amount to adjust the amount excluded from the grant ledge r. (The net impact for the GRIX source document in the operating ledg er is zero because of the offsetting O030 process codes.) Use a positive entry to increase indirect cost encumbrances appearing in the grant ledger. 2.An indirect cost encumbrance transaction is calculated according to the common method of Indirect Cost Encumbering that applies to all rule classes. The indirect cost /nAugust 2014Banner Finance 8.10 2-125 User GuideProcessingencumbrance is updated based on the amount needed to set the operating ledger Available Balance to zero. NoteThere is no impact to the indirect cost encumbrance in the operating ledger because the two updat es offset each other. Using GRIX with a non-zero adjusting amount would be needed if after completing the zero amount GRIX initialization entries ther e remains a non-zero Available Balance in FRIGITD for indirect cost, but FGIBDST show s zero Available Balance in all fiscal years. /n2-126 Banner Finance 8.10 August 2014User GuideProcessingProcess Flow: Posting Indirect Cost Encumbrances including GRIX /nAugust 2014Banner Finance 8.10 2-127 User GuideProcessingStopping Indirect Cost Encumbering If indirect cost encumbering is turned off by unchecking th e Indirect Cost Encumbering check box on FRMFUND, the remaining indirect cost encumbrances of type I can be closed by journal voucher. If an indirect cost encumbrance sequence is clos ed while indirect cost encumbering is still enabled for the fund (the Indirect Cost Encumbering check box is checked on FRMFUND), pending encumbrance updates will continue to produce a posting error message until the conflict is resolved. Do one of the following to resolve the conflict: ŁReopen the indirect cost encumbrance. This allows the pending indirect cost updates in the temporary table FGTIDCE to be completed. ŁDisable indirect cost encumbering by unchecking the Indirect Cost Encumbering check box on FRMFUND. The pending update in the temporary table will be removed. Proposal and Grant Events You can link events or reminders to a propo sal or a grant. You can also specify who is responsible for indicating when the event is finished (s atisfied) and Banner will send reminders to the responsible person or pe ople. When you associate an event with a proposal or a grant, you can specify when Banner will send reminder notices. NoteBefore you can indicate that a person is responsible for an event, you must link that person™s Banner user name with the internal identification number that was established on the Identification Form (FOAIDEN). To do this, enter the person™s internal identification number in the ID field on the User Profile Maintenance Form (FOMPROF). The Events Messaging Process (FRPMESG) mon itors events associated with personnel. This process may be run in sleep/wake mode. How to Create Proposal or Grant Events Use the following steps to create events and link them to a proposal or a grant. 1.Use the Event Code Validation Form (FRVEVNT) to create events for activities such as reports that you need to produce, certifi cations that you need to perform, and other actions or reminders. 2.(Optional) Use the Event Group Validatio n Form (FRVEGRP) to group together related events. For example, you can group reports that need to be produced at the same time./n2-128 Banner Finance 8.10 August 2014User GuideProcessing3.Use the Proposal Events Assignment Form (FRAEVPA) to link events to a proposal or use the Grant Events Assignment Form (FRAEVGA) to link events to a grant. How to Satisfy an Event Use the Proposal Events Action Form (FRAE VNP) and/or the Grant Events Action Form (FRAEVNG) to satisfy or cancel events. You can also use these forms to see a list of events for which yo u are responsible.How to Query Events Use the Proposal Events Inquiry Form (FRI EVNP) and the Grant Events Inquiry Form (FRIEVNG) to view the following: ŁEvents linked to a proposal or a grant ŁEvents linked to a person ŁEvents linked both to a person and to a proposal or a grant How to Enhance Desc riptions for Prop osals and Grants You can append additional text to the define d status code and event codes descriptions. Alternate Description - Status Code (FRAGRNT, FRAPROP) An alternate description field for the status code is availabl e on the Grant Maintenance Form (FRAGRNT) and the Proposal Maintenanc e Form (FRAPROP). This field holds up to 35 characters. Information you enter into the alternate status field is appended to the status description and then stored in the stat us history table. If you select the Copy Grant Information or Copy Proposal Information feature from the Options list, this information will copy over to a new grant or proposal. Alternate Description - Event Code (FRAEVGA, FRAEVPA) An alternate description field for the even t code is available on the Grant Events Assignment Form (FRAEVGA) and the Proposal Events Assignment Form (FRAEVPA). This field holds up to 35 ch aracters. Information you enter into the alternate description field is appended to the event description. Both the event description and the alternate description appear on the Grant and Proposal Inquiry Forms and Reports. Alternate Descriptions Display Alternate descriptions for events can display on the following forms. When an alternate description exists for the event, this description is appended to the existing default description when it is viewed on forms or reports. ŁGrants Events Assignment (FRAEVGA) /nAugust 2014Banner Finance 8.10 2-129 User GuideProcessingŁGrant Event Action Form (FRAEVNG) ŁProposal Event Action Form (FRAEVNP) ŁProposals Events Assignment Form (FRAEVPA) ŁGrant Event Inquiry Form (FRIEVNG) ŁProposal Events Inquiry Form (FRIEVNP)ŁGrant Inquiry Status History Form (FRIGRST) ŁProposal Status History Inquiry Form (FRIPRST) How to Add Text to Selected Forms You can add or update descriptive text on the following forms: ŁFRAPROP - Proposal Maintenance Form ŁFRABUDP - Proposal Budget Form (Text option is labelled Text Information )ŁFRAGRNT - Grant Maintenance Form ŁFRABUDG - Grant Budget Form (Text option is labelled Text Information )ŁFRMFUND - Research Accounting Fund Maintenance Form (Text option is labelled Fund Text or Grant Text )1.From within the form, select the Text option from the Options menu. The General Text Entry Form (FOATEXT) is displayed. 2.Enter the text. 3.Select Save.When FOATEXT is called from anot her form, the following occurs:ŁText and identifying code are defaulted in to the key block. The document type and document code are carried forward from the calling form. ŁRollback capability is disabled to prevent anyone from changing the document type or document code and viewing information for a different grant or proposal. When you access FOATEXT directly, however, you can view or update any type/code combination.Agency Funding Information for Grants an d Proposals A check box, labelled Pass Through Indicator , is displayed on both the Grant Maintenance Form (FRAGRNT) and the Propos al Maintenance Form (FRAPROP). This check box is not user-navigable. /n2-130 Banner Finance 8.10 August 2014User GuideProcessingThe system selects this check box when info rmation is available for display on the Pass Through Agency Distribution Information window. How to View Pre-existing Information When pass through data exist in the proposal and a grant is created from the proposal, the pass through data are copied forward into the fields displayed in this window. You can use the information displaye d in this window to track percentages of contributions from different agencies. How to Enter New Information When this is a new grant or proposal, you ma y enter information into the fields on this window. 1.From the options menu on FRAGRNT or FR APROP, select the Pass Through Agency Distribution Information option. 2.On the window that displays, enter the co de for the agency (list of values is available), the percentage of the funding th e agency contributed, and the sponsor ID. The sum of all percentages on this window must be less than or equal to 100.00. You cannot enter a value in one of these fields without entering a value in the other field. 3.Select Save. The Pass Through Indicator check box is selected, which indicates that pass through information exists for this proposal or grant. NoteIf you select the Copy Grant Informati on or the Copy Proposal Information feature from the Options menu, this information copies over to a new grant or proposal. Setting up Banner Finance Forms for Effort Certification Before you can build an effort certification process at your institution, you must first set up the FRAGRNT and FTMFUND forms. For detailed information about the Effort Certification process, refer to the Banner Effort Reporting and Labor Redistributions Handbook ./nAugust 2014Banner Finance 8.10 2-131 User GuideProcessingPerform the following steps:1.(Required, institution-wide setup) Identify grants for which you want to generate effort certification reports. 1.1. Check the Requires Effort Certification check box on the Grant Maintenance Form (FRAGRNT).1.2. Establish Accounting Element valu es on the Effort Reporting tab. 2.(Required institution-wide setup) Identify spec ific funds that are not associated with grants for which you want to gene rate effort certification reports. 2.1. Check the Fund Requires Effort Certification check box on the Fund Code Maintenance Form (FTMFUND). 2.2. If the fund requires effort allocation, check the Fund Requires Effort Allocation check box on FTMFUND. Grant Billing Detail Table (FRRBDET) The following is an example of the way tran sactions appear in the Grant Billing Detail Table (FRRBDET) after you post an expenditure against a grant.Key:D =Direct Cost I =Indirect Cost (F & A) C =Cost Share (Matching) U =Unbilled Status H =Hold Status /n2-132 Banner Finance 8.10 August 2014User GuideProcessingAll expenses charged against a grant fund are posted to the Billing Detail Table (FRRBDET) with an Unbilled status (U). Fund Doc CodeCompStatus Exp AcctAmount Trans Date 245J165DU60111,00001-MAR-99 245 J165IU6399 250 01-MAR-99245J165CU5065-5001-MAR-99 245J166DU605320010-MAR-99 245 J166IU6399 5010-MAR-99245J166CU5065-2010-MAR-99 245I160DU610110012-MAR-99 245 I160IU6399 2512-MAR-99245I160CU5065-512-MAR-99 245I161DU62155030-MAR-99 245I162DH621820030-MAR-99 245 I163DH6275 100 30-MAR-99245 I165DU6299 2,000 01-APR-99245I165IU639950001-APR-99 245 I165CU5065 -10001-APR-99/nAugust 2014Banner Finance 8.10 2-133 User GuideProcessingIf you have deferred grant processing turned on, you must run the Deferred Grant Process (FRRGRNT) to post grant expend itures to the Billing Detail Table. NoteThe Research Accounting module was designed based on the assumption that revenue is recognized when an expense is incurred. Before you post transactions against a grant fu nd, it is recommended that you run the Fund Exception Report (FRRFEXC) to s ee if all grant funds have the Accrual Acct and Revenue Acct fields populated on the Fund Code Maintenance Form (FTMFUND). Grant funds that do not have these fields populated will not have rows in the Billing Detail Table (FRRBDET). If you create exclusion codes and link them to a grant, Banner will insert transactions involving excluded accounts into the Billing Detail Table with a Hold status (H). You can view unbilled transactions and hold transactions on th e Research Accounting Unbilled Status Control Form (FRABDCN). You can also use this form to change the status of transactions from unbilled to hold or from hold to unbilled before you run the Research Accounting Billing Process (FRRBILL).Generating Bills 1.Fill out the Grant Billing Information window on the Grant Maintenance Form (FRAGRNT).2.Define the billing frequency and bill format code on the Grant Events Assignment Form (FRAEVGA).It is recomme nded that you assign only one bill format code to each grant. NoteThe Grant Event Assignment Form (FRAEVGA) enables you to create multiple billing events if you use a unique bill event code. The works well for situation in which you have a cost reimbursable grant and wish to bill a fixed amount at the end of the grant. It does not work as well if you try to produce different formats or have billing events overlap. 3.Set up detail codes on the Deta il Code Control Form (TFADETC). Example:Detail CodeDescriptionType Category Grant Type Priority Refund CodeGBILBillingCGRNB999Cleared GRWHRetainageCGRNW999Cleared GCSHCash/PaymentsPGRNP999Cleared GRRFRefundsCGRNR999Selected GRTFTransfersPGRNT999Cleared /n2-134 Banner Finance 8.10 August 2014User GuideProcessing4.Enter values in the following fields on the Research Accounting Fund Maintenance Form (FRMFUND).ŁBilled AR Account Code ŁRetainage AR Account Code (Optional)ŁRetainage Amount (Optional)ŁRetainage Percentage (Optional) 5.(Optional) Run the Billing Preview Repo rt (FRRINVS) for a specific date to determine which grants will be selected by the Research Accounting Billing Process when you run it for that date. 6.Run the Research Accounting Billing Process (FRRBILL) in Audit mode for a specific Billing Format Code and Billing Period To Date .7.Run the Billing Exception Report (FRRBEXC) to identify exceptions associated with the specified grant or PMS code. 8.Correct any exceptions found in Step 7. 9.Run the Research Accounting Billing Process (FRRBILL) in Update mode for a specific Billing Format Code and Billing Period To Date .NoteYou must run the Research Accounti ng Billing Process for PMS codes to create billed charges and obtain letter of credit drawdown to reduce the receivables.10. Use the following forms to view the billed amounts and print the bills. You can also use these forms to change the billed amount s; however, your changes will not affect the ledgers.ŁStandard Billing 1034 Form (FRA134B) ŁStandard Billing 270 Form (FRA270B) ŁStandard Billing 272 Form (FRA272B) ŁGeneric Bill Form (FRAGENB) If you would like to print more than one bill at a time, u se the Run Standard Bills and Reports Form (FRABRUN). NoteFRRBILL process includes a safeguard that prevents a subsequent run of FRRBILL from starting until the prior job finishes. The process generates an error message in the FRRBILL.log f ile that it cannot process your job until the prior job completes. /nAugust 2014Banner Finance 8.10 2-135 User GuideProcessingGeneric Bills Generic bills are user-defined and include information specific to amounts budgeted, billed or retained, based on a group sequen ce number. When there are no expenses for a billing period, the FRRBILL pro cess produces the bill and updates the Generic Bill Table (FRRGENB) using a group sequence number of 999 . If you plan to produce fixed, generic bills with no expenses, use the Grant Billing Format Form (FTMBFRM) to add sequence number 999 to your generic formats. If you do not do this, you will receive the follow ing message on the FRAGENB form: Invalid group sequence number Budget Limit Processing The values entered on the Grant Mainte nance Form (FRAGR NT) determine how FRRBILL processes budget limits. Examples: ŁOn the Grant Maintenance Form (FRAGRNT), if the Budget Limit Indicator is set to Total Budget and the Budget Check Source is the Grant Ledger , the billing process will interrogate the Grant Ledger for available budget as of the billing date. It will evaluate the amount of the b ill and the cumulative amount (amount previously billed) against the budget amount. It will then interrogate the Bill If Budget Total Exceeded indicator to determine if it should bill or if it should produce an exception. If, instead, the Budget Limit Indicator on FRAGRNT is set to Total Budget and the Budget Check Source is set to Maximum Billing Amount , the billing process evaluates the amount of the bill and the cumulative amount against the Amount entered in the Maximum field. It will then interrogate the Bill If Budget Total Exceeded indicator to determine if it should bill or if it should produce an exception.ŁOn the Grant Maintenance Form (FRAGRNT), if the Budget Limit Indicator is set to Line Item Budget, the Budget Check Source is the Grant Ledger, and the Billing Format is defined as a Generic Bill, the billing process summarizes the budget and actual data by the user defined Expenditure Group Categories per the Grant Billing Format Form (FTMBFRM) fo r the specified Generic Billing format. The process evaluates the summarized Ex penditure Category data for available budget as of the billing date and will ev aluate the amount of the bill and the cumulative amount (amount previously b illed) against the bud get amount by each of the Expenditure Group categories to determine if it should produce a bill or a billing exception. FRRBILL may be run in Audit mode to determine any Expenditure Categories that may be over budget so that appropriate action may be taken prior to running the Generic Bill in update mode for the billing period. /n2-136 Banner Finance 8.10 August 2014User GuideProcessingFixed Bill With a Deferred Account The Deferred Account ca ptures the difference between th e fixed amount and the unbilled cost amount. You can enter the appropri ate account code information in the Deferred Account Code field on the Billing window of the Grant Form (FRAGRNT) or in the Deferred Revenue Account field on the Research Accounting System Control Form (FRASYSC).Example 1: For a fixed price bill of $5,000 with $0 u nbilled charges or costs, the postings are as follows:DR Billed A/R $5,000 CR Deferred Account $5,000 Example 2: For a fixed price bill of $5,000 with $3,000 unbilled charges/ costs, the postings are as follows: DR Billed A/R $5,000 CR Unbilled A/R $3,000CR Deferred Account $2,000 At the end of the project, you may have a balance for the Deferred Account, which must be cleared with a manual journal entry. How to Print a 1034 Continuation Form Use the following steps to print a 1034 Continuation Form, which contains detailed information about a standard 1034 bill. 1.Create a generic bill format co de and associate that format code with a grant using the Billing Format Validation Form (FRVBFRM ) and the Grant Billing Format Form (FTMBFRM).2.Click the Details button on the Standard 1034 Billing Form (FRA134B). Banner will run the Generic Bill Form (FRRGENB) and print a separate page that you must collate with the appropriate bill. See the fi Reports and Processesfl chapter for more information abou t standard 1034 bills. /nAugust 2014Banner Finance 8.10 2-137 User GuideProcessingResearch Accounting Billing Process (FRRBILL) The Research Accounting Billin g Process (FRRBILL) selects grants that meet the following conditions. ŁThe billing format matches the Billing Format Code parameter entered by the user. ŁThe Due Date field on the Grant Events Assignment Form (FRAEVGA) is less than or eq ual to the Bill Period to Date parameter entered by the user. For each grant that matches th ese criteria, Banner selects a ll unbilled transactions from the Grant Billing Detail Table (FRRBDET) with a billin g date that is less than or equal to the Billing period to Date parameter in FRRBILL. The billing date is initially set to the transaction date but can be modified on the FRABDCN form. You can run the Research Ac counting Billing Process in Audit mode or Update mode.When you run this process in Audit mode, Banner identifies any exceptions for the specified grant or PMS code, as shown in th e following chart, and inserts rows in the Billing Exception Table (FRRBEXC). You ca n then run the Billing Exception Report (FRRBEXC) to print a list of the exceptions for that grant or PMS code. Exception Description No Billing AddressThe billing address was not entered on the Grant Billing Information window of the Grant Maintenance Form (FRAGRNT). Trail In ActivityThe bill includes expense activity that was incurred before the date in the Project Period field on the Grant Maintenance Form.Trail Out ActivityThe bill includes expense activity that was incurred after the date in the To field on the Grant Billing Information window of the Grant Maintenance Form. Billing Minimum Not Reached The total bill amount is less than the value in the Minimum field on the Grant Billing Information window of the Grant Maintenance Form. Banner will not process the bill. You ca n override this exception on the Research Accounting System Control Maintenance Form (FRASYSC) or the Grant Maintenance Form (FRAGRNT). /n2-138 Banner Finance 8.10 August 2014User GuideProcessingAfter you correct the exceptions identified on the Billin g Exception Report (FRRBEXC), run the Research Accounting Billing Process (FRRBILL) in Update mode. When you run this process in Update mode, Banner does the following: ŁUpdate the am ount in the Cumulative field on the Grant Billing Information window of the Grant Maintenance Form (FRAGRNT). ŁUpdate the values in the Last Invoice Number field on the Grant Maintenance Form (FRAGRNT). If you billed by PMS code , then Banner will also update the value in the Last Invoice Number field on the Payment Management System Code Maintenance Form (FRVPMSC). ŁSend a document to posting. The startin g character of this document is G, the document type is GBL, and the document type sequence number is 75. The transaction date of this document is the date entered in the Posting Date parameter. ŁChange the Status field to S on the Grant Events Assignment Form (FRAEVGA). Budget Exceeded in Total The total billed amount is gr eater than the value in the Maximum field on the Grant Billing Information window of the Grant Maintenance Form. Banner will not process the bill. You ca n override this exception on the Research Accounting System Control Maintenance Form (FRASYSC) or the Grant Maintenance Form (FRAGRNT). Line Item Budget Exceeded The total amount billed for a sp ecific line item is greater than the amount budgeted for that item. Banner will not process the bill. You can ove rride this exception on the Research Accounting Syst em Control Maintenance Form (FRASYSC) or the Grant Maintenance Form (FRAGRNT). For bills that use a generic or institution- defined format, Banner uses the budget for the expenditure group defined on the Grant Billing Format Form (FTMBFRM) instead of the amount budgeted for the line item. Expenses Not Included in FormatAn expense was posted to an account code that does not belong to an expenditure group defined on the Grant Billing Format Form (FTMBFRM). Banner will not include this expense in the bill. Billing Items on HoldOne or more of th e expenses has a Hold status (H) in the Billing Detail Table (FRRBDET). Banner will not include any expenses with a Hold status in the bill.Use the Unbilled Status Control Form (FRABDCN) to change the status of an ex pense from hold to unbilled. Exception Description /nAugust 2014Banner Finance 8.10 2-139 User GuideProcessingŁInsert a row in the Account Charge/P ayment Detail Table (TRRACCD) that summarizes billed amounts by grant fund . Use the Research Accounting Payments Entry Form (FRAAREV) to vi ew the summar ized amounts.ŁInsert rows into the bill format table that corresponds to the format code entered by the user. For example, if you run the Rese arch Accounting Billin g Process for bills with the 272 format, Banner will inser t rows in the 272 Bill Format Table (FRR272B) for each of the selected grants. ŁChange the status of the transaction to Billed in the Billing Detail Table (FRRBDET).Examples: The following examples are based on the following Grant Billing Detail Table (FRRBDET) that was generated after running the Research Accounting Billing Process (FRRBILL).Fund Doc CodeComp Status Exp Acct Amount Trans Date 245J165DB60111,00001-MAR-11 245J165IB639925001-MAR-11 245J165CB5065-5001-MAR-11 245J166DB605320010-MAR-11 245J166IB63995010-MAR-11 245J166CB5065-2010-MAR-11 245I160DB610110012-MAR-11 245I160IB63992512-MAR-11 245I160CB5065-512-MAR-11 245I161DB62155030-MAR-11 245I162DH621820030-MAR-11 /n2-140 Banner Finance 8.10 August 2014User GuideProcessingIf you run the Research Accounting Billing Process for the end date of 31-MAR-11 and you use a cost reimbursement schedule , Banner produces the following journal entries using the specified rule class in the grant fund. Billed Accounts Receivable Rule Class (GRBL) If you run the Research Accounting Billing Process for the period ending 31-MAR-11 and you use a fixed reimburs ement schedule with a fixed bill amount of $2000, Banner produces the following journal entries using the specified rule classes in the grant fund. Billed Accounts Receivable Rule Class (GRBL) Deferred Revenue Rule Class (GRDF) If you run the Research Accounting Billing Process for the period ending 31-MAR-11 and you enter 10 in the Retainage Percent field on the Research Accounting Fund Maintenance Form (FRMFUND), Banner prod uces the following journal entries using the specified rule classes in the grant fund. Retainage is calculated for Fixed and Cost Re imbursable bills using either an amount or a percent you defined on FRMFUND. It is also very importan t for you to specify the retainage account on FRMFUND. Billed Accounts Receivable Rule Class (GRBL) 245I163DH627510030-MAR-11 245I165DU62992,00001-APR-11 245I165IU639950001-APR-11 245I165CU5065-10001-APR-11 TransactionAmountAccountForm Where Account Is Defined Debit1600Billed ARFRMFUND Credit1600Unbilled ARFTMFUND TransactionAmountAccountForm Where Account Is Defined Debit2000Billed ARFRMFUND Credit1600Unbilled ARFTMFUND TransactionAmountAccountForm Where Account Is Defined Credit400DeferredFRAGRNT or FRASYSC Fund Doc CodeComp Status Exp Acct Amount Trans Date /nAugust 2014Banner Finance 8.10 2-141 User GuideProcessingWithholding Accounts Rece ivable Rule Class (GRWH) Alternatively, you can generate one bill fo r all retainage amounts after you run the final bill for a grant. To do this, run the R esearch Accounting Billing Process and enter Y in the Bill Retainage parameter. Banner sums the reta inage amounts in each bill that you generated before the date you entered in the Billing Period To Date and produces the following journal entries using the sp ecified rule class in the grant fund. Withholding Accounts Rece ivable Rule Class (GRWH) You can also bill a sponsoring agency for amounts that they withhe ld from payments. To do this, run the Research A ccounting Billing Process and enter Y in the parameter for bill payment withholding. Banner will summarize all payment withholding amounts that you entered on the Resear ch Accounting Paym ents Entry Form (FRAAREV) and produce a bill. Banner will not produce journal entries. Reversing a Bill After you run the Research Acco unting Billing Process (FRRBILL) in Update mode and send the bill to the agency, the agency may ask you to adjust the bill. To do this, run the Research Accounting Billing Reversal Process (FRRBREV). This process reve rses the bill and undoes the results of the Re search Accounting Billing Process. When you run the Research Accounting B illing Reversal Process, Banner does the following:ŁSends a document to posting and produce the following journal entries. TransactionAmountAccountForm Where Account Is Defined Debit1600Billed ARFRMFUND Credit1600Unbilled ARFTMFUND TransactionAmountAccount Form on which Account is Defined Debit160Retainage ARFRMFUND Credit160Billed ARFRMFUND TransactionAmountAccountForm Where Account Is Defined Debit160Billed ARFRMFUND Credit160Retainage ARFRMFUND TransactionAccountForm Where Account Is Defined DebitUnbilled ARFTMFUND CreditBilled ARFRMFUND /n2-142 Banner Finance 8.10 August 2014User GuideProcessingŁChanges the Status field on the Grant Events Assignment Form (FRAEVGA) to P so you can run the Research Accounting Billing Process again. ŁUpdates the adjustment number. For exampl e, when you reverse a bill for the first time, Banner will change the adjustment number to 1. After you run the Research Accounting Billing Reversal Process, you can change or adjust the charges by posting transactions agains t the grant fund. Then, you can re-run the Research Accounting Billing Process to ge nerate a new bill. When you re-run the Research Accounting Billing Process, Banner w ill add 1 to the current adjustment number. The Grant Billing Detail Table (FRRBDET) contains the most recent adjustment number of each bill. If you want to maintain a detaile d history of bill reversals in the Billing Detail History Table (FRRBDTH), select the Maintain History for Reversal? check box on the Research Accounting System Control Form (FRASYSC). Bill Events There are two types of bill events: on-demand and scheduled. ŁTo define scheduled bill events, set up a schedule on the Event Form (FRAEVGA) with a series of dates and a frequency. The bottom portion of the Event Form displays event sequences that are tied to specific due dates. ŁTo define an on-demand type schedule , leave the dates and frequency null on FRAEVGA and provide only one date. On-demand Events This section describes the impact of billings, reversals, and re -bills on-demand events for a grant. How to Set up an On-demand Bill Assume you have a grant for which you want a flexible bill schedule. 1.Access the Event Form (FRAEVGA). 2.Leave the Date From , Date To , and Frequency fields blank. 3.Enter your bill type, format and responsible user ID. 4.Specify one event sequence. Here is how this schedule is stored in the billing event sequence table: /nAugust 2014Banner Finance 8.10 2-143 User GuideProcessingWith this schedule, if you generate five invoices, the detail exists in the billing tables but the event table remains unchanged. The event status remains set to P (Pending), which means you have the flexibility to run the process as ne eded but will not have to change the event sequence date. The last invoice numb er is updated in the FRBGBIL table and displays in the Billing window of the Grant form. (FRAGRNT). NoteThe Status Date is not updated with an on-demand bill.How to Reverse an On-demand Bill If you generate two bills and reverse invoi ce number 1, the system will perform the following actions:ŁRe-set the status of the billed transactio ns in the billing detail table to unbilled ŁCreate reversal entries in the account billing detail tableThe system does not update the Last Invoice Number, since invoice number 1 was not the last invoice. Neither does the system reset the event status to P (Pending), since this event was an on-deman d billing event.How to Re-bill an On-demand Bill With on-demand bills, you cannot choose the invoice number you want to produce simply by specifying the Bill Period to Date. Since each bill cannot be tied to an ev ent sequence, the bill process assigns a new unique invoice number whenev er a re-bill is performed.Example:Refer to the preceding example. If you try to re-bill January expenses using a January date, the following error mess age is displayed from FRRBILL: The bill™s From date is greater than its To Date .Event SequenceDate Status 131-JANPInvoice NumberSequence NumberDate 113 1-JAN202 8-FEB/n2-144 Banner Finance 8.10 August 2014User GuideProcessingIf you try again and re-bill January expenses using a date later than February 28, the system re-bills January™s expenses and assigns an invoice number of 3.Scheduled Events This section describes the impact of billings, reversals, and re-bills on scheduled events for a grant.For scheduled bill events, you can determine th e invoice number you want to produce by specifying fiparameter 11, Billing Period to Datefl. How to Set up a Scheduled Bill Event 1.Access the Event Form (FRAEVGA). 2.Enter values in the Date From , Date To , and Frequency fields. 3.Enter your bill type, format and responsible user ID. The system creates the schedule. See the tabl e below as an example of a monthly schedule displayed on the Event Form (FRAEVGA): Invoice NumberSequence NumberDateBill From Date Bill To Date 1131-JANGrant Proj Start Date31-JAN 2028-FEB01-FEB 28-FEB Event SequenceDue DateSt atusBill Period to Date 131-JANS (Satisfied)31-JAN 228-FEBS 28-FEB 331-MARS3 1-MAR430-APRS3 0-APR531-MAYS3 1-MAY630-JUNP (Pending) 731-JULP/nAugust 2014Banner Finance 8.10 2-145 User GuideProcessingWhen a grant or PMS is created with a se ries of scheduled events, as in the example above, FRRBILL uses the fiparameter 11 Billing Period to Datefl to determine the event or events that it satisfies. The fiparameter 11, B illing Period to Datefl must match a pending event Due Date on the FRAEVGA form. After FRRBI LL completes, on the FRAEVGA form, you can see that the event is satisfied and the Bill Period to Date displays. /n2-146 Banner Finance 8.10 August 2014User GuideProcessingHow to Reverse a Scheduled Bill Event Assume that invoices are associated with each billing run from the previous chart. Invoice number 5 was first generated w ith a date of 31-MAY. Initially, this invoice had a billing sequence number of 0. If you run the reversal process, the information changes as follows: As displayed in the table ab ove, running the reversal process has updated the sequence number for invoice 5 to 1 and set the billing event status back to Pending and the Bill Period to Date is set to null. It has also reset the last satisfied invoice Number to 4, which means that invoice number 4 is the last satisfied invoice. Invoice Number Sequence NumberEvent SequenceDue DateStatus Bill Period to Date 10131-JANS31-JAN 20228-FEBS28-FEB 30331-MARS31-MAR 40430-APRS30-APR 5153 1-MAYP 630-JUNP 731-JULP /nAugust 2014Banner Finance 8.10 2-147 User GuideProcessingHow to Re-bill a Scheduled Bill Event If you decide to run FRRBILL again using a bill date of 31-MAY, the process creates invoice 5, with a sequence number of 2. This satisfies the even t (status indicator is set to S) and updates the Bill Period to Date of the event and the TRRACCD Bill Period to Date with parameter # 11 from the FRRBILL process. If instead, you re-run FRRBILL with a Billin g Period to Date of 30-JUN, the process creates invoice number 5 with a sequence number of 2. In th e following table, the billing process satisfied two event sequences: May and June, as shown: Invoice Number Sequence NumberEvent Sequence Due DateStatus Bill Period to Date 1013 1-JANS3 1-JAN2022 8-FEBS2 8-FEB3033 1-MARS3 1-MAR4043 0-APRS3 0-APR5253 1-MAYS3 1-MAY630-JUNP 731-JULP Invoice Number Sequence NumberEvent Sequence Due Date Status Bill Period to Date 10131-JANS31-JAN 20228-FEBS28-FEB 30331-MARS31-MAR 40430-APRS30-APR 52531-MAYS30-JUN 52630-JUNS30-JUN 731-JULP 831-AUGP /n2-148 Banner Finance 8.10 August 2014User GuideProcessingPrior Period Reversals A prior period reversal is the reversal of a grant billing period that is not the last one billed.NoteWhen a prior period bill is reversed, the Last Invoice Number is not changed. This process is performed by running FRRBREV. As long as payment is not applied to a bill, you can reverse any bill created by PMS or grant code by entering the Bill Period to Date that is equal to the valu e of the Billing Period to Date originally used in the process FRRBILL.The Bill Period to Date is stored in the Gr ant Event Table (FRREVNG) in the Status Date column and the TRRACCD Bill Period to Da te column. As events are selected and FRRBILL satisfies those events, it updates the Status Date and the TRRACCD Bill Period to Date columns. This allows the Rever sal Process (FRRBREV) to pick up the event entries it needs to reverse. Example: Assume your institution has produced five invoices but now needs to reverse invoice number 2. To reverse invoice number 2, access FRRBREV, and perform one of the following actions:ŁEnter the grant code and specify invo ice 2 with a sequence number of 0 ŁEnter the grant code and a billing date of 28-FEB Here are the results: Invoice Number Sequence NumberEvent Sequence Due DateStatus Bill Period to Date 1013 1-JANS3 1-JAN2122 8-FEBP 3033 1-MARS3 1-MAR4043 0-APRS3 0-APR5053 1-MAYS3 1-MAY630-JUNP 731-JULP /nAugust 2014Banner Finance 8.10 2-149 User GuideProcessingThe reversal process created sequence numb er 1 for invoice number 2. The status indicator is reset to P (Pending) and the Bill Period to Date is removed. ŁIf you make adjustments and re-submit invoice 2 with a Billing Period to Date of 28-FEB, the system creates in voice 2 with a sequence number of 2. ŁYou can also add unbilled expenses to the latest bill. If you run FRRBILL with a Billing Period to Date of 30-JUN, this is what you see: In this example above, expenses for February have been included in the June invoice. Event sequences 2 and 6 are satisfied (status indicator is set to S) and both display a Bill Period to Date of 30-JUN. NoteThe Last Invoice Number is not updated during the reversal process unless the bill relates to the last bill. When invoice number 2 was reversed, the Last Invoice Number was still 5. NoteIf invoices 2, 3, 4, and 5 are all reversed, then the Last Invoice Number resets to 1. Invoice Number Sequence NumberEvent Sequence Due DateStatus Bill Period to Date 1013 1-JANS3 1-JAN2222 8-FEBS2 8-FEBInvoice Number Sequence NumberEvent Sequence Due DateStatus Bill Period to Date 1013 1-JANS3 1-JAN6022 8-FEBS3 0-JUN3033 1-MARS3 1-MAR4043 0-APRS3 0-APR5053 1-MAYS3 1-MAY6063 0-JUNS3 0-JUN731-JULP /n2-150 Banner Finance 8.10 August 2014User GuideProcessingPayments Received From a Sponsoring Agency Use the Research Accounting Payments En try Form (FRAAREV) to enter payments received from a sponsoring agency . You can enter payments for a PMS Code (letter of credit drawdown) or a grant. Entering Payments for a PMS Code Use the following steps to en ter payments for a PMS code: 1.Access the Research Accounting Payments Entry Form (FRAAREV). 2.Enter the PMS Code .3.Select the Distribute To Grants check box.4.Enter a detail code in the Detail Code field.5.Enter the Amount of the payment. 6.Perform a Next Block function. Banner distributes the payment to the grants belonging to the specified PMS Code . 7.(Optional) Change the distribution manually. 8.Save. Banner credits the payment to the fund and account entered in the LOC Fund and the Undistributed Cash Account fields on the Payment Management System Code Maintenance Form (FRVPMSC). 9.Use the Cashier Session Review Form (TGACREV) to close and finalize the cashiering session. See the Banner Accounts Receivable User Guide for more information about cashiering sessions an d the Cashier Session Review Form. 10. Use the Application of Payment Process (T RRAPPL) to apply payments to charges. 11. Run the following scripts to feed the transactions to the ledgers. ŁTGRFEEDŁFURFEEDŁFGRTRNI ŁFGRACTG Banner produces the following journal en tries using the specified rule classes. /nAugust 2014Banner Finance 8.10 2-151 User GuideProcessingGrant Payment Rule Class (GRPM) Banner also posts the correspondi ng cash to the account in the Cash Receipt Bank Code field on the Fund Code Maintenance Form (FTMFUND). If you want Banner to post cash to the account in the Bank field on the Fund Code Maintenance Form (FTMFUND) in stead of the account in the Cash Receipt Bank Code field, change the edit code on the GRPM rule class to edit code 2801. Grant Application of Payment Rule Class (GRAP) If the Undistributed Cash Receipt account and the Billed AR account are associated with different funds, Banner posts interfund entr ies to balance the charge and payment funds. Entering Payments for a Grant Use the following steps to enter payments for a grant: 1.Access the Research Accounting Payments Entry Form (FRAAREV). 2.Enter the Grant .3.Perform a Next Block function. 4.Enter or select a paymen t detail code in the Detail Code field.5.Enter the Payment .6.(Optional) If you want to apply the paym ent to a specific transaction, enter the transaction number in the appropriate Tpay field. If you want to apply the payment to a specific bill, enter the invoi ce number in the appropriate Invoice Number Paid field.7.(Optional) Enter a Fund .TransactionAccount Form Where Account Is Defined DebitCash Interfund GMXBANKCreditUndistributed Cash ReceiptFRVPMSC TransactionAccount Form Where Account Is Defined DebitUndistributed Cash ReceiptsFRVPMSC CreditBilled AR FRMFUND /n2-152 Banner Finance 8.10 August 2014User GuideProcessing8.Save. Banner credits the paym ent to funds entered in the Payment Fund Code and the Undistributed Cash Receipt Account fields on the Grant Maintenance Form (FRAGRNT).ŁIf you did not enter a value in the Payment Fund Code field on the Grant Maintenance Form and you entered a value in the Tpay field in Step 6, the fund code defaults from the charge associated with the specified Tpay value. ŁIf you did not enter a value in the Payment Fund Code on the Grant Maintenance Form and you did not enter a value in the Tpay field in Step 6, then you must enter a value in the Fund field in Step 7. 9.Use the Cashier Session Review Form (TGACREV) to close and finalize the cashiering session. See the Banner Accounts Receivable User Guide for more information about cashiering sessions an d the Cashier Session Review Form. 10. Use the Application of Payment Process (T RRAPPL) to apply payments to charges. 11. Run the following scripts to feed the transactions to the ledgers. ŁTGRFEEDŁFURFEEDŁFGRTRNI ŁFGRACTG Banner produces the following journal en tries using the specified rule class. Grant Payment Rule Class (GRPM) Banner posts the corresponding cash to the account in the Cash Receipt Bank Code field on the Fund Code Maintenance Form (FTMFUND). If you want Banner to post cash to the account in the Bank field on the Fund Code Maintenance Form (FTMFUND) in stead of the account in the Cash Receipt Bank Code field, change the edit code on the GRPM rule class to edit code 2801. TransactionAccount Form Where Account Is Defined DebitCash Interfund GXRBANK CreditUndistributed Cash ReceiptFRAGRNT /nAugust 2014Banner Finance 8.10 2-153 User GuideProcessingGrant Application of Payment Rule Class (GRAP) If the Undistributed Cash Receipt account and the Billed AR account are associated with different funds, Banner posts interfund entr ies to balance the charge and payment funds. TipsYou can enter the amount withheld by a sponsoring agency in the Withholding Amount field on the Research Accounting Paymen ts Entry Form (FRAAREV). Select the Rebill Indicator check box on the Research Accounting Payments Entry Form if you need to send a bill to the agency for this amount. You cannot create charges on the Resear ch Accounting Paym ents Entry Form (FRAAREV). Charges are created by th e Research Accounting Billing Process (FRRBILL). The only charge that you can enter on this form is a refund to the sponsoring agency. To do this, enter a refund detail code in the Detail Code field.If you received a payment and you do not know the grant for which it is intended, use the Miscellaneous Transaction Form (TFAMISC) to enter the payment and apply that payment to the account in the Payment Holding Account field on the Research Accounting System Control Form (FRASYSC ). Later, you can use the Research Accounting Payments Entry Form (FRAAREV) to transfer the payment to the appropriate grant using a transfer detail code. Banner will use the GRTF rule class to process this payment. Reversal of Applied Payments After you run the Application of Payment Pr ocess (TRRAPPL), you may need to reverse, or undo, the results. To do this, run th e Unapplication of Paym ents Process (TRRUNAP) or use the Grant Unapplication of Payments Form (FRAUNAP). NoteYou cannot reverse payments that have been applied manually on the Research Accounting Paymen ts Entry Form (FRAAREV). When you run the Unapplication of Payments Process, Banner produces the following journal entries using th e specified rule class. TransactionAccount Form Where Account Is Defined DebitUndistributed Cash ReceiptsFRAGRNT CreditBilled AR FRMFUND /n2-154 Banner Finance 8.10 August 2014User GuideProcessingGrant Application of Payment Rule Class (GRAP) Generating Reports Use the following steps to generate reports: 1.Define the reporting frequency and repo rt format code on the Grant Events Assignment Form (FRAEVGA).You can assign more than one report format code to each grant. 2.Run the Research Accounting Report Process (FRRGRPT) for a specific Report Format Code and Reporting Period To Date .3.Use the following forms to view and print th e reports. You can also use these forms to change the amounts on the re ports; however, your changes do not affect the ledgers. ŁStandard Report 269 Form (FRA269R) ŁStandard Report 272 Form (FRA272R) ŁGeneric Report Form (FRAGENR) If you would like to print more than one repo rt at a time, use the Run Standard Bills and Reports Form (FRABRUN).Interfacing Grant Informat ion From an External System to BannerYou can maintain a proposal and grant inform ation in a system exte rnal to Banner while simultaneously maintaining billing and acc ounting information w ithin the Banner environment. This interface in cludes the following features: ŁCollector tables that hold the data loaded from an external source. ŁProcesses that insert and update all associ ated grant tables including grant budget tables, grant billing tables, grant even ts, and grant user-defined fields. Codes used to drive the accounting or billing were developed using ex isting Banner forms. The creation and maintenance of Grant funds, indirect cost, cost share, and billing codes are maintained using existing Banner form s and are not a part of the interface. Before using the grant interface, you must deve lop a client-specific pr ogram to load data from an external source into the collector tables. After these data are loaded into the TransactionAccount Form Where Account Is Defined DebitBilled AR FRMFUND CreditUndistributed Cash ReceiptsFRAGRNT or FRVPMSC /nAugust 2014Banner Finance 8.10 2-155 User GuideProcessingcollector tables, you can submit the interface process, at your discretion, using Banner™s Job Submission module. Collector Table Basics User ID Field The User ID field in all tables defaults to the user ID of the person submitting the interface job.Activity Date FieldThe Activity Date in all tables defaults to the system date, when executed. Clearing Fields If a field is populated in Banner prior to th e interface and the associated data in the collector table are null, then the Banner field is not updated. For budgets, only new budget detail is loaded through the interface. If budget detail (FRRBUDG) already exists in Banner (for the associated Grant), no updates or new inserts occur. An error message prints that indicates the budget detail was no t loaded because it already exists. You can then go into Banner and ma ke small changes or recreate the budget with a new budget code. Error Reporting The process sends the errors to the FRCTRNR co llector table. An error report is printed from the error table listing all errors encountered during the process. An E error is classified as a fatal error. No upda te or insert occurs to any Banner tables referenced in a grant code with a fatal erro r. Grant codes without errors process through into the Banner grant tables. Data with fatal e rrors must be fixed before the next execution of the applicable C program.A W error creates a warning message. The value in the collector table is not used in the grant tables although processing continues. Both C programs inform the user if data has been processed with a warning message. Grant Interfa ce Processes The Grant Interface Process (FRPGINF) and Grant Budget Interface Process (FRPBINF) may be run at the host, via Job Submission, through a job scheduler, or in a sleep/wake process. There is no requirement that th ese processes be run on a specific cycle or schedule. The processes may be run whenever you want to process grant data from an external source into Banner. For detailed info rmation about these processes, refer to the fiReports and Processesfl chapter. /n2-156 Banner Finance 8.10 August 2014User GuideProcessingGrant Security Access If Fund and Organization Security on FOASYSC is checked (Yes), FRAGRNT Organization security considerations are used in the Grant Interface Process (FRPGINF) when the Organization code is entered on the gr ant header record in the collector interface table. This level of security affect s only the grant header interface. ŁThe User ID of the person submitting the jo b must be defined on FOMPROF. ŁIf the User ID (on FOMPROF) has Both or Posting for Master Organization, access is granted and interface processing is continued. ŁIf the User ID (on FOMPROF) has No Access , information on FOMUSOR determines access to the organization. The user must be granted Both or Posting access to continue interface processing. If Fund and Organization Security on FOASYSC is checked (Yes), FRABUDG Fund and Organization security considerations are used in Grant Budget Interface Process (FRPBINF) when the Index, Fund, and Organiza tion codes are entered on the grant budget header record in the collector interface table. This level of security affects only the grant budget header interface. ŁAccess, for Funds, is granted if M aster Fund is defined as either Posting or Both - Query and Postin g on FOMPROF. If the user has Master Fund defined as No Authority, the user must have either Posting or Both defined as access on FOMUSFN for the fund or hierarchy that co ntains the fund or the fund type that contains the fund. ŁAccess, for grant organizations, is granted if the user has defined Master Organization as Posting or Both - Query and Posting on FOMPROF. If the user has Master Organization defined as No Authority , the user must have either Posting or Both defined as access on FOMUSOR for the organization or hierarchy that contains the organization. Mapping Collector Tabl es to Grant Tables The grant interface process maps data elements from collector tables to the grant tables identified here. Detailed inform ation about each table follows this list, along with any applicable default values. ŁFRBBUDGŠGrant Budget Header Table ŁFRBEVNGŠGrant Events Code Base Table ŁFRBGBILŠResearch Accounting Grants Billing Table ŁFRBGRNTŠGrant Header Table ŁFRRBFIXŠSponsored Research Grant Events Fixed Schedule Data Repeating Table ŁFRRBUDGŠGrant Budget Lines Detail Table /nAugust 2014Banner Finance 8.10 2-157 User GuideProcessingŁFRREVNGŠSponsored Research Grant Events Status Repeating Table ŁFRRGLOCŠGrant Location Repeating Table ŁFRRGRPIŠGrant Personnel Repeating Table ŁFRRPRXGŠ Sponsored Research Grant Events User Id Repeating Table ŁFRRGUSNŠGrant User Defined Codes Repeating Table ŁFRVGRSTŠ Grant Status History Table Grant Budget Header Mapping (to FRBBUDG and FRRBUDG)Updating this table for new grants must occur after FRBGRNT. For new grants, the FRBBUDG table is updated before FRRBUDG. Fo r existing grants, budget detail may not be updated. The FRRBUDG table is updated after FRBBUDG . For additional information, refer to fiGrant Budget Lines Mapping (to FRRBUDG) fl on page2-175 .Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences Grant Code FRBBUDG_GRNT_ CODE Subject to same edits as FRBGRNT. Required. Grant Budget Code FRBBUDG_GRNT_ BUDG_CODE Required If a budget code is entered and it already exists on FRBBUDG for this grant, process displays a warning message that the existing budget information will be overwritten by the interface. Budget Description FRRBBUDG_BUDGET DESC Required for new budget codesIf a new budget code and description is not entered, process displays an error message. Budget Type FRBBUDG_TYPE CODE Validated against FTVSDAT. Value is required for new budget codes; default value is W.If not entered or not valid, process displays warning message and default W.Budget Begin Date FRBBUDG_BEG_ DATE If not entered, default value is from FRBGRNT_PROJECT_ START_DATE ./n2-158 Banner Finance 8.10 August 2014User GuideProcessingBudget Period End Date FRBBUDG_END_ DATE If not entered, default value is from FRBGRNT_PROJECT_ END_DATE If entered, must be > Budget Begin Date; if not, process displays warning message and default FRBGRNT_PROJECT_END_DATE. Budget Year FRBBUDG_YR Budget Reversal FRBBUDG_ REVERSAL_IND If entered, must be Y.Budget Chart Code FRBBUDG_COAS_ CODE If not entered, default value is from FRBGRNT_COAS_CODE_IC_CS Cannot be null if the following fields are not set to null: FRCGRNT_INDR_COST_ BASIS_CODE FRCGRNT_INDR_COST_ RATE_CODE FRCGRNT_INDR_COST_ CHRG_CODE FRCGRNT_INDR_CST_ DIST_TO_CODE FRCGRNT_COST_SHARE_ BASIS_CODE FRCGRNT_COST_SHARE_ RATE_CODE FRCGRNT_COST_SHARE_ CREDIT_CODEFRCGRNT_ SHARE_DISTR_CODE Budget Indirect Cost Basis Code FRBBUDG_BASI_ CODE_IC Validated against FRBBASI If not on FRBBASI, field is set to null and process displays warning message. Budget Indirect Cost Rate Code FRBBUDG_INDR_ CODE_RATE Validated against FRVINDR If not on FRVINDR, field is set to null and process displays warning message. If not entered, default value is from FRBGRNT_INDR_CODE_ RATE.Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences /nAugust 2014Banner Finance 8.10 2-159 User GuideProcessingBudget Indirect Cost Charge Code FRBBUDG_INDA_ CODE_CHARGE Validated against FRVINDA If not on FRVINDA, field is set to null and process displays warning message. If not entered, default value is from FRBGRNT_INDA_CODE_CHARGE .Budget Indirect Cost Distribute Code FRBBUDG_INDD_ CODE_DISTR Validated against FRVINDD If not on FRVINDD, field is set to null and process displays warning message. If not entered, default value is from FRBGRNT_INDD_CODE_DISTR . Same as above.Budget Cost Share Basis Code FRBBUDG_BASI_ CODE_CS Validated against FRBBASI If not on FRBBASI, field is set to null and process displays warning message. If not entered, default value is from FRBGRNT_BASI_CODE_CS .Budget Cost Share Rate Code FRBBUDG_CSTR_ CODE_RATE Validated against FRVCSTR If not on FRVCSTR, field is set to null and process displays warning message. If not entered, default value is from FRBGRNT_CSTR_CODE_ RATE.Budget Cost Share Credit CodeFRBBUDG_CSTA_ CODE_CHARGE Validated against FRVCSTA If not on FRVCSTA, field is set to null and process displays warning message. If not entered, default value is from FRBGRNT_CSTA_CODE_CHARGE .Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences /n2-160 Banner Finance 8.10 August 2014User GuideProcessingThe following fields are not defined on the collector table, but are defaulted to FRBBUDG during the upload. Budget Cost Share Distribute Code FRBBUDG_CSTD_ CODE_DISTR Validated against FRVCSTD If not on FRVCSTD, field is set to null and process displays warning message. If not entered, default from FRBGRNT_CSTD_CODE_ DISTR .Budget Maximum Funding Amount FRBBUDG_MAX_ FUNDING_AMT If not entered, default value is from FRBGRNT_MAX_FUNDING_ AMT.Budget Requested Amount FRBBUDG_ REQUESTED_AMT If not entered, default value is from FRBGRNT_CURRENT_ FUNDING_AMT .Budget Posting Transaction Date FRBBUDG_TRANS_ DATE Validated that date is within open fiscal period on FRVFSYR, FTVFSPD If not entered, default value is sysdate . Process performs standard transaction date edits. Budget Posting Rule Code FRBBUDG_RUCL_ CODE Validated against FTVRUCL. Validated for Rule Class Security if Rule Class Security turned on in FOBSYSC.If entered and invalid, or if user has no access to the rule code, process displays warning message. If not entered, default value is BD01 . If user does not have rule code access to BD01, process displays warning message only if Rule Class Security is turned on in FOBSYSC. Budget Posting Period FRBBUDG_BUDGET_ PERIOD Must be 01-12. If not entered, process displays warning message and default Period 01.If annual, then it should always be 01.Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences /nAugust 2014Banner Finance 8.10 2-161 User GuideProcessingTemporary Table Column NameGrant Table and Fields Column Comments Error Consequences PARM VALUE for Calculate Indirect Cost and Cost ShareFRBBUDG_IC_ CREDIT_IND Valid values are null or YPARM VALUE for Calculate Indirect Cost and Cost ShareFRBBUDG_CS_ CREDIT_IND Valid values are null or Y.PARM VALUE for Create distribution entries for indirect cost and cost share FRBBUDG_CS_ DISTR_IND Valid values are null or Y.FRBBUDG_ COMPLETE_IND Y is the default value if parameter indicates to create FGBTRNI; otherwise, field is set to null.FRBBUDG_SUB_ DATE Updated with sysdate when document is written to FGBTRNI.FRBBUDG_DOC_NUM Updated with the FGBTRNI document number. FRBBUDG_EDIT_ DEFER_IND Field is set to null. FRBBUDG_ APPROVAL_IND If the Complete Indicator is null, field is set to null. If the Complete Indicator is Y, default value is Y.FRBBUDG_NSF_ON_ OFF_IND Field is set to null. /n2-162 Banner Finance 8.10 August 2014User GuideProcessingGrant Events Code Mapping (FRCEVNG to FRBEVNG) For new grants, ŁUpdating FRBEVNG occurs after FRBGRNT. ŁUpdating FRREVNG occurs after FRBENVG. ŁUpdating FRRPRXG occurs after FRBENVG. ŁUpdating FRRBFIX occurs after FRBENVG. If Event Header Information is entered, the process calculates the due date based on the number of days and the indicator or the frequency. The process uses that information to create the appropriate number of entries in the FRRENVG, FRRPRXG, and FRRBFIX. If Event Header information is being updated, the existing FRREVNG, FRRPRXG, and FRRBFIX records are deleted and new ones inserted based on the header data. NoteThe Collector table definition accomm odates entry of multiple fixed bill funds and amounts. FRBBUDG_FSYR_ CODE Fiscal year is defaulted from FRBBUDG_TRANS_DATE . Process accesses FTVFSYR/FTVFSPD with transaction date to determine fiscal year. FRBBUDG_SEQ_NUM MAIN System-maintained Sequence. Items 1 and 2 are reserved for the calculated indirect and cost share amounts, respectively. Always reserved whether or not any values are calculated. All other budget line items will begin with 3 and increment by 1. FRBBUDG_SEQ_NUM System maintained FRRBUDG_STATUS IND Line item is updated with P if there are no fatal errors. Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences /nAugust 2014Banner Finance 8.10 2-163 User GuideProcessingTemporary Table Column NameGrant Table and Fields Column Comments Error Consequences Grant Code Required FRBEVNG_GRNT_ CODE Subject to same edits as FRBGRNT Event Code Required FRBEVNG_EVNT_ CODE Validated against FRVEVNT If invalid, process displays an error message. Number of Days FRBEVNG_NUM_OF_ DAYS Begin Date Indicator FRBEVNG_BEG_ DATE_IND Required if Number of Days has been entered If entered and Number of Days is not entered, field is set to null and process displays warning message. Frequency FRBEVNG_FREQ_ IND Valid values are null, W, B, M, Q, S, and A.Required if FRVEVNT_TYPE_IND =B and if FRBEVNG_PMT_METHOD_ TYPE_IND =CIf null or invalid and FRVEVNT_TYPE_IND = B and if FRBEVNG_PMT_METHOD_ TYPE_IND =C, process displays error message. Otherwise, process displays warning message. Date From FRBEVNG_DATE_ FROM Date from is equivalent to the Period To date. If null and if FRVEVNT_TYPE_ IND=B, default value is FRBGRNT_PROJECT_START DATE .If FRVEVNT_TYPE_IND=B, and if entered and less than FRBGRNT_PROJECT_START _DATE process displays error message. Date To FRBEVNG_DATE_TO If entered, must be > Date From. If not, process displays error message. If null and if FRVEVNT_TYPE_IND =B, default value is FRBGRNT_PROJECT_END DATE./n2-164 Banner Finance 8.10 August 2014User GuideProcessingGrants Billing Information Mapping (FRCGRNT to FRBGBIL) Updating this table will occur after FRBGRNT. Billing information mapping is optional. A collector table is not required to include any billing information. If included, it must then contain the required fields. Appropriate edits and validations take place prior to mapping. FRBGBIL_COAS_CODE is defaulted from FRBGRNT. It is not a field that is contained in the collector table for interfacing to FRBGBIL. # of Days Reminder FRBEVNG_NUM_OF_ DAYS_REMINDER Bill Format Code FRBEVNG_BFRM_ CODE Validated against FRVBFRM If invalid, process displays warning message. Payment Method Type FRBEVNG_PMT_ METHOD_TYPE_IND Valid values are C or F. Required if FRVEVNT_TYPE_IND =BIf null, process displays warning message and default C.Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences Grant Code - Required FRBGBIL_GRNT_ CODE Subject to same edits as FRBGRNT PMS CodeFRBGBIL_PMSC_ CODE Validated against FRVPMSC If invalid, process displays a warning message. Billing Exclusion Code FRBGBIL_BECL_ CODE Validated against FRVBECL If invalid, process displays a warning message. Budget Limit Indicator FRBGBIL_BUDGET_ LIMIT_IND Valid values are null, T for Total Budget, L for Line Item Budget, N for No Budget Action Required. Default value is T.If invalid, process displays a warning message: WARNING Budget Limit Ind was defaulted to (T)otal Budget. /nAugust 2014Banner Finance 8.10 2-165 User GuideProcessingFRBGBIL_COAS_ CODE No entry allowed. Default value comes from FRBGRNT_COAS_CODE . This field is not retained in the collector table for interfacing to FRBGBIL.Payment Fund Code FRBGBIL_PAYMENT FUND_CODE Validated against FTVFUND If invalid, process displays warning message. If null and PMS code entered, default value is from FTVPMSC. Undistributed Cash Receipt Account FRBGBIL_PAYMENT _ACCT_CODE Validated against FTVACCT If invalid, process displays warning message. If null and PMS code entered, default value is from FTVPMSC. Last invoice numberFRBGBIL_LAST INV_SEQ_NO If null and PMS code entered, default value is from FTVPMSC. Billing Address Type FRBGBIL_ADDR_ TYPE Validated against STVATYP If null and Agency Code is on FRBGRNT, default value is from FTVAGCY. If invalid, field is set to null and process displays warning message. Billing Address Sequence Number FRBGBIL_ADDR_ SEQNO Required if Address Type is entered. If null and address type is null and Agency Code is on FRBGRNT, default value is from FTVAGCY. If null and address type is entered, set address type to null and process displays warning message. Billing Start Date FRBGBIL_BILLING START_DATE If null, default value is from FRBGRNT_PROJECT_START _DATE. Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences /n2-166 Banner Finance 8.10 August 2014User GuideProcessingBilling End Date FRBGBIL_BILLING _END_DATE If null, default value is from FRBGRNT_PROJECT_END DATE.If entered and not greater than project start date, field is set to null and process displays a warning message. Billing Minimum Amount Limit FRBGBIL_BILLING MIN_AMT If entered, must be numeric, value with two decimal places. If not, process displays warning message. Billing Maximum Amount Limit FRBGBIL_BILLING _MAX_AMT Defaults from FRBGRNTIf nul l, default value is from FRBGRNT_MAX_FUNDING AMT.If entered, must be numeric value with two decimal places. If not, process displays warning message. Deferred Account Code FRBGBIL_DEFERRE D_ACCT_CODE Validated against FTVACCT If invalid, process displays warning message and leaves the account code null. Billing Cumulative Amount FRBGBIL_ CUMULATIVE_ BILLED_AMT Refund Clearing Account FRBGBIL_CLEARIN G_ACCT_CODE Validated against FTVACCT If invalid, process displays warning message and leaves the account code null. 1034 BFRM ExtensionFRBGBIL_BFRM_ CODE_1034_EXT Validated against FRVBFRM If invalid, process displays warning message and field is set to null.Bill if budget line exceeded? FRBGBIL_BUD_ LINE_EXCEED_IND Valid values are null, Y, or NIf invalid, process displays warning message and field is set to null.Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences /nAugust 2014Banner Finance 8.10 2-167 User GuideProcessingGrant Header Table Mapping (FRCGRNT to FRBGRNT) Collector table FRCGRNT data are mapped to the existing Banner FRBGRNT table. Unless otherwise specified, all fields are optio nal. Appropriate edits and validations take place prior to mapping. NoteAll indirect cost code and cost shar e code columns must be entered. If these columns are not entered or cannot be defaulted from the proposal, the field is set to null and the process displays a warning message. Bill if budget total exceeded? FRBGBIL_BUD_ TOTAL_EXCEED_ IND Valid values are null, Y, or NIf invalid, process displays warning message and field is set to nullBill if minimum not reached? FRBGBIL_MIN_NOT REACHED_IND Valid values are null, Y, or NIf invalid, process displays warning message and field is set to null.Budget Check SourceFRBGBIL_BUD CHECK_SOURCE_ IND Valid values are null, G, or BIf invalid, process displays warning message and field is set to null.Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences Grant Code - Required FRBGRNT_CODE A grant code must be entered. If a grant code is entered and it already exists on FRBGRNT, process displays a warning message that the grant exists and it will be updated. COAS Code - Required when FOASYSC indicates Org Security is on FRBGRNT_COAS_ CODE Validated against FTVCOAS If null, default value is from FOMPROF for user id, which means the user id must be defined in FOMPROF. If not on FTVCOAS, process displays invalid chart code error message. /n2-168 Banner Finance 8.10 August 2014User GuideProcessingResponsible Organization - Required when FOASYSC indicates Org Security is on FRBGRNT_COAS_ CODE Validated against FTVCOAS If not on FTVORGN, process displays invalid organization error message. If the user does not have update access for the Org code entered, process displays an error message Proposal Code FRBGRNT_PROP_ CODE Validated against FRBPROP If not on FRBPROP, process displays an invalid proposal warning message. If a valid proposal value is entered and it is a new grant, process defaults all corresponding fields from the proposal to the grant. Long Title - Optionally requiredFRBGRNT_LONG_ TITLE Can be null if the Short Title is entered. Default is the Short Title if null. If null and Short Title is null and proposal code is null, process displays an error message. If null and new grant and valid Proposal Code is entered, default value is FRBPROP_LONG_TITLE .Short Title - Optionally requiredFRBGRNT_TITLE Can be null if the Long Title is entered. Default the first 35 characters from the Long Title. If null and Long Title is null and proposal code is null, process displays an error message. If null and new grant and valid proposal code is entered, default FRBPROP_TITLE .No entry allowedFRBGRNT_PI_PIDM Not entered, updated from FRRGRPI Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences /nAugust 2014Banner Finance 8.10 2-169 User GuideProcessingAgency Id Number FRBGRNT_AGENCY_ PIDM Validated against SPRIDEN. Validated against FTVAGCY. If the ID is on SPRIDEN, access FTVAGCY to determine if agency has been set up. If not on FTVAGCY, process displays warning message. Current Funding Amount FRBGRNT_CURRENT FUNDING_AMT Must be numeric value with two decimal places. If not, process displays warning message. Cumulative Funding Amount FRBGRNT_CUM FUNDING_AMT Must be numeric value with two decimal places. If not, process displays warning message. Maximum Funding Amount FRBGRNT_MAX_ FUNDING_AMT Must be numeric value with two decimal places. If not, process displays warning message. Grant Status Code FRBGRNT_STATUS_ CODE Validated against FTVSDAT. Must update the FRVGRST table.If not on FTVSDAT, field is set to null and process displays warning error. Grant Status Date FRBGRNT_STATUS_ DATE If null and if Status Code is entered, default sysdate.Grant Expenditure End DateFRBGRNT_EXPEND_ END_DATE Must be > Grant Project Start Date If not, field is set to null and process displays warning message. Grant Termination Date FRBGRNT_TERM_ DATE Must be > Grant Project Start Date If not, field is set to null and process displays warning message. Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences /n2-170 Banner Finance 8.10 August 2014User GuideProcessingGrant Project Start Date - requiredFRBGRNT_PROJECT START_DATE Must be < Grant Termination Date Must be < Grant Project End Date If null, process displays an error message. If the entered value is different than the one already on FRBGRNT and the grant code is in the grant ledger table (FRRGRNL), then process displays an error message. Grant Project End Date FRBGRNT_PROJECT _END_DATE Must be > Grant Project Start Date If not greater than project start date, field is set to null and process displays a warning message. Type FRBGRNT_GRANT TYPE Validated against FTVSDAT If not on FTVSDAT, field is set to null and process displays warning message. If null and new proposal and proposal code entered, default value is from proposal FRBPROP_PROPOSAL TYPE .Category FRBGRNT CATEGORY Validated against FTVSDAT If not on FTVSDAT, field is set to null and process displays warning message. If null and new proposal and proposal code entered, default value is from proposal FRBPROP_CATEGORY .Sub Category FRBGRNT_SUB_ CATEGORY Validated against FTVSDAT If not on FTVSDAT, field is set to null and process displays warning message. If null and new grant and proposal code entered, default value is from proposal FRBPROP_SUB_CATEGORY .Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences /nAugust 2014Banner Finance 8.10 2-171 User GuideProcessingCFDA Number FRBGRNT_CFDA_ INTERNAL_ID_NO Validated against FRVCFDA If not on FRVCFDA, field is set to null and process displays warning message. If null and new grant and proposal code are entered, default value is from proposal FRBPROP_CFDA_ INTERNAL_ID_NO .Sponsor IDFRBGRNT_SPONSOR ID If null and new grant and proposal code entered, default value is from proposal FRBPROP_SPONSOR_ID .Indirect Cost Basis Code FRBGRNT_BASI CODE_IC Validated against FRBBASI If not on FRBBASI, field is set to null and process displays warning message. If null and new grant and proposal code entered, default value is from proposal FRBPROP_BASI_CODE_IC. Indirect Cost Rate Code FRBGRNT_INDR_ CODE_RATE Validated against FRVINDR. Must be valued. If not on FRVINDER, field is set to null and process displays warning messages. If null and new grant and proposal code entered, default value is from proposal FRBPROP_INDR_CODE_ RATE.Indirect Cost Charge Code FRBGRNT_INDA_ CODE_CHARGE Validated against FRBINDA. Must be valued. If not on FRBINDA, field is set to null and process displays warning message. If null and new grant and proposal code entered, default value is from proposal FRBPROP_INDA_ CODE_CHARGE. Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences /n2-172 Banner Finance 8.10 August 2014User GuideProcessingIndirect Cost Distribute To Code FRBGRNT_INDD_ CODE_DISTR Validated against FRBINDD. Must be valued. If not on FRBINDD, field is set to null and process displays warning message. If null and new grant and proposal code entered, default value is from proposal FRBPROP_INDD_CODE_ DISTR .Cost Share Basis Code FRBGRNT_BASI_ CODE_CS Validated against FRBBASI. Must be valued. If not on FRBBASI, field is set to null and process displays warning message. If null and new grant and proposal code entered, default value is from proposal FRBPROP_BASI_CODE_CS .Cost Share Rate Code FRBGRNT_CSTR_ CODE_RATE Validated against FRVCSTR. Must be valued. If not on FRVCSTR, field is set to null and process displays warning message. If null and new grant and proposal code entered, default value is from proposal FRBPROP_CSTR_CODE_ RATE.Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences /nAugust 2014Banner Finance 8.10 2-173 User GuideProcessingThe following fields are not defined on the co llector table, but are defaulted to FRBGRNT during the interface process if an agency code was entered. Cost Share Credit Code FRBGRNT_CSTA_ CODE_CHARGE Validated against FRBCSTA. Must be valued. If not on FRBCSTA, field is set to null and process displays warning message. If null and new grant and proposal code entered, default value is from proposal FRBPROP_CSTA_ CODE_CHARGE .Cost Share Distribution Code FRBGRNT_CSTD_ CODE_DISTR Validated against FRBCSTD. Must be valued. If not on FRBCSTD, field is set to null and process displays warning message. If null and new grant and proposal code entered, default value is from proposal FRBPROP_CSTD_CODE_ DISTR .Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences Grant Code - Required FRBGRNT_AGENCY_ CONTACT Default value is from FTVAGCY Field is set to null, if FRBGRNT_AGENCY_PIDM is null.FRBGRNT_AGENCY_ ADDR_CODE Default value is from FTVAGCY. Field is set to null, if FRBGRNT_AGENCY_PIDM is null.FRBGRNT_AGENCY_ ADDR_SEQ_NUM Default value is from FTVAGCY Field is set to null, if FRBGRNT_AGENCY_PIDM is null.FRBGRNT_AGENCY_ PHONE_TYPE Default value is from FTVAGCY Field is set to null, if FRBGRNT_AGENCY_PIDM is null /n2-174 Banner Finance 8.10 August 2014User GuideProcessingGrant Events Code Mapping (FRCEVNG to FRRBFIX) For new grants, ŁUpdating FRBEVNG occurs after FRBGRNT. ŁUpdating FRREVNG occurs after FRBENVG. ŁUpdating FRRPRXG occurs after FRBENVG. ŁUpdating FRRBFIX occurs after FRBENVG. If Event Header Information is entered, the process calculates the due date based on the number of days and the indicator or the frequency. The process uses that information to create the appropriate number of entries in the FRRENVG, FRRPRXG, and FRRBFIX. If Event Header information is being upda ted, the existing FRREVNG, FRRPRXG, and FRRBFIX records are deleted and new ones inserted based on the header data. NoteThe Collector table definition accomm odates entry of multiple fixed bill funds and amounts. FRBGRNT_AGENCY_ TELE_SEQNO Default value is from FTVAGCY Field is set to null, if FRBGRNT_AGENCY_PIDM is null.FRBGRNT_AGENCY_ EMAIL Field is set to null, if FRGRNT_AGENCY_PIDM is null Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences Fixed Bill Fund FRRBFIX_FUND_ CODE Validated against FTVFUND. Required if FRVEVNT_TYPE_IND =B and FRBEVNG_ PMT_METHOD_TYPE_IND =F.If invalid or null and if FRVEVNT_TYPE_IND =B and FRBEVNT_PMT_METHOD_ TYPE_IND =F, process displays error message. Fixed Bill Amount FRRBFIX_AMOUNT Required if FRRBFIX_FUND_CODE is valued. If null or invalid and if FRRBFIX_FUND_CODE is valued, process displays error message. /nAugust 2014Banner Finance 8.10 2-175 User GuideProcessingThe following fields are defaulted to FRRBFIX during the interface process. .Grant Budget Lines Mapping (to FRRBUDG) Updating this table for new grants must occur after FRBGRNT. For new grants, the FRBBUDG table is updated before FRRBUDG. Fo r existing grants, budget detail may not be updated. The FRRBUDG table will be updated after FRBBUDG. For additional information, refer to fiGrant Budget Header Mapping (to FRBBUDG and FRRBUDG) fl on page2-157 .FRRBUDG fields are not defined on the collector table but are defaulted during the interface process. NoteThe interface duplicates sequence numbering logic found on FRABUDG. Sequence numbering logic is maintained by the system. Grant Table and Fields Column Comments Error Consequences FRRBFIX_EVNT_ CODEDefault value is from FRBEVNG FRRBFIX_COAS_ CODE Default value is from FRBGRNT Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences Grant Code - Required FRRBUDG_GRNT_ CODE Subject to same edits as FRBBUDG Budget Code - Required FRRBUDG_GRNT_ BUDGET_CODE Subject to same edits as FRBBUDG Account Code - Required FRRBUDG_ACCT_ CODE Validated against FTVACCT. If not valid, if terminated, not active, or non-data-enterable, process displays error message. Budget Amount FRRBUDG_BUDGET_ AMT If null, default value is 0. Cost Share Amount FRRBUDG_COST_ SHARE_AMT May be calculated if Job Submission Parameter to calculate = Y./n2-176 Banner Finance 8.10 August 2014User GuideProcessingBudget Chart Code FRRBUDG_COAS_ CODE Validated against FTVCOAS If invalid, process displays an error message. If null, default value is from FRBBUDG_COAS_CODE_DEF .Budget Index Code FRRBUDG_ACCI_ CODE Validated against FTVACCI If invalid, process displays an error message. If null, default value is from FRBBUDG_ACCI_CODE_DEF .Budget Fund Code FRBBUDG_FUND_ CODE Validated against FTVFUND. Validated for Fund Security only if Fund/Orgn Security turned on. Then, use the function. If null, default value is from FRBBUDG_FUND_CODE_DEF .If null and Budget Index Code entered, default value is from FTVACCI_FUND_CODE .If not valid, if terminated, not active, or non-data-enterable, process displays an error message. If the user does not have update access for the fund code entered, process displays an error message. Budget Organization Code FRBBUDG_ORGN_ CODE Validated against FTVORGN. Validated for Organization Security. If null, default value is from FRBBUDG_ORGN_CODE_DEF .If null and Budget Index Code entered, default value is from FTVACCI_ORGN_CODE .If not valid, if terminated, not active, or non-data-enterable, process displays error message. If the user does not have update access for the Org code entered, process displays an error message. Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences /nAugust 2014Banner Finance 8.10 2-177 User GuideProcessingGrant Events Code Mapping (FRCEVNG to FRREVNG) For new grants, ŁUpdating FRBEVNG occurs after FRBGRNT. ŁUpdating FRREVNG occurs after FRBENVG. ŁUpdating FRRPRXG occurs after FRBENVG. Budget Program Code FRRBUDG_PROG_ CODE Validated against FTVPROG If null, default value is from FRBBUDG_PROG_CODE_DEF .If null and Budget Index Code entered, default value is from FTVACCI_PROG_CODE .If not valid, if terminated, not active, or non-data-enterable, process displays error message. Budget Activity Code FRRBUDG_ACTV_ CODE Validated against FTVACTV If null, default value is from FRBBUDG_ACTV_CODE_DEF .If null and Budget Index Code entered, default value is from FTVACCI_ACTV_CODE .If not valid, if terminated, not active, or non-data-enterable, field is set to null and process displays warning message. Budget Location Code FRRBUDG_LOCN_ CODE Validated against FTVLOCN If null, default value is from FRBBUDG_LOCN_CODE_DEF .If null and Budget Index Code entered, default value is from FTVACCI_LOCN_CODE .If not valid, if terminated, not active, or non-data-enterable, field is set to null and process displays warning message. Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences /n2-178 Banner Finance 8.10 August 2014User GuideProcessingŁUpdating FRRBFIX occurs after FRBENVG. If Event Header Information is entered, the process calculates the due date based on the number of days and the indicator or the frequency. The process uses that information to create the appropriate number of entries in the FRRENVG, FRRPRXG, and FRRBFIX. If Event Header information is being upda ted, the existing FRREVNG, FRRPRXG, and FRRBFIX records are deleted and new ones inserted based on the header data. NoteThe Collector table definition accomm odates entry of multiple fixed bill funds and amounts. The following fields are defaulted to FRREVNG during the interface process. Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences Responsible User IdFRREVNG_ RESPONSIBLE_ USER_ID Validated against FOMPROF If invalid, process displays error message. Grant Table and Fields Column Comments Error Consequences FRREVNG_GRNT_ CODEDefault value is from FRBEVNG FRREVNG_EVNT_ CODE Default value is from FRBEVNG FRREVNG_SEQ_NUM System-generated 1-up number based on the frequency of the events. FRREVNG_STATUS_ IND Defaults to PFRREVNG_DUE_ DATE Calculated based on the frequencyFRREVNG_ APPROVED_BY_ USER_ID Field is set to null. FRREVNG_STATUS_ DATE Field is set to null. /nAugust 2014Banner Finance 8.10 2-179 User GuideProcessingGrant Location Information Mapping (FRCGLOC to FRRGLOC) Updating this table occurs after FRBGRNT. Location mapping information is optional. A collector table is not required to include any location information. If included, it must then contain the required fields. Appropriate edits and validations take place prior to mapping. If this is a new grant and proposal code entered for FRBGRNT, default all location information from the proposal. If any location info rmation is entered in the interface table, the data entered are used to override wh at has been defaulted from the proposal. Grant Personnel Information Mapping (FRCGRPI to FRRGRPI) Updating this table follows the update of FRBGRNT. PI mapping information is optional. The collector table is not required to include any PI information. If included, it must then contain the required fields. Appropriate edits and validations take place prior to mapping. Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences Grant Code - Required FRRGLOC_GRNT_ CODE Subject to same edits as FRBGRNT Location Code - Required FRRGLOC_LOCN_ CODE Validated against FTVLOCN If invalid, process displays an error message. Location Code Indicator - Required FRRGLOC_LOCN_ RESEARCH_IND Must be C, O, or BIf invalid, process displays an error message. Temp. Table Column NameGrant Table and Fields Column Comments Error Consequences Grant Code Required FRRGRPI_GRNT_ CODE Subject to same edits as FRBGRNT_CODE PI Organization Code FRRGRPI_ORGN_ CODE Validated against FTVORGN If not on FTVORGN, field is set to null and process displays warning message. /n2-180 Banner Finance 8.10 August 2014User GuideProcessingPI Indicator -Required with PI IDFRRGRPI_ID_IND Validated against FTVSDAT. If this field is valued to 001 , system updates FRBGRNT_PI_PIDM .If not on FTVSDAT, process displays error message. PI ID Number - Required FRRGRPI_ID_PIDM Locate ID in SPRIDEN to determine PIDM If not on SPRIDEN, process displays error message. PI SalutationFRRGRPI_ SALUTATION PI Title FRRGRPI_TITLE PI FTEFRRGRPI_FTE FRRGRPI_ EMPLOYEE_IND Locate PIDM in PEBEMPL. Value of Y is defaulted if PI Id is an active employee. Address Type FRRGRPI_ADDR_ TYPE Validated against STVATYP If invalid, field is set to null and process displays warning message. Address Sequence Number FRRGRPI_ADDR_ SEQNO Required if Address Type is entered. If null, and address type is entered, address type is set to null, and process displays warning message. Phone Type FRRGRPI_PHONE_ TYPE Validated against STVTELE If invalid, field is set to null and process displays warning message Telephone Sequence Number FRRGRPI_TELE_ SEQNO Required if Phone Type is entered If null and phone type is entered, address type is set to null, and process displays warning message. Billing/Report Format Code FRRGRPI_BFRM_ CODE Validated against FTVBFRM If invalid, field is set to null. Process displays warning message. Temp. Table Column NameGrant Table and Fields Column Comments Error Consequences /nAugust 2014Banner Finance 8.10 2-181 User GuideProcessingGrant Events Code Mapping (FRCEVNG to FRRPRXG) For new grants, ŁUpdating FRBEVNG occurs after FRBGRNT. ŁUpdating FRREVNG occurs after FRBENVG. ŁUpdating FRRPRXG occurs after FRBENVG. ŁUpdating FRRBFIX occurs after FRBENVG. If Event Header Information is entered, the process calculates the due date based on the number of days and the indicator or the frequency. The process uses that information to create the appropriate number of entries in the FRRENVG, FRRPRXG, and FRRBFIX. If Event Header information is being updated, the existing FRREVNG, FRRPRXG, and FRRBFIX records are deleted and new ones inserted based on the header data. NoteThe Collector table definition accomm odates entry of multiple fixed bill funds and amounts. The following fields are defaulted to FRRPRXG during the interface process. Temp. Table Column NameGrant Table and Fields Column Comments Error Consequences Proxy User ID FRRPRXG_PROXY_ USER_ID Validated against FOMPROF If invalid, process displays warning message. Grant Table and Fields Column Comments Error Consequences FRRPXRG_GRNT_ CODEDefault value is from FRBEVNG FRRPXRG_EVNT_ CODE Default value is from FRBEVNG FRRPRXG_EVNT_ SEQ_NUM System-generated 1-up number based on the frequency of the events FRRPXRG_STATUS_ IND Defaults to PFRRPXRG_DUE_ DATE Calculated based on the frequency/n2-182 Banner Finance 8.10 August 2014User GuideProcessingGrant User Defined Codes Mapping (FRCGUSN to FRRGUSN) Updating this table occurs after FRBGRNT. User-defined information mapping is optional. A collector table is not required to include any user-defined fields information. If included, it must then contain the required fields. Appropriate edits and validations take place prior to mapping. Grant Status History Mapping (to FRVGRST) These fields are not defined on the collector table, but are defaulted during the interface process when a Grant Status Code and Grant St atus Date are valued in the collector table. FRRPXRG_ APPROVED_BY_ USER_ID Field is set to null FRRPXRG_STATUS_ DATE Field is set to null Grant Table and Fields Column Comments Error Consequences Temporary Table Column NameGrant Table and Fields Column Comments Error Consequences Grant Code - Required FRBGUSN_GRNT_ CODE Subject to same edits as FRBGRNT * Literal FRRGUSN_SDAT_ CODE_ATTR Validated against FRVSDAT If invalid, process displays a warning message. * Value FRRGUSN_SDAT_ CODE_OPT_1 Validated against FRVSDAT If invalid, process displays a warning message. * If either the Literal or Value field is populated, the other must also exist. Grant Table and Fields Column Comments Error Consequences FRVGRST_GRNT_ CODESame as FRBGRNT_CODE FRVGRST_STATUS_ CODE Same as FRBGRNT_STATUS_CODE /nAugust 2014Banner Finance 8.10 2-183 User GuideProcessingFinance Operations Currency Conversion Banner Finance provides the option of dealing with foreign vendors and maintaining cash accounts in foreign currencies. The base currency for the entity , referenced on the General Control Table (GUBINST), is used in all fo reign currency calcula tions. Maintain the currency codes, with daily or periodic rate s, using the Currency Table Maintenance Form (GUACURR). The Accounts Receivable, Purc hasing and Procurement, Accounts Payable, and General Ledger modules use the foreign currency calculation feature. Unless otherwise specified, the amounts input will be in the installation's base currency and referenced on the Installation Contro l Form (GUAINST). When dealing with a foreign vendor, you may enter a currency code in the Currency Code field. Use the List function to display the valid currency codes. For additional information about currency conversion, refer to the following sections: ŁfiDefining Currency Conversion Values fl on page2-183 ŁfiCurrency Conversion by Module fl on page2-184 ŁfiCurrency Conversion for Journal Vouchers fl on page2-185 ŁfiCurrency Conversion Checklist fl on page2-185 ŁfiCurrency Codes and Conversionfl on page2-290 (Invoice Processing section) Defining Currency Conversion Values To process documents in a foreign currency, certain values must exist on the Currency Conversion Table (GTVCURR). Access the Currency Code Maintenance Form (GUACURR) from the System Functions/Adm inistration Menu (GENSYS). A valid currency code must be previously defined; for example, DM for Deutsche Marks. As mentioned in the fiCurrency Conversion Overview,fl you have the option to produce checks in foreign currencies or using disbursi ng agents. For those currencies for which the FRVGRST_COAS_ CODE Same as FRBGRNT_COAS_CODE FRVGRST_DATE_ STATUS Same as FRBGRNT_STATUS_DATE Grant Table and Fields Column Comments Error Consequences /n2-184 Banner Finance 8.10 August 2014User GuideProcessinginstallation is going to produce checks directly, there must be a unique Accounts Payable Account and Exchange Account as well as a separate Bank Code . When you use disbursing agents, the system records the foreign am ounts throughout the procurement process but will produce a summar y check to the disbursing agent using the Disbursement Check Report (FABCHKD) which lists the foreign vendors, the currency used, and the amount in the foreign currency fo r use by the disbursing agent in preparing individual checks. For currencies handled in this manner, there is no need for unique Accounts Payable Accounts and Exchange Accounts but there must be a Disbursing Agent ID (on FTMVEND). The system considers disbursing agents as vendors. Establish disbursing agents using the Vendor Maintenance Form (FTMVEND) before they are entered on the Currency Code Maintenance Form. Currency Conversion by Module Banner Finance enables you to deal with fore ign vendors and to maintain cash accounts in foreign currencies. Use the base currency for the entity, which you reference on the Installation Control Form (GUAINST), in all foreign currency calcula tions. Maintain one and only one base currency for the entity. Ma intain the currency codes, with daily or periodic rates, on the Currency Table Maintenance Form (GUACURR). Use the currency conversion feature in the following modules. Purchasing and Procurement You can specify a foreign currency on requis itions and purchase orders. The system retrieves the appropriate rate from the currenc y conversion table and converts the input amount (in the foreign currency) to the converted amount for posting purposes. In other words, the system maintains the encumbrances in the base currency of the installation. Accounts Payable As with requisitions and purchase orders, yo u can process invoices and write checks in a foreign currency. The system posts the co nverted amount, along with the exchange amount (the difference between the foreign or input amount and the converted or base currency amount). An additional feature in the Accounts Pa yable module provides the option to use a disbursing agent for foreign vend or activity. This is useful in cases in which the bank is to produce checks to foreign vendors. If a disbursing agent handles a currency transaction, the system accumulates the foreign currency transactions for a specific check run, and writes a check to the disbursing agent in the base currency. In addition, the system produces the Disbursement Check Report (F ABCHKD) which identifies the vendors with the foreign currency amounts so that the bank can write the appropriate checks. In these cases, you do not need to calculate or post an exchange amount. /nAugust 2014Banner Finance 8.10 2-185 User GuideProcessingGeneral Ledger To record purchases of foreign currency, you may reference a foreign currency on the journal voucher. Refer to the online help fo r details on the Journal Voucher Entry Form (FGAJVCD), the Journal Mass Entry Form (F GAJVCM), and the Journal Voucher Quick Form (FGAJVCQ).Accounts Receivable You can record cash receipts in a foreign currency. Currency Conversion for Journal Vouchers To record purchases of foreign currency, reference a foreign currency on FGAJVCD. Enter an existing document number in the Document Number field for an encumbrance on FGAJVCD, enabling you to liquidate a purchase order using FGAJVCD. This is useful for liquidating remaining balances on purchase orders for which proper liquidation through invoice processi ng did not occur. If this is final payment, the system populates the Partial Payment Indicator on the invoice with a T at the time of invoice processing. Currency Conversion Checklist Follow the steps below to ensure that yo ur system processes Currency Conversion correctly:1.Determine which foreign currencies are to be used by the installation. 2.Decide which are to be handled by disbur sing agents and which currency balances will be handled by the installation. 3.For currencies which are handled by disbursing agents: ŁSet up a Vendor code for the disbursing agent on the Vendor Maintenance Form (FTMVEND).ŁSet up a cash account for the balance th e installation wants to maintain in the Bank Fund for these transactions on the Account Code Maintenance Form (FTMACCT). ŁSet up a disbursing agent bank on the Bank Code Maintenance Form (GXRBANK) so that you can generate checks for foreign vendors in a separate batch job and produce the appropriate report for the disbursing agent to use.ŁEnsure that the Accounts Payable Account and Exchange Accounts are the same as are used for the regular operatio ns which occur in the base currency. /n2-186 Banner Finance 8.10 August 2014User GuideProcessing4.For currencies which are maintained by the installation where checks will be produced in the foreign currency: ŁSet up a cash account for each foreign currency in the Bank Fund.ŁSet up a separate bank account for eac h foreign currency on the Bank Code Maintenance Form (GXRBANK). Note that there is a Base Currency field on GXRBANK. Use future effectiv e dates when setting up currency information. After establishing the currency codes, update the bank code record with the appropriate currency. ŁSet up unique Accounts Payable Account and Exchange Accounts (asset or liability) for each currency on the Account Code Maintenance Form (FTMACCT). 5.Create your currency records using the Currency Code Maintenance Form (GUACURR). Within Purchasing, when you enter a foreign currency, the system calculates converted amounts for use in available balance checking and posting. Record the purchase of the foreign currency itself with a simple jo urnal entry in the Bank Fund. Use the JE15 Rule Class. Enter a credit entry to the account in th e bank fund used to purchase the foreign currency. Debit the cash account used to ma intain the balance of the specific foreign currency (referenced on the Currency Code Maintenance Form, GUACURR); debit/credit the difference to the exchange account (also GUACURR). Identifying Persons and En tities in Banner FinanceWhen you add a person or entity into the Banner Finance database, the system establishes an ID and an internal Personal Identific ation Number (PIDM). An entity could be a corporation, a bank, a university, a government agency, or a business. Generally, you define IDs through ID or Key ID fields of the forms you are using to add persons or entities to the datab ase. IDs display on forms and reports. You may modify ID numbers over time. You have the capability of allowing the syst em to generate a seque ntial number for the person or entity you are adding to the system. The system ba ses generated ID numbers on the values defined on the Sequence Nu mber Maintenance Form (FOASEQN). The PIDM is an internal and unique system-generated eight-digit number stored on the Person Identification Table ( SPRIDEN). Every person and entity defined to the database, regardless of what form is used to define them, has a PIDM on the SPRIDEN table. The PIDM does not display on forms or reports. Once the system creates a PIDM, you cannot modify it./nAugust 2014Banner Finance 8.10 2-187 User GuideProcessingAdding Persons or Entities to Banner Finance With the Identification Form (FOAIDEN) Generally, you add persons and entities to the Banner Finance database using the Identification Form (FOAIDEN). FOAIDEN prov ides you with the capability of assigning system-generated or user-defin ed ID numbers. Once you define person/entity information on this form, you may modify it. When you save persons/entities to the database, the system creates their PIDM(s). ŁThe ID field on FOAIDEN is required. Enter NEXT to have the system generate a sequential ID number. Use existing IDs to display an d change a record, or add an ID to the system. ŁSelect Next Block to go to the Current Id entification Information. Notice that the value you entered in Key ID field defaults to the ID field in the Current Identification Information. ŁYou cannot supply both person and non-person name information under the same ID.Searching the Database for Enti ties With the Non-Person Name/ID Search Form (FOICOMP) The Non-Person Name/ID Search Form enables you to query all the entities (non-persons) in the database. This form is in query mode when it is displayed. 1.From the ID field on FOAIDEN, select Count Query Hits to access the Non-Person Name/ID Search Form (FOICOMP). 2.Select Next Block to execute a query of ev ery entity and ID Number in the database. The entity names display in alphabetical order. 3.Enter a possible spelling of the name you want in the Name field to narrow your search. If you enter a partial name, use a percen t sign (%) as a wild card. This tells the system that you want to view all names co ntaining the letter co mbination you specify. For example, you can enter %ton to view all names ending in -ton, And% to view all names beginning with And-, or %bel% to view all names containing the -bel- letter combination. 4.Select Next Block to execute the query. 5.Position the cursor on the value you wish to display on the Identification form. Click or select Exit from that field to populate the Iden tification form with the ID in the ID field./n2-188 Banner Finance 8.10 August 2014User GuideProcessingSearching the Database for Pers ons with the Person Name/ ID Search Form (FOIIDEN) This form enables you to query all the pers ons (non-entities) in the database. You are in query mode when this form is displayed. 1.From the ID field on FOAIDEN, select List to access the Person Name/ID Search Form (FOIIDEN). 2.Select Next Block to execute a query of ev ery person and ID Number in the database. The entity names display in Last Name alphabetical order. 3.Enter a possible spelling of the name you want in the Last Name Prefix, Last Name, and/or First Name fields to narrow your search. The system conducts the search based on one or both values as specified. If you enter a partial name, use a percent sign (%) as a wild card. This tells the system that you want to view all names containing the letter combination you specify. For example, you can enter %ton to view all names ending in -ton, And% to view all nam es beginning with And- , or %bel% to view all names containing the -bel- letter combination. 4.Select Next Block to execute the query. 5.Position the cursor on the value you wish to display on the Identification Form (FOAIDEN). Select Exit from that field to populate the Identification form with the ID in the ID field.6.Select Next Block from the Current Identif ication Information after you enter the required names. The Alternate Identificatio n Information is display only. If you make changes to existing person or entity nam es, data displays in this block. 7.Select Next Block to access the Address Information.The following are required fields and allowable values: ŁType : Enter the Address Type for this individual. The system validates address types using the Address Type Code Validation Form (STVATYP). Select List to display STVATYP. Position the cursor on the value you wish to display in the Type field. Select Exit from that field to display FOAIDEN with that value in the Type field. Select Next Item. Validation forms initially di splay in window format when you click or select List. Select Next Block once the window displays to go to the validation form.ŁStreet Line 1 : This is the first line of the address for this individual. Enter at least one line in an address. You may enter up to four address lines. For a person or entity, you may define on e address for each address type. If multiple addresses exist in the database , you may scroll through them here. When you save these addresses, the syst em assigns a sequence number in the /nAugust 2014Banner Finance 8.10 2-189 User GuideProcessingSequence Number field. Sequence numbers specifically identify addresses within address types. Select Next Reco rd within the Address Information to add addresses and address types. ŁCity : The city line in the address. Enter th e city name, up to 20 characters. Select Next Item. ŁState or Province or Nation: Populate the appropriate fields according to your site policies. The system validat es state or province codes using the State/Prov Code Validation Form (STVSTAT). Select List to display STVSTAT. The system validates na tion codes using the Nation Code Validation Form (STVNATN). Position th e cursor on the value you wish to display in the State or Province or Nation field. Select Exit from that field to display FOAIDEN with that value in the State or Province or Nation field. Select Next Item. ŁZIP or Postal Code : The ZIP or Postal Code in the address. The system validates ZIP or Postal Code using the ZIP/Postal Code Validation Form (GTVZIPC). Select List to display GTVZIPC. Position the cursor on the value you wish to display in the ZIP or Postal Code field. Select Exit from that field to display FOAIDEN with that value in the ZIP or Postal Code field. Depending on your site™s policies, the ZIP or Postal Code value may default the corresponding city, state/prov, nation, and county codes. If your site uses the default feature, go to the ZIP or Postal Code field. Enter the ZIP or Postal Code and select Next Item to invoke the default feature. 8.Select Next Block when the pop-up window appears to display the entire validation form.9.The address type defaults to the Telephone Type field. You may override the default. The system validates phone types usin g the Telephone Type Validation Form (STVTELE). Select List to display STVTELE. Position the cursor on the value you wish to display in the Telephone Type field. Select Exit from that field to display FOAIDEN with that value in the Telephone Type field.10. Select Save.Adding Vendors to Banner FinanceThe Vendor Maintenance Form (FTMVEND) enables you to add individuals to the database identified as vendors. Use FTMVEND to define persons and corporations as vendors. FTMVEND also enable s you to identify persons already defined to the SPRIDEN table as vendors. Select List from the Vendor field to access the Entity Name/ID Search Form (FTIIDEN). FTIIDEN is useful if you are defining an individual or a corporation as a vendor. /n2-190 Banner Finance 8.10 August 2014User GuideProcessingSearching the Database for Vendors FTIIDEN allows you to query persons/entities de fined to the database. This form is in query mode when you access it. 1.If you know the ID number of the vendor, enter it in the ID field. 2.You may enter a partial name with a wildcard (%) or the entire last name in the Last Name field. Enter values in the Last Name Prefix , First Name , and Middle Name fields to narrow the search. 3.The Entity Ind field is an entity indicator. To narrow the search, enter P (Person) or C (Corporation). This form en ables you to exit with a pe rson or entity ID number. 4.The Change Ind field is a change indicato r. The system defaults N (Name change) or I (Identification change) into th is field based upon the last change made to this ID. You may also populate this field before executing a query. Th e only form in the Banner Finance System from which you can change IDs and names is the Identification Form (FOAIDEN). 5.Enter Y (Yes) in any of the indicator fields to narrow your search. For example, enter Y in the V (Vendor) Indicator. 6.Execute the query to display individuals previously defined as vendors. You may enter A (All) in any of these indicators to di splay all the persons /entities defined to that category. The system defaults Y or N in the remaining indicator fields, as appropriate. If no query information is entered, the system defaults vendors. 7.Select Exit to display an ID number in the Vendor field. Using the Vendor Mainte nance Form (FTMVEND) Identifying a Vendor as a Corporation 1.Enter a one- to nine-c haracter ID in the Vendor field for the vendor being established, or select Generate ID to have the system generate a sequential ID. 2.Select Next Item and enter from on e to 60 characters describing the Corporation . You may define either Corporation or Last Name Prefix, La st Name, First Name, and Middle Name . 3.Select Next Block to continue. /nAugust 2014Banner Finance 8.10 2-191 User GuideProcessingIdentifying a Vendor as an Individual 1.Enter a one- to nine-c haracter ID in the Vendor field for the vendor being established, or select Generate ID to have the system generate a sequential ID. 2.Select Next Item twice to bypass Corporation. 3.Optionally enter from one to 60 characters in the Last Name Prefix field. Select Next Item and enter from one to 60 characters in the Last Name field. Select Next Item and enter from one to 60 characters in the First Name field. Select Next Item and enter from one to 60 characters in the Middle Name field. 4.Select Next Block. 5.Enter the following are required fields on FTMVEND: ŁDates : Enter the dates that this record is in effect. Use the DD-MON-YYYY format. Leave these fields blan k to default the system date. ŁCollects Taxes : Populate this field according to your site policies. This field designates which compensating or use taxes the system collects. You may choose to collect all taxes, no taxes, or selected taxes. If you define Selected taxes, enter Tax Code(s) in the Taxes Collected Window of FTMVEND. 6.To enter further information for a vendor , including tax data, select the Vendor Header Additional Information Window from the Options menu. ORSelect Next Block to display the Vendor Types Window. 7.Enter the Vendor Types Code . This field accepts one or two characters. The system validates vendor type codes using the Vendor Type List Values Form (FTVVTYP). Select List to select a vendor type from a list window. Position the cursor on the value you wish to display in the Vendor Types Code field. Select Exit to display FTMVEND with that value in the Vendor Types Code field. 8.Select Next Block to display the Vendor Address Window. The cursor resides in the Address Type Code field. /n2-192 Banner Finance 8.10 August 2014User GuideProcessing9.Enter the following:ŁAddress Type Code : Enter the address code for this vendor. The system validates address types using the Ad dress Type Code Validation Form (STVATYP). Select List to select an address type from a list window. Position the cursor on the valu e you wish to display in the Address Type Code field. Select Exit from that field to display FTMVEND with that value in the Address Type Code field. Select Next Item. ŁSequence Number : You may define more than one address to a single address type. If you only define one ad dress, that address must have an assigned sequence number. As you add addresses, you must assign sequence numbers. Sequence numbers must be unique within address types. 10. Select Next Block to display the E-mail Window 11. Enter the following:ŁE-mail Type and the E-mail Address asssociated with the type. ŁCheck the appropriate ch eck box to classify the e-mail address as Preferred, Inactive, Display on Web , or URL. Adding Financial Manage rs to Banner Finance The Financial Manager Main tenance Form (FTMFMGR) enables you to add persons identified as financial manage rs to the Person Identifica tion Table (SPRIDEN) and the Person Address Table (SPRADDR). FTMFMGR also enables you to identify persons already defined to the SPRIDEN table as financial managers. Enter only persons, not entitie s, into the system using FTM FMGR. When you enter Select List from the Financial Manager field to access the Entity Name/ID Search Form (FTIIDEN). Searching the Database for Persons FTIIDEN allows you to query person s/entities defined to the database. 1.If you know the ID number of the person, enter it in the ID field or select Generate ID to access the Common Matchi ng Entry Form (GOAMTCH). 2.You may enter a partial name with a wildcard (%) or the entire last name in the Last Name field. You may enter values in the Last Name Prefix , First Name, and Middle Name fields to narrow the search. 3.The Entity Ind field is an entity indicator. To narrow the search, enter P (Person) or C (Corporation). This form en ables you to quer y entities, but you may not exit the form with an entity ID to FTMFMGR. /nAugust 2014Banner Finance 8.10 2-193 User GuideProcessing4.The Change Ind field is a change indicato r. The system defaults N (Name change) or I (Identification change) into th is field based upon the last change made to this ID. You may also populate this field before executing a query. The only form in the Banner Finance Sy stem from which you may change IDs and names is the Identification Form (FOAIDEN). 5.Enter Y (Yes) in any of the indicator fields to narrow your search. For example, enter Y in the F (Financial Manager) Indicator. Execute the query to display individuals previously defined as financial managers. You may enter A (All) in any of the indicators to display all the persons/entities defined to that category. The system defaults Y or N in the remaining indicator fiel ds, as appropriate. If no query information is entered, the system defaults vendors. 6.Select Exit to display an ID identifying a vendor, financial manager, agency or investment manager provided you did not or iginally define them to the database as corporations. You may have defined the or iginal ID record using FOAIDEN, the Vendor Maintenance Form (FTMVEND), the Agency Code Maintenance Form (FTMAGCY), or the Investment Mana ger Maintenance Form (FTMIMGR). Using the Financial Manager Maintenance Form (FTMFMGR) You may enter a one- to nine-character ID number in the Financial Manager field for a financial manager being established. Select Generate ID to have the system generate a sequential ID number. Enter from one to 60 characters describing the financial manager (for example, company name, job title) in the field to the right of the Financial Manager field. Select Next Block. Manager Information The following are the required fields in the Manager Information and allowable values: ŁStatus : Valid entries are A(Active) and I(Inactive). The default is A. ŁTitle : Enter from 1 to 35 characters describin g the job title of the financial manager you establish. ŁEffective Date : Enter the date that this record is in effect. Use the DD-MON- YYYY format. Leave this field blan k to default the system date. You may choose to define the organization an d location information based on your site policies. The system validates the Default Address Type using the Address Type Code Validation Form (STVATYP). The system supplies a Sequence Number and Last Activity Date. Select Next Block. /n2-194 Banner Finance 8.10 August 2014User GuideProcessingAddress Information The following are the required fields in th e Address Information and allowable values: ŁAddress Type : Enter the address type for this individual. The system validates address types using the Address Type Code Validation Form (STVATYP). Validation forms initially disp lay in window format when you select List. Select Next Block once the window displa ys to go to the validation form.Select List to access STVATYP. Position the cursor on the value you wish to display in the Type field. Select Exit from that fi eld to populate FOAIDEN with that value in the Type field. Select Next Item. ŁSequence Number : You may define more than one address to a single address type. If you only define one address, that address must have an assigned sequence number. As you add addresses, you must assign sequence numbers. Sequence numbers must be unique within address types. ŁStreet Line 1 : This is the first line of the address for this individual. Enter at least one line in an address. You may enter up to four address lines. You may define multiple address types and multiple addresses for each address type for a financial manager. ŁCity : The city line in the address. Enter the c ity name, up to 20 characters. Select Next Item. ŁState or Province or Nation: Populate the appropriate fields according to your site policies. The system validates state or province codes using the State/Province Code Validation Form (STVSTAT). Select List to display STVSTAT. The system validates nation codes using the Nation Code Validation Form (STVNATN). Position the cursor on the valu e you wish to display in the State or Province or Nation field. Select Exit from that field to populate FTMFMGR with that value in the State or Province or Nation field. Select Next Item. ŁZIP or Postal Code : The ZIP or Postal Code in th e address. The system validates ZIP or Postal Code using the ZIP/Postal Code Validation Form (GTVZIPC). Select List to display GTVZIPC. Position the curs or on the value you wish to display in the ZIP or Postal Code field. Select Exit from that field to display FOAIDEN with that value in the ZIP or Postal Code field. Depending on your site's policies, the ZIP/Postal Code value may default the corresponding city, state/prov, nation, an d county codes. If your site uses the default feature, go to the ZIP/Postal Code field. Enter the ZIP/Postal Code and select Next Item to invoke the default feature. The address type defaults to the Telephone Type field. You may override the default. The system validates phone types using the Telephone Type Validation Form (STVTELE). Select List to display STVTELE. Position the cursor on the value you wish to display in the Telephone Type field. Select Exit from that field to access FTMFMGR with that value in the Telephone Type field . Select Save./nAugust 2014Banner Finance 8.10 2-195 User GuideProcessingAdding Agencies to Banner FinanceThe Agency Code Maintena nce Form (FTMAGCY) enables you to add agencies and contacts to the database. You may define persons and corporations as agencies. FTMAGCY enables you to identify persons and corporations already defined to the SPRIDEN table as agencies. Select List from the Agency field of FTMAGCY to access the Entity Name/ID Search Form (FTIIDEN). Searching the Database for Agencies FTIIDEN allows you to query agencies defined to the database. 1.If you know the ID number of the agency, enter it in the ID field or select Generate ID to access the Common Matchi ng Entry Form (GOAMTCH). 2.You may enter a partial name with a wildcard (%) or the entire last name in the Last Name field. Enter values in the Last Name Prefix , First Name, and Middle Name fields to narrow the search. Remember, agencies can be persons. 3.The Entity Ind field is an entity indicator. To narrow the search, enter P (Person) or C (Corporation). This form en ables you to exit with a pe rson or entity ID number. 4.The Change Ind field is a change indicato r. The system defaults N (Name change) or I (Identification change) into th is field based upon the last change made to this ID. You may also populate this field before executing a query. The only form in the Banner Finance Sy stem from which you may change IDs and names is the Identification Form (FOAIDEN). 5.Enter Y (Yes) in any of the indicator fields to narrow your search. For example, enter Y in the A (Agency) Indicator. Execute the qu ery to display previously defined agencies. You may enter A (All) in any of the indicators to display all the persons/entities defined to that category. The system defaults Y or N into the remaining indicator fields, as appropriate. If no query information is entered, the system defaults vendors. 6.Select Exit to display an ID in the Agency field. Using the Agency Code Ma intenance Form (FTMAGCY) You may enter a one-to-nine character ID number in the Agency field for a person/agency you wish to establish. Select Generate ID to have the system generate a sequential ID number. Enter from one to 60 characters describi ng the agency in the field to the right of the Agency field. Select Next Block. The Active Status field is required. Check the box for Active Status or uncheck the box for Inactive Status. The defa ult is checked (Active). /n2-196 Banner Finance 8.10 August 2014User GuideProcessingThe Contact at the agency is optional. You may define agencies in hierarchies. The Banner Finance sample data provides yo u with a level one agency hierarchy. The following are the required fields in th e Address Information and allowable values: ŁAddress Type : Enter the address type for this agency. The system validates address types using the Address Type Code Validation Form (STVATYP). Validation forms initially disp lay in window format when you select List. Select Next Block once the window displa ys to go to the validation form. Select List to display STVATYP. Position the cursor on the value you wish to display in the Address Type field. Select Exit from that field to populate FTMAGCY with that value in the Address Type field. Select Next Item. ŁSequence Number : You may define more than one address to a single address type. If you only define one address, that address must have an assigned sequence number. As you add addresses, you must assign sequence numbers. Sequence numbers must be unique within address types. ŁCity : The city line in the address. Enter the c ity name, up to 20 characters. Select Next Item. ŁState or Province or Nation: Populate the appropriate fields according to your site policies. The system validates state or province codes using the State/Province Code Validation Form (STVSTAT). Select List to display STVSTAT. The system validates nation codes using the Nation Code Validation Form (STVNATN). Position the cursor on the valu e you wish to display in the State or Province or Nation field. Select Exit from that field to access FTMAGCY with that value in the State or Province or Nation field. Select Next Item. ŁZIP or Postal Code : The ZIP or Postal Code in th e address. The system validates ZIP or Postal Code using the ZIP/Postal Code Validation Form (GTVZIPC). Select List to display GTVZIPC. Position the curs or on the value you wish to display in the ZIP or Postal Code field. Select Exit from that field to access FOAIDEN with that value in the ZIP or Postal Code field. Depending on your site's policies, the ZIP or Postal Code value may default the corresponding city, state or province, nation and county codes. If your site uses the default feature, go to the ZIP or Postal Code field. Enter the ZIP or Postal Code and select Next Item to in voke the default feature. The address type defaults to the Telephone Type field. You may override the default. The system validates phone types using the Telephone Type Validation Form (STVTELE). Select List to display STVTELE. Position the cursor on the value you wish to display in the Telephone Type field. Select Exit from that field to display FTMAGCY with that value in the Telephone Type field. Select Save. /nAugust 2014Banner Finance 8.10 2-197 User GuideProcessingAdding Customers to Banner Finance The Customer Maintenance Form (FTMCUST) enables you to identify existing IDs as customers. You may define persons or corpor ations as customers. Select List from the Customer f ield of FTMCUST to access the Customer Code List Values Form (FTVCUST). FTVCUST is most useful when yo u are using the Cost Accounting module. Individuals defined as customers must exist in the database before being entered on FTMCUST. Add customers to Banner Finance using th e Identification Form (FOAIDEN) if the individual does not already exist as another person type in the system. FOAIDEN provides you with the capability of assi gning system-generated or user-defined ID numbers. Once you define the customer information on this form, you may modify it. Adding Employees to Banner FinanceThe Employee Maintenance Form (FCAEMPL) enables you to identify existing IDs as employees. Select List from the Employee Number field of FCAEMPL to access the Employee Code List Form (FCVEMPL). FCVE MPL is most useful when you are using the Cost Accounting module. Individuals define d as employees must exist in the database before being entered on FCAEMPL. Add employees to Banner Finance using th e Identification Form (FOAIDEN). FOAIDEN enables you to assign system-generated or user-defined ID numbers. Once you define the customer information on this form, you may modify it. When you save customer IDs to the database, a PIDM is also created. Access the Employee Maintenance Form (FCAEM PL). Enter the ID you just created on FOAIDEN in the Employee Number field. List is available for this field but only employees defined to the Cost Accounting module appear. Select Next Item to display the employee name. Select Next Block to go to the Detail Information. ŁWages : Enter the employee's annual wages up to 13 digits. The system supplies the decimal point and zeros if the sum is even . Enter the decimal point and the cents if the sum is not even. To successfully add an employee reco rd, you must save at least one field. ŁCOA : Enter the one-character chart of accoun ts code to which this employee is being established. The system validates Chart of Accounts using the Chart of Accounts List Form (FTVCOAS). Sele ct List to access FTVCOAS. Position the cursor on the value you wish to display in the COA field. Select Exit from that field to access FCAEMPL with that value in the COA field. Select Next Item. You may enter only one organization and classification. ŁOrganization : Enter from one-to-six characters identifying the organization being established. The system validates organization codes using the Organization Code List Form (FTVORGN). Select List to access FTVORGN. Position the cursor on /n2-198 Banner Finance 8.10 August 2014User GuideProcessingthe value you wish to display in the Organization field. Select Exit from that field to access FCAEMPL with that value in the Organization field. Select Next Item. ŁClassification : Enter from one to four characters identifying the classification (job description) being established. The system validates classification codes using the Classification Code List Form (FTVCLAS ). Select List to access FTVCLAS. Position the cursor on the valu e you wish to display in the Classification field. Select Exit from that field to access FCAEMPL with that value in the Classification field. Select Next Item to displa y the code description. Enter only one organization and classification within the organization. Click or select Save.ID Definition Tables The following tables are accessed when you de fine persons and en tities to the Banner Finance database: ŁPerson Identification Table (SPRIDEN) ŁPerson Address Table (SPRADDR) ŁAgency Validation Table (FTVAGCY) ŁCustomer Table (FTVCUST) ŁEmployee Table (FCBEMPL) ŁFinancial Manager Validation Table (FTVFMGR) ŁVendor Validation Table (FTVVEND) /nAugust 2014Banner Finance 8.10 2-199 User GuideProcessingID and PIDM Relationship Receiving/Matching Processing Receiving/Matching The Receiving/Matching feature enables you to control the payment of invoices pending receipt of goods. The System Control Ma intenance Form (FOASYSC) and the User Profile Maintenance Form (FOMPROF) contain the fields you populate to establish the Receiving/Matching control parameters. CustomersandEmployeesmusthavepre-existingPersonalIdentificationNumbers(PIDMs) definedinthePersonIdentificationTable(SPRIDEN) Entity-Form-Table Employee-FCAEMPL-FTVEMPL Customers-FTMCUST-FTVCUST SPRIDEN Containsallthe databasePIDMs PersonAddressTable (SPRADDR) Containsallthe addressesforPIDMs Entity-Form-Table Agency-FTMAGCY-FTVAGCY Finance Manager-FTMFMGR-FTVFMGR Vendor-FTMVEND-FTVVEND IDsandPIDMsaddedthrough FinanceMaintenanceFormsand identifiedas: IDsare thelinks toPIDMs SPRIDENstoresthe mostcurrentrecordfor PIDMsthathave beenmodified. IdentificationForm (FOAIDEN) Providesyouwith theabilitytocreate andmaintainboth personandnon-person IDsandnames. IDsestablishedhere initiatecreationofa PIDMrecord. /n2-200 Banner Finance 8.10 August 2014User GuideProcessingReceiving Feature On FOMPROF, Receiving Overage Tolerance and Receiving Override pertain to users who receive goods using the Receiving Good s Form (FPARCVD). These fields enable you to control overshipments or duplicate shipments from vendors. Receiving Overage Tolerance Field Enter the percentage in excess of the ordered quantity that the user has the authority to accept, into the Receiving Overage Tolerance field. Your site procedures might authorize a receiving clerk to receive up to 10% over the ordered quan tity. Quantities over that limit require further investigation involving Purchasing or other personnel. The receiving clerk will still be able to receive th e goods, but the system considers the packing slip document in suspense and flags the document as an ex ception in the Receiving/Matching Process (FABMATC). Receiving Override Field Depending on site procedures, one method for handling th e Receiving Overage condition is to override the suspense flag. Enter Y in the Receiving Override field for those users, typically a supervisor, who have the authority to override a suspense as the result of an overshipment. Invoicing Feature Enter the dollar threshold for paying invoic es without evidence of receipt in the Invoice Amount Requiring Receipt field of the System Control Maintenance Form (FOASYSC). This is the dollar amount for which the system requires receiving information to pay the invoice. All invoices that reference Standing types of purchase orders bypass the Receiving/ Matching Process, despite the invoice amou nt. The Receiving/Matching Process uses the quantity of a commodity to matc h an item for payment. Standing type purchase orders use only dollar amount, not quantity. The Invoice Overage Tolerance field on FOMPROF represents the percentage of dollars over the original Purchase Order amount that the Invoice form user, usually an A/P clerk, can pay an invoice. Unlike the Receiving Overag e Tolerance, this valu e takes into account the amount (quantity x unit price) ra ther than just quantity. In the Invoice Tolerance Amount field on FOMPROF, enter the do llar amount limit for overpayments. The overage and amount fields work togeth er. For example, your site's policies may stipulate that A/P clerks can pay up to 10% mo re than the ordered amount (quantity x unit price), not to exceed $100.00. In this case you would enter 10 in the Invoice Overage Tolerance field and 100 in the Invoice Tolerance Amount field. If the approved amount plus the previously paid amount on the invoice is greater than the ordered amount, FAAINVE checks the values in both the Invoice Overage Tolerance and /nAugust 2014Banner Finance 8.10 2-201 User GuideProcessingInvoice Tolerance Amount fields. FAAINVE calculates the lower amount and determines whether the user has the authority to complete the invoice. For example, with these fields populated with 10% and $100.00 the invoice approved amount is $10,500.00 with an ordered amount of $10,000.00. Alth ough the overage amount as a percentage is less than 10%, the in voice form still preven ts the invoice from being completed because the amount in dollars exceeds the $100.00 specified in the Invoice Tolerance Amount field on FOMPROF. If you impose no limits on overage payments, leave these fields blank. If all overpayments require further scrutiny, enter 0 (zero) in these fields. The system uses these two fields together. If you enter a value for one field, yo u must enter a value for the other field. If you do not enter values in both fields, the sy stem assumes that a blank value prevails. Establishing Users for the Process Once you have determined the appropriate limits for the individuals processing invoices, you need to establish a user, typically the A/P supervisor, who has the authority to override an overage condition. For this hypothetical user, enter Y in the Invoice Tolerance Override field on FOMPROF. Once the system recognizes an overa ge condition, this user may enter Y in the Tolerance Override field on the Invoice/Cred it Memo Form (FAAINVE) a nd complete the invoice if site-defined policies allow. Completing the Invoice If the total dollars on the invoice ar e less than the dollar amount in the Invoice Tolerance Amount field at document completion time, the invoice form sets Receipt Required to N (No) and marks the invoice as complete. ŁIf you have turned approvals processing on for invoices, the system forwards the document to the Approvals in Process Table (FOBAINP). ŁIf you have not turned approvals processing on for invoices, the system forwards the document to the Approved Documents Table (FOBAPPD). If the total dollar amount on the invoice is greater than the value in the Invoice Amount Requiring Receipt field, the system sets Receipt Required to Y (Yes) and marks the invoice equal to R (Receipt Required). If authorized, the user can override the Receipt Required value. (For additional information, see fiReceipt Required Field fl.) This status means that the invoice is awa iting matching before completion. When an invoice has this status, you may re-enter it to update or dele te information. If th e invoice references a Standing type purchase order, the system marks the invoice equal to C (Complete) thus bypassing the Receiving/Matching Process. Enter zero ( 0) in the Amount Requiring Receipt field on FOASYSC to ensure that all in voices require evidence of receipt before payment. If you do not want to control paymen t of invoices based on receiving data, leave this field blank. /n2-202 Banner Finance 8.10 August 2014User GuideProcessingThe R status is the signal to the Receiving Matching Process (FABMATC) to find the receiving information for th e invoice. FABMATC performs a three-way match of the purchase order, packing slips, and invoice an d produces an audit report. The PO Receiving Status Report (FPRRCST) displays the recei ving status. The Document History Form (FOIDOCH) displays the receiv ing document associated with a purchase order and/or invoice. Click in the Receiving window of FOIDOCH and click Document Inquiry or select Duplicate Item to access the Rece iving Goods Query Form (FPIRCVD). The invoice status options include R.NoteInvoice documents pending the receipt of goods with transaction dates in an expiring fiscal period can be rolled forward to the first day of the current fiscal period to avoid posting to a period that has already been closed. Refer to fiFiscal Period Document Roll Process (FGPDROL)fl on page4-149 for additional information. Choosing to Use Optional Features It is important to remember that these features are strictly optional. Depending on your policies and procedures, you may elect to contro l payment of invoices based on receipt of goods by entering a value in the Invoice Amount Requiring Receipt field on FOASYSC but not control for either ov ershipments or overpayments. You can choose to control overshipments in the receiving function by valuing the Receiving Overage Tolerance field on FOMPROF, but permit completion for all invoices regardless of any overage conditions. In some cases, you might determine that ap propriate procedures dictate that no one can override either a Receiving Overage condition or an Invoice Tolerance Overage condition and that the correct procedure is to re-e nter the documents and only approve those quantities or amounts that are equal to the lim its set. Under these circumstances, no users would have the Invoice Tolerance Override or Receiving Override fields populated on FOMPROF. Document Level Matching Document Level Matching gives you the option of using the system default for matching with an optional Receipt Required override at the document level, despite the document™s amount. Document identification (for those items that re quire matching/receiving at an institutional level) allows departments to perform the following tasks: ŁIdentify specific purchases, beginning wi th the procurement process, where the associated invoices require receiv ing/matching prior to payment. ŁPermit the enterprise level matching defa ult to be overridden on a case-by-case basis. /nAugust 2014Banner Finance 8.10 2-203 User GuideProcessingApproval queue criteria (chart, fund type, f und, organization, account type, account, and program) are used without modi fication to route the invoice to the appropriate personnel for approval.Receipt Required Field The Receipt Required field is a display-only field that appears only if document level matching is enabled, based on the value in FOASYSC. The value in this field indicates whether invoices associated with this document will require matching. The amount for which a receipt is required is entered on the System Control Maintenance Form (FOASYSC) in the appropriate field for the document type: Requisition Amount Requiring Receipt, Purchase Order Amount Requiring Receipt, or Invoice Amount Requiring Receipt. This value sets the Receip t Required value on the first document in a linked series of documents. Subsequent link ed documents are in itiated with the same Receipt Required value as the predecessor docum ent. If you have permission to override this value, as established on FOMPRO F, you can override this operation. When document level matching is enabled, the Receipt Required field displays on the form for each document type: FPAREQN, FPAPURR, and FAAINVE. If you have the authority, as defined on FOMPROF, you can ove rride the value that appears in this field. When document level matching is enabled, the document must be set to either Y es Receipt Required or No Receipt Required to be completed. Information about th e Receipt Required value specific to each document type is included in the following sections.Requisitions The Receipt Required value on the requisition is appli ed to th e document as a whole. Any purchase orders assigned to that requisition include, by default, a matching Receipt Required value. Authorized users can override the default value. Purchase Orders Multiple requisitions may be assi gned to a single purchase order. If the Receipt Required value on any requisition is set to Receipt Required , the associated purchase order is also set to Receipt Required , even if other requisitions on the purchase order are set to No Receipt Required . Authorized users can override the default value. The Receipt Required value on the purchase or der is applied to the document as a whole. Any invoice processed against that purchase order includes, by default, a matching Receipt Required value. Authorized users can override the default value. All invoices that reference Standing types of purchase orders bypass the Receiving/ Matching Process, despite the invoice amount. The /n2-204 Banner Finance 8.10 August 2014User GuideProcessingReceiving/Matching Process uses the quantit y of a commodity to match an item for payment. Standing type purchase orders use only dollar amount, not quantity. Invoices When an invoice is marked co mplete, the wrap-up routine checks to see if the enterprise- level matching requirement is more restrictive than the Recei pt Required value defaulted from the purchase order. If the value is No Receipt Required , and if the invoice amount is greater than or equal to th e Invoice Amount Requiring R eceipt amount on the System Control Maintenance Form (FOASYSC), the wrap-up r outine sets the value to Receipt Required . The wrap-up routine sends the user a me ssage that the value has been reset. With appropriate permissions, the user can chan ge the value back to its original value of No Receipt Required . This process ensures that instit utional policies are not overridden unintentionally. All invoices that reference Standing types of purchase orders bypass the Receiving/ Matching Process, despite the invoice amou nt. The Receiving/Matching Process uses the quantity of a commodity to matc h an item for payment. Standing type purchase orders use only dollar amount, not quantity. Setup of Document Level Matching This section includes a flowchart for the set up of Document Level Matching and a detailed description of each step in the flow. NoteA database level definition defaults U-Unspecified in the Receipt Required columns.This ensures that any existing process, including locally created scripts and enhanceme nt, will inherit a valid default value of U-Unspecified for Receipt Required when inserting new records, without modifications to code. /nAugust 2014Banner Finance 8.10 2-205 User GuideProcessing1.Create an effective dated record using the Procurement Processing Information window of the System Control Main tenance Form (FOASYSC). Define the following:ŁDocument Level Matching start point (requisition, purchase order, or no Document Level Matching). ŁReceipt Required threshold (amount requiring receipt). A separate threshold field is provided for Requisitions , Purchase Order, and Invoices . Threshold amount fields do not accept data if Document Level Matching is disabled. The Requisition Amount Requiring Receipt field will accept a value only if the Document Level Matching start point is Requisition. The Purchase Order Amount Requiring Receipt field will accept a value only if the Document Level Matching start point is either Requisition or Purchase Order. The Invoice Amount Requiring Receipt field will accept a value without regard to the Document Level Matching start point. A value in the Invoice Amount Requiring Receipt and a Document Level Matching start point of No Document Level matchi ng results in Enterprise (System) Level Matching at the Invoice level. 2.Identify users to be granted Receipt Requir ed override permissi ons (per document type) and define Receipt Required override authorization rules on the User Profile Start FOASYSC FOMPROF End Identifyusers forOverride Permissions /n2-206 Banner Finance 8.10 August 2014User GuideProcessingMaintenance Form (FOMPROF) to reflect in tended user capabilities. Repeat this process for all document types and desired users. Banner Invoicing with Document Level Matching This section includes a flowchart that outlin es the process of Document Level Matching and a description of each step in the process. The example discussed here assumes the user is beginning with a requisition. If, instead, you begin at th e purchase order or invoice level, then only that portion of the flow applies. 1.Designate the matching process. ŁIf approvals for requisitions is enabled, the requisition is sen t through approvals processing before being posted. ŁIf approvals for requisitions is disabled, the document is sent directly to the posting job.2.The Posting Process (FGRACTG ) posts the requisition. A user who has the proper authority on FOMPROF can use the Receipt Required Value Maintenance Form (FPARRIM) to change the value of the Receipt Required field.3.Assign requisition line items to a purch ase order using the Purchase Order Assignment Form (FPAPOAS). The Receipt Required value from the requisition is used as a default value for the purchase or der header that is created on this form. NoteA one-to-one relationship may exist between requisition and purchase order, or items from mu ltiple requisitions may exist within a single purchase order. ŁIf there are multiple requisitions to a single purchase order, the most restrictive value is defaulted into the purchase order. ŁIf no Receipt Required value is on the Re quisition, the purchase order is created with the value of Unspecified .NoteUsers may not directly change the value on this form, but if authorized, can use the Purchase Order Form or the Receipt Required Indicator Maintenance form to override the value later. 4.Define the matching process via the drop-down list using the Purchase Order Form (FPAPURR). The value in the Receipt Required field is set initially to the most restrictive case found on associated requisitions. If document level matching is not used fo r requisitions or there is no associated requisition, the document will be initiated with a value of fiUnspecifiedfl. Accessing /nAugust 2014Banner Finance 8.10 2-207 User GuideProcessingthe Balancing/Completion window will set the Receipt Required field to match based on the system value. For example, if FOASYSC Purchase Order Amount Requiring Receipt = $500 and the purchase order total is $600, then the Re ceipt Required value is automatically set to Receipt Required .An authorized FOMPROF user (cleared fo r Purchase Order override) may update the value that is either defaulted or set by the form™s trigger. ŁIf approvals for purchase orders is enable d, the purchase order follows approvals processing prior to being posted. ŁIf approvals for purchase orde rs is disabled, the document is sent to the posting job. 5.The Posting Process (FGRACTG) posts the purchase order. A user who has the proper authority on FOMPROF can use the Receipt Required Value Maintenance Form (FPARRIM) to change the value of the Receipt Required field.6.Open the Invoice/Credit Memo Form (FAAINVE). NoteAuthorized users can override the default setting in this window. ŁWhen you access this form for the first ti me, the display-only field in the header reflects the value from the underlying purch ase order. This value may change when you access the Balancing/Completion window. ŁThe Invoice wrap-up routine checks the Re ceipt Required value and updates the field to the most restrictive case. Example:If the Invoice Amount Requiring Receipt is $500, the defau lt value for Receipt Required from the purchase order is No Receipt Required , and the Invoice amount is $600. The wrap-up routine reset s the Receipt Required value to Receipt Required . A message indicates this change, and if you have been granted override authority, you can reset the value to No Receipt Required and complete the document. NoteIf authorized, you can override the existing Receipt Required value. ŁWhen the document is mark ed complete, the system tests the value of the FAAINVE Receipt Required flag to dete rmine the value to set for the Invoice Complete indicator as follows: ŁIf the Receipt Required flag is set to Receipt Required , the invoice complete indicator is set to R and the invoice is forwarde d to the matching process. /n2-208 Banner Finance 8.10 August 2014User GuideProcessingŁIf the Receipt Required flag is set to No Receipt Required , the invoice complete indicator is set to Y and the invoice is forwarded to approvals or posting as appropriate. If you leave this document in process and re turn to it later, the new display-only field in the header reflects the value that was saved. 7.If the Complete indicator is R (Receiving Required), open the Receiving Goods Form (FPARCVD) to create a receiving document. Continue with Step 8. If the Complete indicator is Y (No Receipt Required), the document is forwarded to the appropriate process. Continue with Step 9. 8.The Matching/Receiving Process (FABMA TC) executes and compares Invoice and Purchase Order quantitie s/amounts. If sufficient quan tities have been received, the invoice is forwarded to the approvals or posting process as appropriate. The Matching/Receiving Process produces a report that lists un matched and matched documents. Use this report to review an d investigate potential receiving/invoicing problems. NoteA user who has the proper authority on FOMPROF can use the Receipt Required Value Maintenance Form (FPARRIM) to change the value of the Receipt Required field.9.The Posting Process (FGRACTG) posts the invoice. After successful posting, the invoice is available for payment. /nAugust 2014Banner Finance 8.10 2-209 User GuideProcessingStartFPAREQN FGRACTG FPAPOASFPAPURRFGRACTG FAAINVE NoYes Flagset? FPARCVD Receiving document created FABMATC Yes Invoice Approval? NoApproval Processing Invoice Posting JobFGRACTG fiReceipt Requiredfl value default from P.O. FAAINVE (fiReceipt Requiredfl Flag Prioritization) fiWrap-up Routinefl sets most restrictive case. Complete document End FAAINVE Choice to Override fiReceipt Requiredfl Value. EndReport /n2-210 Banner Finance 8.10 August 2014User GuideProcessingInternal Vendor Order Processing Internal Vendor Order Processing includes a standardized interface process that enables internal vendors to charge other department al and organizational customers for goods and services provided. Charges for internal vend or purchase are made directly to the appropriate accounts in the general ledger at the time of payment release. Unlike external vendor transactions, internal vendo r transactions are not invoiced. This process enables you to upload a file of expense, revenue, GL, encumbrance liquidation and adjustment tran sactions from internal vendors or other sources. The file is posted to the Banner Finance General and Op erating Ledgers. Text associated with the transactions is also loaded. Security Considerations Banner baseline object level s ecurity is used to identify wh ich user IDs are permitted to run the FUPLOAD, FURFEED, GUPDELT, FGRTRNI, GURDETL, FOMFSEQ, and GURTEXT processes. Fund level security is not invoked, since GURFEED documents do not route through Fund/Organization security. Interface transactions that error during FGRTRNI and/or FGRACTG processing will be available as incomplete Journal Vouchers, for correction. As with normal JV processing, staff responsible for correcting journal entries will need appropriate permissions, such as fund/organization, rule class, and user class as per site usage. Internal Controls You must develop internal control procedures to perform the following: ŁEnsure the upload process functions in accordance with your site™s policy. ŁProvide a document numbering schema that does not conflict with document numbers created duri ng the load process. NoteDocuments assigned numbers during the load process will not load successfully if another document exists in Banner Finance transaction history (FGBTRNH, FGBJVCH, and GURFEED). /nAugust 2014Banner Finance 8.10 2-211 User GuideProcessingThings to Remember ŁInternal Vendor Order Processing does not perform inventory tracking functions and does not affect the Stores Inventory module. ŁThe requesting department deci des if the purchase is to be filled by an Internal Vendor and would complete the appropriate form outside of Banner. ŁThe client is responsible for writing the extract process for eac h internal vendor used to select the appropriat e interdepartmental charges and create data files that can be uploaded to Banner. ŁData files uploaded to Banner must conform to a standard fixed file format as provided by Ellucian and accessi ble to the FUPLOAD process. ŁMaintenance of upload files is site-specific. ŁTransactions that include a Fixed Asset account will, through FGRACTG processing, create a record in the Temporary Origination Tag Table (FFBOTAG) if the System Control Form (F OASYSC) is set to process Journal Vouchers for fixed assets. ŁTransactions processed through this en hanced upload/interface are created as completed and approved documents. ŁTransactions processed through this en hanced interface are assigned the next available document number, using the two- digit document number prefix according to the System ID, if a document numb er is not present in the upload file. ŁThe necessary level of deta il in the interfaced transac tions (in addition to that required by system processing) is defined by the client and must facilitate future processing within Banner Fina nce and the Fixed Asset module. ŁNo encumbrance establishment will occur, only liquidations and adjustments to encumbrances established within Banner Finance. ŁBudget processing tran sactions will not occur. ŁTransactions requiring vendor pidm or one-time vendor codes will not occur. ŁTax processing will not occur. ŁCurrency conversion will not occur. Internal Vendor Setup 1.Open the System Data Mainte nance Form (FTMSDAT) to define all System IDs used in this process. Enter the fo llowing for each System ID: ŁEntity/Usage Code Œ FGBTRNI ŁAttribute Code Œ SYSTEM_ID ŁOptional Code #1 Œ SYSTEM_ID (user-defined value) /n2-212 Banner Finance 8.10 August 2014User GuideProcessingŁEffective Date Œ As desired ŁDescription/Title Œ As desired ŁShort Title Œ As desired ŁData Field Œ Two alpha characters , as shown in the following chart: 2.Optional) Open the Document Number Ma nagement Form (FOMFSEQ) to create any system ID/document number relationship, wh ere FUPLOAD is expected to create the document number. FOMFSEQ relationships are not necessary for a System_ID where the document number is supplied in the upload file. 3.(Optional) Open the Parameter Value Va lidation Form (GJAPVAL) and enter the System ID(s) established in Step One in the Parameter 01 Value. If any one System ID Parameter Value is entered here, all Syst em IDs that will be used by FUPLOAD must also be entered here. The following diagram shows the process flow for setting up internal vendors: CharacterDescription Allowable Values First character Format D - Detail S - SummarySecond character Transactions R - Rejects S - Suspends/nAugust 2014Banner Finance 8.10 2-213 User GuideProcessingInternal Vendor Order Processing 1.Create an input file to includ e related internal vendor charges. 2.Execute the Finance Upload to GURFEED Process (FUPLOAD) to save valid internal charge records. Data load confir mation (document numbers and record count) and related errors are listed in the resulting report. Data must conform to spec ific GURFEED population requirements.For detailed file- related details, refer to the fiReports and Processesfl chapter. If you run FUPLOAD in audit mode, the following processing occurs: ŁAll associated records are validated. ŁEdited rows are not committed (to GURFEED or GURTEXT). ŁA resulting FUPLOAD Report is generated The load process continues until all reco rds are read and passed through the edit process. If you run FUPLOAD in update mode, the following processing occurs: ŁIndividual input file docume nts are validated as follows: ŁThe System ID from the selected document ™s header record is compared to the input file™s system ID parameter. Start FTMSDAT GJAPVAL End FOMFSEQ /n2-214 Banner Finance 8.10 August 2014User GuideProcessingŁThe header record™s Doc. Code is verified. If a Doc. Code does not exist, a Doc. Code is generated. If the Doc. Co de is currently in use, an error is generated and the reco rd is not committed. ŁThe header record™s Transaction Date is checked for an open fiscal period based on the chart of acco unts on the detail record. ŁThe detail record™s encumbrance data ar e validated. If the encumbrance type is L, encumbrance validation is bypassed. ŁThe document™s trailer record is validated. ŁThe document™s text record sequence num bers are system-generated (starting at number 10, incrementing by 10, for each new document). NoteIt is possible to have successful an d unsuccessful docume nts in the same file.ŁSuccessfully validated data are wr itten directly to GURFEED/GURTEXT. Documents that do not pass validation tests are noted in the FUPLOAD Report. ŁSome required GURFEED table columns are not included on the various input file record types but ar e system-generated. ŁWhen document validation is complete, a resulting FUPLOAD Report (.lis and .log) is generated.ŁIf the input file's permissions are configured to accept changes, the file's extension is updated to processed to indicate job status. For ex ample, if the original input file™s name was filename.prn , it is changed to filename.processed. Maintenance of upload files is site-specific. ŁAny errors noted in the FU PLOAD report should be co rrected in the Internal Vendor data file or, preferably, within th e system used to generate the Internal Vendor data file. Specific corr ection methods are site-specific. ŁCorrected internal vendor data are resubmitted to Finance Upload to GURFEED Process (FUPLOAD) for additional processing. 3.(Optional) Execute the Document Detail Report (GURDETL) to review GURFEED data. If document data are considered invalid, ex ecute the Document Code Delete Process (GUPDELT) to remove invalid document(s). Warning It is recommended that access to the Document Code Delete Process (GUPDELT) be restricted to staff members responsible for maintenance of data in the GURFEED and GURTEXT tables. Caution should be exercised when selecting a document for removal. This process can be used for any document in GURFEED, not just those from FUPLOAD. As such, AR, Advancement, and HR information could be deleted without chance of recovery. /nAugust 2014Banner Finance 8.10 2-215 User GuideProcessing4.Execute the Finance Feed Sweep Process (FURFEED) to identify valid data for further processing.ŁIf document data are considered invalid , via FURFEED view mode, execute the Document Code Delete Process (GUPDELT) to remove invalid documents. ŁIf document data are considered valid, GURFEED data are loaded via FURFEED select mode, through FGBTRNI to the FGBTRNI table. 5.Execute the Interface Process (FGRTRNI) to populate FGBJVCH and FGBJVCD. The FOBTEXT table is loaded from records in GURTEXT. ŁDocuments that fail FGRTRNI edits are presented as incomplete Journal Vouchers in Banner Finance for user correction and completion. ŁDocuments that interface successfully are submitted for posting as Journal Vouchers. 6.Execute the Posting Process (FGRACTG) to store accounting data from Banner Finance transactions to the appropriate Banner Finance ledgers. The following flow charts illustrate internal vendor order processing. /n2-216 Banner Finance 8.10 August 2014User GuideProcessing/nAugust 2014Banner Finance 8.10 2-217 User GuideProcessingApprovals Processing This section identifies the forms and fields you need to define for minimum approvals processing. Approval forms include the following: ŁFinance Approval Menu (FINAPPR) ŁUser Approval Form (FOAUAPP) ŁDocument Approval Form (FOAAINP) ŁApprovals Notification Form (FOIAINP) ŁDocument Approval History Form (FOIAPPH) /n2-218 Banner Finance 8.10 August 2014User GuideProcessingŁApproval History Form (FOIAPHT) ŁApproval Queue Routin g Codes Form (FOMAQRC) ŁApproval Queue Maintenance Form (FTMAPPQ) NoteYou can only approve or disapprove documents on the User Approval Form (FOAUAPP) and th e Document Approval Form (FOAAINP). The Originating User can disapprove a doc ument using the Document by User Form (FOADOCU). When you disapprove (that is, deny) a document, the system inserts a record with a queue of DENY into the history table. Banner Finance documents are created online in document entry forms. These documents include Journal Vouchers, Automatic Journa l Vouchers, Encumbrances, Purchase Orders, Requisitions, Change Orde rs, Invoice/Credit Memos. Documents are distributed by the Approvals Pr ocess (FORAPPL) to all required approval queues based on accounting information. Acco unt information may include the following: ŁChart of AccountsŁFundŁFund Type ŁOrganization ŁAccount ŁAccount Type ŁProgramThe routing criteria determine which queue th e system will use to route a document. After determining the initial routin g queue, the system distributes the document to all the appropriate queues/levels necessary for final approval based on total document amount. Required Forms and Fields Approval Queue Maint enance Form (FTMAPPQ) The required fields in the Key Information of this form are Queue ID , Description , and Queue Limit . The queue contains levels of approv al necessary with appropriate approval limits by level. Once you establish approval queues using the Approval Queue Maintenance Form (FTMAPPQ), define the routings. The Approval Queue Routing Codes Form (FOMAQRC) displays the Queue ID in the Key Information. Selecting Next Block automatically queries the ro uting detail information. /nAugust 2014Banner Finance 8.10 2-219 User GuideProcessingApproval Queue Routing Codes Form (FOMAQRC) The required fields on this form are Document Type , Rule Group , and Chart of Accounts. System Control Maintenance Form (FOASYSC) ŁPopulate the Approval Override Indicator , by document type, with N to initiate the Approval Process. ŁPopulate the Approval Override Indicator , by document type, with I to initiate the Implied Approval Process. ŁPopulate the Approval Override Indicator , by document type, with Y to bypass the Approval Process. User Profile Maintenance Form (FOMPROF) Enter the User ID and User Name for which you want to establish NSF Override Authority in the Key Information. Sel ect Next Block and go to the NSF Override check box. Select the NSF Override check box to provide override authority. The NSF Checking Indicator enables you to control NSF Checking by document type at time of entry. The followin g document types have the NSF Checking indicator: Journal Vouchers, Encumbrances, Requisitions, Purch ase Orders, Change Orders, and Invoices. The default for this indicator is checked, which directs the system to perform NSF Checking when you enter any of these docum ents. If the box is unchecked, NSF Checking by document type will be delayed until posting. Approvals Process Flow The approvals process flow appears on the following page. /n2-220 Banner Finance 8.10 August 2014User GuideProcessingCompletedDocumentsOnlineforEncumbrances,Journal Vouchers,Invoice/CreditMemos,PurchaseOrders, ChangeOrders.andRequisitions UnapprovedDocumentTable (FOBUAPP) FOBUAPP_STATUS_IND=(N)ew 12Approvalsin ProcessTable (FOBAINP) ApprovalsProcess (FORAPPL) Does document havefinal approval? ApprovalsProcess (FORAPPL) ApprovalsProcess (FORAPPL) 9Approved Document Table (FOBAPPD) Note:Thisassumesapprovalsprocessingis turnedon.Ifapprovalsarenotbeingused,the documentiswrittenautomaticallytoFOBAPPD whencompleteandisforwardedtoPosting(FGRACTG). NextApprover No34578NSFQueue Yes 6Yes NoDoNSF Conditions Exist? /nAugust 2014Banner Finance 8.10 2-221 User GuideProcessing1.Complete documents using the appropriate online forms for encumbrances, journal vouchers, automatic journal vo uchers, invoice/credit memos, purchase orders, change orders, and requisitions. 2.When you complete the document, the system inserts a new row into the Unapproved Document Table (FOBUAPP). ŁStatus Indicator FOBUAPP_STATUS_IND =N. ŁThe Status Indicator does not recognize revised documents. Revised documents are new upon completion. ŁThe Unapproved Document Table (F OBUAPP) contains records for new documents based on document type, change sequence number, and submission number 3.The Approvals Process (FORAPPL) creates records for document s and inserts the records in the Approvals in Process Table (FOBAINP). ŁThe system enters documents into all the appropriate queues base d on data items, such as document type and document amount. ŁOnce a document successfully processes through FORAPPL, all queue(s) and level(s) required for approval are determined. Once determined, they are unaffected by changes in queue routing (defined on FOMAQRC) and queue limits (defined on FTMAPPQ). ŁIf the approval criteria are satisfied, the Approvals Process distributes the document into the appropria te queues. A document may appear in more than one queue. ŁIf you have not satisfied approval criteria, FORAPPL issues an error message and the record of this document remain s in the Unapproved Document Table (FOBUAPP). The Approvals Process genera tes all approval-type error message. ŁUpdate the document using the appropriate online approval forms. You cannot modify a completed document unless FO RAPPL denies approval. An example of approval criteria not being satisfied is an NSF condition. Re-save the document for approval. ŁYou may view the online queues and revi ew the commodities in the documents before you approve documents. ŁYou may transfer to the document deta il from the Document Approval Form (FOAAINP) and from the User Approval Form (FOAUAPP). ŁView the documents listed in the queu es on the Document Approval Form (FOAAINP).ŁThe system deletes records in the Appr ovals in Process Table (FOBAINP) when you have satisfied all approval levels for a completed document. /n2-222 Banner Finance 8.10 August 2014User GuideProcessing4.The system checks documents™ NSF conditio ns before they are inserted into the Approved Document Table (FOBAPPD). Th e system reserves the NSF Queue for approved documents with NSF errors only. 5.FORAPPL transfers documents with NSF co nditions to the Approvals in Process Table (FOBAINP). 6.If no NSF condition exists, the Approval s Process deletes the record in the Unapproved Document Table (FOBUAPP) an d inserts a record in the Approved Document Table (FOBAPPD). 7.The Posting Process (FGRACTG) updates the finance ledgers with document accounting information.NoteDocuments in approvals with transaction dates in an expiring fiscal period can be rolled forward to the first day of the current fiscal period to avoid posting to a period that has already been closed. Refer to fiFiscal Period Document Roll Process (FGPDROL)fl on page4-149 for additional information. Cancelling a Document After Final Approval You can cancel approved document s from the following forms: ŁInvoice/Credit Memo Cancel Form (F AAINVD) for invoice/credit memos ŁRequisition Cancel Form (FPARDEL) for requisitions ŁPurchase/Blanket Order Cancel Form (FPAPDEL) for purchase and blanket orders ŁChange Order Cancel Form (FPACDEL) for change orders Cancelling a Requisition When you create a requisitio n on the Requisition Form (FPAREQN), you may select Remove Record from the Request field and remove an incomplete document. To complete a document, enter the required da ta items and go to the Posting Control Information. Enter Y in the Complete field and select Next Block. If you select Remove Record from the Requ isition Commodity Information, you remove only the commodity and its accounting data. If you select Remove Record from the Key Information, you remove the document. An authorized approver may deny (that is, disapprove) approval of this document. Approve or deny documents using the User Approval Form (FOAUAPP) and the Document Approval Form (FOAAINP). The Or iginating User can disapprove a document using the Document by User Form (FOADOC U). If the system denies a document, the /nAugust 2014Banner Finance 8.10 2-223 User GuideProcessingdocument status is Incomplete. The Incomplete status enab les you to use the Remove Record function from FPAREQ N to remove the document. After final approval, the system updates the General Ledger for the total amount of the requisition. To cancel the document, access the Requisition Cancel Form (FPARDEL). Use FPARDEL to cancel a requisition document after the system has approved it. Once you save the canceled document, the system updates the General Ledger with a negative amount equal to the amount of the requisition. The system adjusts the available balance. You cannot modify completed and approved documents. Approval Queue Setup Approval Queue Maint enance Form (FTMAPPQ) Access the Approval Queue Maintenance Fo rm (FTMAPPQ). To establish a queue, specify the following. ŁEnter the approval code ID that you want to create or maintain in the Queue ID field. ŁEnter descriptive informa tion for the queue in the Queue Title field.ŁEnter the queue dollar limit in the Queue Limit field. This amount should be equal to the approval limit of the user at the highest level of the queue. This dollar limit defines the upper limit for document approval by any individual user within the queue.Notes The Queue Limit field should be less than or equa l to the dollar amount being approved by the highest level approver in the qu eue. It is this dollar amount in the Queue Limit field that acts as the trigger to move a docume nt into the next queue. The queue limit may be less than the approval lim it for any or all queue levels. Any document amount that exceeds the queue limit will look for a next queue for approval . If the document meets the criteria for moving forward to the next qu euefl it will be immediately available for approval by the next queue. Approval by the previous queue is not a prerequisite. If everything for this queue shou ld automatically go on to the Next Queue field, regardless of amount, set the Queue Limit field to zero. Select Next Block to the FORAQUS Informatio n. Use these fields to define levels of approval authority at various dollar amounts. The lowest level approver with in a queue should start at level 1. The approvals process searches for the lowest level approver. Multiple approvers ma y exist at a given level; however, all approvers at the same leve l require the same approval amount. /n2-224 Banner Finance 8.10 August 2014User GuideProcessingThe lowest level approver can view all documents that come into the queue while each successive user only sees those documents with a dollar value higher than the limit of the last approver. View documents from the User Approval Form (FOAUAPP) and the Document Approval Form (FOAAINP). The higher level approvers are now able to see if all subordinate levels have already approved the document. The higher levels are now able to fiforcefl the lower level(s) of approval. The approver displays as the appr overs of the lower level if they do so. Example:Enter a document for $1500.00 into the system on 6/28/9 6. The system routes it to queue Q1.Q1 is defined as follows : Queue limit is $10,000. Queue level 1 is $1,000. Queue level 2 is $5,000. Queue level 3 is $10,000. Queue level 1 has User ID FIMSUSR1; effective 06/01/96. Queue level 1 has User ID FIMSUSR2; ef fective 07/01/96 terminated 07/31/96.Queue level 2 has User ID FIMSUSR3; effective 06/01/96. Queue level 3 has User ID FIMSUSR4; effective 06/01/96. The system writes two records to the Docu ment Approval Form (FOAAINP) for the document, indicating that the system requires Queue Q1 level 1 and Queue Q1 level 2 approval. On 06/29/96, only FIMSUSR1 can approve level 1 and FIMSUSR3 can approve level 2. For the month of July, FIMSUSR2 can approve level 1. FIMSUSR3 can force level 1 approval if de sired, even though FIMSUSR3 is not at level 1. If you reduce Q1's limit of $10,000 to $1,000, it has no effect on the routing of this document because the routin g is already determined. If FIMSUSR1 has its approval privileges terminated as of 06/28/96, it could not approve on 06/29/96. Warning This would mean that no one could approve level 1 until FIMSUSR2 became valid on 07/01/94. Again, FIMSUSR3 could force approval. /nAugust 2014Banner Finance 8.10 2-225 User GuideProcessingThe system discards duplicate records from the Approvals in Process Table (FOBAINP). Records present in the Approval Process (F ORAPPL) remain unaffected by changes in queue level amounts or user amounts. Th e system reads these queue values when FORAPPL executes.The Approvals Notification Form (FOIAINP) displays when you initially request a Banner Finance form. The Approvals Notific ation Form (FOIAINP) displays documents for which you are the next approver by Document Type and Document Count. The Approval Queue definitions and limits determine who is the finext approver.fl FOIAINP displays documents at the lowest ap proval level for the user currently logged on. Enter Y at the Transfer to Approval Screen prompt and select Enter to access the User Approval Form (FOAUAPP). Queue Routing Setup Once you establish the Approval Queues us ing the Approval Queue Maintenance Form (FTMAPPQ), define the routing. The Approval Queue Routing Codes Form (FOMAQRC) enables you to establish routing paths for documents by Document Type, Rule Group, and Chart of Accounts. Optionally, you may define a variety of accounting information to the route. A queue may have more th an one routing criterion. Enter a valid queue ID. Th e description will display. List is available. Select Next Block to query routing criteria for the queue ID. The required fields on this form are Document Type , Rule Group , and Chart of Accounts. The following fields further define your routing criteria. ŁFund - The system validates fund codes using the Fund Validation Table (FTVFUND). List is available. If you enter a high level fund, the system routes its subordinate funds to this queue unless a more specific queue definition exists containing the subordinate fund or a fund closer in the hierarchy. ŁFund Type - The system validates fund type codes using the Fund Type Validation Table (FTVFTYP). List is available. You ma y enter either Level 1 or 2 Fund Types. Use these fund type levels to differen tiate the routing of Unrestricted and Restricted Funds, if applicable at your site. ŁOrgn - The system validates organization c odes using the Organization Validation Table (FTVORGN). List is available. Popu late this field to route documents for approval based on departmental requirements. ŁAcct - The system validates account cod es using the Account Validation Table (FTVACCT). List is available. Define this field to further specify document routings./n2-226 Banner Finance 8.10 August 2014User GuideProcessingŁAcct Type - The system validates account type codes using the Account Type Validation Table (FTVATYP). List is availabl e. Define this field to further specify document routings. Use an account type code to route certain types of accounts (for example, Capital Equipment Purchases). ŁProg - The system validates program codes using the Program Validation Table (FTVPROG). List is available. Populate th is field to route documents for approval based on departmental requirements. For example, if a queue contains a Fund and another queue contains an Organization, and you enter a document with both values defined, the system routes the document to the queue defined with the Fund versus the Orga nization. Define the precedence by the order of the values as displayed on FOMAQRC. Fund takes precedence over Fund Type. Fund and Fund Type take precedence over Organi zation. Organization takes precedence over Account. The system uses the following selection criteria when an exact match does not exist: ŁAny combination of fund, organization, and account match. Fund has a higher selection criteria than organization, and or ganization has a higher selection criteria than account for those records that have the same number of matches. ŁThe fund matches on this form and the transaction awaiting approval. ŁThe organization matches on this form and the transaction awaiting approval. ŁThe account matches on this form an d the transaction awaiting approval. ŁThere are no matches. However, the system matches the record that is the least number of levels away from the transactio n. (Specify levels using the validation forms for fund, organization, and account.) Fund has a higher selection criteria than organization, and organization has a higher selection criteria than account for those records that are the same number of levels away from the transaction. Direct Cash Receipt Approvals The Approval Process allows you to rout e Direct Cash Receipt documents. To accommodate this feature and to invoke rule classes, the rule group DCRG contains the following rule classes whic h were established for the DCR document type: DCSR - Direct Cash Receipt RBTR - Return Rebate Cash Receipt TAXR - Remove Tax Liability on Cash Receipt /nAugust 2014Banner Finance 8.10 2-227 User GuideProcessingThe following is the recommended proced ure for direct cash receipt approvals: 1.Verify that the rule classes ( DCSR, RBTR, TAXR ) are part of your production seed data. 2.Verify that a new Direct Cash Receipt Rule Group ( DCRG) is valid in your production seed data and that the rule classe s listed above are linked to this rule group on the Rule Group/ Rule Class S ecurity Maintenance Form (FOMRGRC). 3.Create new approval queues for routing Dire ct Cash Receipts through the Approval Queue Maintenance Form (FTMAPPQ). 4.Set up approval routing criteria for the ne w approval queues on the Approval Queue Routing Codes Form (FOMAQRC). 5.Click the Approval Override button on the System Co ntrol Maintenance Form (FOASYSC) to go to the Approval Override Information Window. 6.On the Approval Override Information Window, select an option from the Cash Receipts pull-down list to run the document through or to bypass the approvals process. Document Level Accounting and Commodity Level Accounting Document Level Accounting Document Level Accounting enables you to as sign account distributions at the document level, rather than to specif ic commodities. This means you have less data to enter and spend less time processing do cuments. For a large document, which you may charge entirely to the same accounting di stribution or distributions, this means you only have to enter the distributions once per document, instead of for each co mmodity record. In addition, when you assign accounting distribu tions at the document level rather than commodity level, fewer records are stored on the transaction history tables and document accounting tables. You can select the Document Level Accounting check box in the Invoice/Credit Memo Header window of the Invoice/Credit Memo Form (FAAINVE), or in the Commodity/ Accounting window on the Invoice/Credit Memo Form (FPAREQN) or the Purchase Order Form (FPAPURR). If you select the Document Level Accounting check box, the system expects and manages accounting distributions for the docume nt in total. When you make changes to commodities, such as quantity or unit prices ch anges, the resulting change in dollars is /n2-228 Banner Finance 8.10 August 2014User GuideProcessingshared by all the accounting distributions, de pending on the amount and percentage each accounting record owns of the document total. On the Change Order Form (FPACHAR), the Document Level Accounting check box default value comes from the purchase order. Th e indicator displays as selected or cleared and cannot be changed. Warning Do not mix the two types of accounting (Document Level Accounting and Commodity Level Accounting) within documents or between documents. If you clear the Document Level Accounting check box, you must assign accounting distributions to specific commodities (C ommodity Level Accounting). The check box default is selected, even for purchase orders you create from rush orders. This indicator field governs the processing of the entire document. Once you create accounting records, you can no longer switch the Document Level Accounting indicator. If you decide to change from Document Level Accounting to Commodity Level Accounting (or vice versa), delete the existing accounting record s, return to the Commodity block of the Commodity/Accounting window and reset the indicator. With two different types of document processing available, it is very important to understand that you cannot mix the two types within documents or between documents. ŁIf you create a requisition as a Document Level Accounting document that you roll into a purchase order, that purchase or der becomes a Document Level Accounting document. ŁConversely, if you create a requisition that is a Commodity Level Accounting document, the purchase order must be a commodity level purchase order. On each of the document forms, th e system displays error m essages to indicate whether a conflict exists.Once you choose between Document and Commodity Level Accounting, enter the commodity items. Regardless of the accounting method, you enter commodities the same way. To create all of your commodity ite ms first and move from one commodity to another, use Next Record and Previous Record. Alternatively, you can create one or more commodity records, select Next Block, and enter the Accounting Block of Commodity/ Accounting window in order to specify th e account distribution(s) for the document. Commodity Level Accounting For new purchase orders, requisitions, or invo ices, you can set the default accounting level to Commodity Level Accounting instead of Document Level Accounting. If your site currently uses Document Level Accounting as th e default, and you want to continue this practice, you do not have to do anything. The level you choose cannot be changed afte r the accounting sequences are created. /nAugust 2014Banner Finance 8.10 2-229 User GuideProcessingYou can choose to use Commodity Level A ccounting for all documents (Requisitions, Purchase Orders, Invoices) or sel ectively for specific documents. For All Documents To set up Commodity Level Accounting for all procurement documents, perform the following steps. The effective date you enter on FTMSDAT esta blishes the initial date that Commodity Level Accounting goes into effect. For example, if you enter a past or current date on FTMSDAT, all documents created from then on will use Commodity Level Accounting. If, instead, you enter a future date on FTMSDAT, Commodity Level Accounting will not take effect until that date. 1.Access the System Data Maintenance Form (FTMSDAT). 2.In the Entity or Usage Code field, enter ALL_DOCS.3.In the Attribute Code field, enter ACCOUNTING_LEVEL .4.In the Data field, enter Commodity_Level. 5.Save.You can turn off this setting on FTMSDAT by terminating the record or changing the record status to inactive. For Specific Documents To set up Commodity Level Accounting for specific documents only, perform the following steps. The effective date you enter on FTMSDAT esta blishes the initial date that Commodity Level Accounting goes into effect. For exampl e, if you enter a past or current date on FTMSDAT, all documents created from then on will use Commodity Level Accounting. If, instead, you enter a future date on FTMSDAT, Commodity Level Accounting will not take effect until that date. 1.Access the System Data Maintenance Form (FTMSDAT). 2.In the Entity or Usage Code field, enter the type of document for which you want to use Commodity Level Accounting. ŁREQ for requisitions ŁPO for purchase orders, rush orders and blanket orders ŁINVOICE for invoices /n2-230 Banner Finance 8.10 August 2014User GuideProcessing3.In the Attribute Code field, enter ACCOUNTING_LEVEL.4.In the Data field, enter either Commodity_Level or Document_Level. 5.Save.You can turn off this setting on FTMSDAT by terminating the record or changing the record status to inactive. Commodity Level vs. Docu ment Level Accounting Invoice Accounting Distri bution Window (FAAINVE) Once you enter the Invoice Accounting Distribution window on FAAINVE, some distinctions between Commodity Level and Document Level Accounting documents become apparent. If you assign accounting distributions to the docu ment in total, the item number associated with any accounting distribution on the documen t is zero. Therefore, at the top of the Invoice Accounting Distribution window, you do not see a value in the Item number field, and the Commodity field reads ‚Document Acctg Distribution.™ If the document uses Commodity Level Accounting, these fields display the specific item number and description for the commodity. If you select the Document Level Accounting check box, you do not have to enter the dollar amounts when you enter the account distribution. The system incorporates a redistribution process into the Wrap-Up routine, which allocates and enters the amounts to the account distributions based on the su m of the commodity dollar amounts. If you process the document with Commodity Level Accounting (for example, the Document Level Accounting check box cleared), you must ente r amounts when you create the accounting distributions, with the excep tion of the Requisi tion. For additional information, refer to fiAutomatic Accounting Redistributionfl on page2-232 .For both kinds of documents, enter amounts as specific dollar amounts or with assigned percentages. Once you enter a percentage in this window, the system stores it in the database. If the amount on the commodity changes, the Wrap-Up process recalculates the amounts based on these stored percentag es. For additional info rmation, refer to fiAutomatic Accounting Redistributionfl on page2-232 . Once you create the accounting records, selec t Next Block to go to the Balancing/ Completion window and complete the document. /nAugust 2014Banner Finance 8.10 2-231 User GuideProcessingEncumbrances and Invoices You can use the Invoice Credit/Memo Form (FAAINVE) to liquidate an encumbrance created using the Encumbranc e Maintenance Form (FGAENCB). Unlike Purchase Orders, you create these encumbrances without commodity items. Select General Encumbrance from the Invoice Type pull-down list on the main window of FAAINVE. When you bring an encumbrance into FAAINVE, the system automatically creates an item when you mo ve from the Invoice/Credit Memo Header window into the Commodity Information window. For this reason, an Invoice that liquidate s an encumbrance that you create in the Encumbrance Maintenance Fo rm (FGAENCB) must be a commodity level accounting document. Refer to an encumbrance that yo u create with the Encumbrance Maintenance Form as a General Accounting Encumbrance. Accounts Receivable and Invoices On Invoices which you create for refunds by Accounts Receivable processing, the Document Level Accounting check box default value is cl eared, indicating a Commodity Level Accounting document. Commodity/Accounting Wind ow (FPAPURR, FPAREQN, FPACHAR) Once you enter the Accounting block of Commodity/Accounting window on FPAPURR, FPAREQN, or FPACHAR, some distinctions between Commodity Level and Document Level Accounting documents become apparent. The Document Level Accounting indicator is visible at the top of the window to act as a visual reminder of what type of processing you have selected for the document. Based on the type of processing selecte d, the Commodity/Accounting window is dynamically redisplayed with fields appropriate for working within the selected processing type. For details, refer to the following table. /n2-232 Banner Finance 8.10 August 2014User GuideProcessingCompleting the DocumentFor both Document Level and Commodity Level Accounting documents, you can enter amounts as specific dollar amounts or wi th assigned percentages. Once you enter a percentage in the Accounting Block of Commodity/Accounting window, the system stores it in the database. If you enter a specific doll ar amount the percentage is calculated and stored in the database. Therefore, if the am ount on the commodity changes, the Wrap-Up routine recalculates the amounts based on these stored percenta ges. For additional information, refer to fiAutomatic Accounting Redistributionfl on page2-232 .Once you create the accounting record s, select Next Block to access the Balancing/Completion window and complete the document. Automatic Accounting Redistribution Automatic reallocation of amounts occurs at the accounting leve l when you make a change to an existing commodity record on a do cument. This eliminates the need to adjust Type of Accounting Fields Displayed NotesDocument LevelCommodity Line Total Document Commodity Total Document Accounting Total Remaining Commodity Amount Be sure the amount in the Document Commodity Total field equals the amount in the Document Accounting Total field.Remaining Commodity Amount displays the difference between the net total of all commodities entered on the document and the net total of accounting distributions entered on the document. Commodity LevelCommodity Line Total Commodity Accounting Total Remaining Comm Amount Be sure the amount in the Commodity Line Total field equals the amount displayed in the Commodity Accounting Total field for each commodity entered. Remaining Comm Amount displays the difference between the net total of the currently selected commodity and the net total of all the accounting distributions entered for the selected commodity. /nAugust 2014Banner Finance 8.10 2-233 User GuideProcessingaccounting distributions when you make a change in quan tity or unit price to a commodity record. The system automatically distributes this change to the accounting distributions based on the percentage of the total held by each accounting distribution. For this process to automatically recalculate the amounts based on th e stored percentages, the total of the percentages (either assigned or calculated) must equal 100%. Until the percentages are set to 100%, you will be required to manually update the Accounting amounts or assigned percentages fo r each accounting distribution entered. For Document Level Accounting, the percen tage is based on do cument total. For Commodity Level Accounting, you change the total relate d to the specific commodity. The Wrap-Up routine accommodates currency conversion calculations and also prevents rounding problems encountered when you process certain kinds of tax-related transactions. The Wrap-Up routine includes two processes: ŁThe first process examines the amounts fo r all the accounting records for a specific commodity and determines if the detailed accounti ng amounts add up to the summary amounts on the co mmodity record. If not, a rounding error must be corrected. The process corrects the roundin g error and sends you a message that states that the system h as corrected a rounding error. ŁThe second process calls the Available Balance process, if appropriate. If the Available Balance process determines that there are insufficient funds, the system sets the NSF Suspense flag on the accounting record to Y.Automatic Accounting Reallocation Use the Access Completion check box (in conjunction with the suspense indicators on the commodity and accounting record s) to determine when to a llocate amounts automatically to accounting distributions. In the Purchase Order Form (FPAPURR), Change Order Form (FPACHAR) and Requisition Form (FPAREQN), the Access Completion check box is replaced with a Distribute check box since the Commodity and Accounting blocks exist on the same window. The fundamental difference between these two check boxes is that Access Completion only completes its related processes when used in conjunction with the Next Block function. The Distribute process comp letes its related function when used in conjunction with either Next Block or th e link to the Balancing/Completion window. When you first create a commodity record, the Access Completion/Distribute check box is left cleared until you create accounting distributions. Once you create accounting distributions, the Access Completion/Distribute check box default value is selected. Differences in accounting rea llocation functionality between the two types of document processing are explained in the following sections entitled fiAllocating Document Level /n2-234 Banner Finance 8.10 August 2014User GuideProcessingAccounting Records fl on page2-234 and fiAllocating Commodity Level Accounting Recordsfl on page2-234 .For this process to automatically recalculate the amounts based on th e stored percentages, the total of the percentages (either assigned or calculated) must equal 100%. Until the percentages are set to 100%, you will be required to manually update the Accounting amounts or assigned percentages fo r each accounting distribution entered. Allocating Document Level Accounting Records If a commodity record exists and accounting records exist for the document when you initially query the commodity, the Access Completion/Distribute check box default value is selected. If you select Next Block at this point and select the Access Completion/Distribute check box, the system automatically allocates the change of the new dollar amount to the accounting distribu tions. If using the Access Completion check box, it th en automatically opens the Balancing/Completion window. It is not necessary to go to the Accounting window to manually reallocate the amounts in this case. If usin g Distribute, it navigates to Accounting block and displays the updated dollar amounts. To change unit prices on mu ltiple commodity records on a Document Level Accounting document, make the change to the first commodity and select Next Record to add or change the next commodity. Executing Next Record saves your changes and takes you to the next commodity, but does no t reallocate the chan ge at this time. Once you complete your changes, leave Access Completion/Distribute selected, and then select Next Block or click on the Balancing/Completion link to al low the system to distribute the changes. If you prefer to enter specific accounting amounts, leave Access Completion/Distribute cleared. When you select Next Block in th is case, the system does not automatically allocate the amounts. You can distribute the amounts among the accounting distributions as you wish. Once you make the desired changes, select Next Block from the Accounting window or click on the Balancing/Comp letion link to access the Bala ncing/Completion window and complete the document. Allocating Commodity Le vel Accounting Records Accounting amounts are reallocated diff erently for Commodity Level Accounting documents. Like Document Level Accounting, the Access Completion/Distribute check box remains cleared until you create accounting records. The system automatically selects the Access Completion/Distribute check box once you create an accounting record. The system reallocates accounting amount s when you select Next Block in a Commodity Level Accounting document. /nAugust 2014Banner Finance 8.10 2-235 User GuideProcessingSince the system links accoun ting records to specific commodity items, you must invoke the Wrap-Up routine when you move from one commodity record to the next. You may still clear the Access Completion/Distribute check box and select Next Block to enter the Accounting window and allo cate the amounts manually. Request Processing For information about Banner Fina nce eProcurement, refer to the Finance eProcurement for HigherMarkets Banner Handbook .Creating a Requisition To create a requisition, access the Requ isition Form (FPAREQN) from the Request Processing Menu (FINREQST). Use this fo rm to create and maintain the header, commodity, and accounting info rmation for requisitions. For detailed information about the FPAREQN form, refer to the online help. You have two options when you create the accounting information for the requisition. Document Level Accounting enables you to assign accounting distributions to the document in total. Commodity Level Ac counting enables you to assign account distributions to individual commodities. The advantages of Document Level Accounting are reduced data entry time and a reduced number of records stored in the requisitio n accounting and transaction history tables. You must retain the accounting method that you choose for a given requisition through all subsequent related documents. Entering Currency Conver sion Information on a Requisition Unless you specify otherwise, all entered amounts are in the base currency of your installation. To verify this currency, refer to the Installa tion Control Form (GUAINST). When you select a foreign vendor, you can enter a currency code in the Currency Code field in the Requisition Commodity Supplemental Data Window. Select List to select from a Currency Code Validation Window. When you enter an established vendor, the vendor's currency code defaults into this field.The system calculates the converted amount (by dividing the input amount by the exchange rate) at both the co mmodity and accounting levels. The system uses the converted amount for Available Balance checking and posts this amount to the ledgers./n2-236 Banner Finance 8.10 August 2014User GuideProcessingTo view the converted amounts, navigate to the Currency Conversion Window. To access this window, select Count Hits from either the Quantity or Unit Price fields in the Requisition Commodity Data Window or from anywhere with in the Requisition Accounting Data Window. Currency Conversion and Do cument Level Accounting When commodities are brought forward from a requisition in the Currency Conversion process, the accounting distributions are br ought forward based on the proportionate amounts of the commodity to the document total. For example, assume that you have a requis ition with two commodities, each valued at $100.00. If the requisition has tw o accounting distributions at th e document level, it brings forward $100.00 of accounting distributions if one of the two items is assigned to a purchase order. The system di stributes the $100.00 of accounting distributions based on the percentage of the document tota l each accounting distribution holds. Automatic Accountin g Redistribution The system reallocates amounts at the acco unting level when you change an existing commodity record on a document. This e liminates the need to adjust accounting distributions when you make a change in qu antity or unit price to a commodity record. The system distributes this change to the a ccounting distributions based on the percentage of the total each accoun ting distribution holds. This feature is available for both Document Level Accounting and Commodity Level Accounting document processing. For Document Level Accounting, this percentage is based on document total; for Commodity Level Accounting, th is percentage is based on the total as it relates to the spec ific commodity that you change. Changes to commodity records occur in the Requisition Form (FPAREQN), Purchase Order Form (FPAPURR), and Change Order Form (FPACHAR). For additional information, refer to the online help for each of these forms. Wrap-Up Routine This routine accommodates currency conversion calculations and tax calculations, as well as online budget availability checking. It includes two processes: ŁThe first process examines the amounts fo r all the accounting records for a specific commodity and determines if the detailed accounti ng amounts add up to the summary amounts on the co mmodity record. If they do not add up, a rounding error occurs. This process corrects the roun ding error and sends a message that a rounding error has been corrected. ŁThe second process calls the Available Balance process, if appropriate. If this process determines that there are in sufficient funds, it sets the NSF Suspense flag on the accounting record to Y./nAugust 2014Banner Finance 8.10 2-237 User GuideProcessingAn additional process enables you to save accounting chang es automatically on the basis of commodity changes without reentering the Requisition Accounting Data Window. When appropriate (see below), the first process reallocates the sum of the commodity amounts to the accounting dist ributions based either on an equal allocation (if no percentages appear in the accounting reco rds or if you use stored percentages). Remember, when you enter accounting informa tion, you may reallocate the amounts on a percentage basis. Also, when you create a pu rchase order from this requisition, the system calculates the proportions of the accountin g to the commodity and stores them as percentages in the purchase order. Automatic Reallocation In the Commodity Data Window of each of the purchasing forms, there is an Access Completion check box to facilitate the automatic real location process. This check box, in conjunction with the suspense indicators on the commodity and accounting records, determines when to allocate amounts auto matically to the accounting distributions. If no accounting distributions exist, the Access Completion check box defaults to unchecked. You cannot check this check box until you create accounting distributions. The system automatically checks the Access Completion check box once you create accounting distributions, the box defaults to checked each time a commodity record displays regardless of the type of docu ment processing selected. However, the functionality for Document Level Accounting is slightly different than for Commodity Level Accounting.Document Level Accounting If a commodity record exists an d accounting records exist for the document when you first query the commodity, the Access Completion box is checked. If you make a change to the commodity (for example, if you cha nge the unit price), the commodity Suspense indicator displays Y. If you select Next Block with the Access Completion box checked, the system automatically reallocates the change in terms of the ne w amount to the accounting distributions and opens the Ba lancing/Completion Window. You do not need to reallocate the amounts manually in the Accounting Data Window. To make changes to unit pr ices on multiple commodity re cords on a Document Level Accounting document, change th e first commodity record and select Next Record to add or change the next commodity . This saves your changes and takes you to the next commodity record, but it does no t automatically reallocate the change at this time. Once you complete all your changes, select Next Block to have the system distribute the changes. If you prefer to enter specific amounts for the accounting, uncheck the Access Completion box. When you select Next Block at this point, the automatic redistribution does not take place, and the Accounting Data Window opens. /n2-238 Banner Finance 8.10 August 2014User GuideProcessingDistribute the amounts among the accounting di stributions as desired. When you complete the changes, select Next Block to open th e Balancing/Completion Window and complete the document. Commodity Level Accounting The allocation process for Commodity Level Accounting documents differs somewhat from Document Level Accoun ting. As with Document Level Accounting, the Access Completion box remains unchecked un til accounting records are created, and you cannot access the check box. Once you create an accounting record, the sy stem automatically checks the Access Completion check box. However, unlike the Document Level Accounting, the system auto matically reallocates accounting amounts when you select Next Block or Next Record in a Commodity Level Accounting document. Since the system links accoun ting records to speci fic commodity items, you should invoke the Wrap-Up routine when you move from one commodity record to the next. You may still uncheck the Access Completion check box. Select Next Block to enter the Accounting Data Window and a llocate the amounts manually. Whether you use Comm odity Level or Document Leve l Accounting on the Requisition Form (FPAREQN), you can leave the amounts on the Accounting Window blank, and the form will automatically allocate the amounts. When you incorporate this ad ditional process into Wrap-U p, you can enter accounting distributions without entering dollar amounts on Document Level Accounting documents. Purchase Order Processing Use the Purchase Order Form (FPAPURR) to create and issue purchase orders. This form calculates percentage distribu tions based on accounting sequences from a requisition. It also calculates currency conversion amounts when you purchase fro m a foreign vendor. Access this form from the Purchase Order Processing Menu (FINPO). NoteFor information about Banner Finance eProcurement, refer to the Finance eProcurement for HigherMarkets Banner Handbook .Creating a Purchase Order For detailed information about creating a Purcha se Order, refer to the online help for the Purchase Order (FPAPURR) form. You can create a purchase order with either a general ledger account or an expense account. You cannot combine these two differen t accounts on the same purchase order. /nAugust 2014Banner Finance 8.10 2-239 User GuideProcessingIf you create a purchase order from a requisition, you must designate it as an expense purchase order. Note that when you create a purchase order from an existing requisition, you must use the same method of accoun ting that you used on the requisition. If you create a purchase order with Commodity Level Accounting, you may assign account distributions to speci fic commodities, if necessary. If you create a purchase order with Docu ment Level Accounting, assign accounting distributions to the purchase order document in total. Document Level Accounting h as the following advantages: ŁReduced data entry time. ŁFewer records stored by the system in the purchase or der accounting and transaction history tables. Date Processing Even though you may roll encumbrances from a prior year if the accrual period is still open, you can also enter a transaction date fo r the purchase order into the prior year. The system treats this purchase order as if yo u had rolled it as a comm itted encumbrance. The system posts this balance to th e general ledger for the prior year for which you enter this transaction.Currency Conversion Unless you specify otherwise, all amounts are entered in the installation's base currency. This currency is referenced on the Installation Control Form (GUAINST). When you select a foreign vendor, enter a currency code in the Currency Code field in the Vendor Information Window. Click the butto n or select List to select a currency code from a list window. When you enter an established vendor, the associated vendor's currency code defaults into the field from the vendor record. The system calculates the converted amount (input amount divided by the exchange rate) at both the commodity and accounting levels. The system uses the converted amount for available balance checking and posts this amount to the ledgers. To view the converted amounts: 1.Open the Currency Conversion Window. 2.Select Count Hits from either the Quantity or Unit Price fields in the Purchase Order Commodity Data Window or from anywhere within the Purchase Order Accounting Data Window. /n2-240 Banner Finance 8.10 August 2014User GuideProcessingCommodity Tax Information If you use the tax features of Banner Finance, then you must select the Tax Processing On box on the System Control Maintenan ce Form (FOASYSC) and also select a Default Tax Group Code . You can establish tax groups at the Ship-To or commodity levels. At the header level, the system looks to the Ship Code for a tax group. If no tax group exists on the Ship Code, the system uses the default tax group on the Sy stem Control Maintenance Form (FOASYSC). At the commodity level, the form looks for a tax group on the commodity record (FTVCOMM). If a tax group does not exist, the tax group defaults from the header. Other options for commodity tax information: ŁYou should always set up a no-tax group on the tax group table to use when you do not want to tax either an entire docume nt or certain commodities on a document. ŁYou can view the tax calculations and how the system distributes them by selecting Next Set of Records from either the Commodity Data Window or the Accounting Data Window. ŁYou can calculate tax rates in a simple or compounded manne r at the commodity level. Creating a Change Order Access the Change Order Form (FPACHAR) from the Change Order Processing Menu (FINCO). Use this form to revise header, commodity, and accountin g information on the current purchase order or blanket order. There are some important exce ptions when you revise purchase order information using the Change Order Form. You cannot change the Vendor , the Document Level Accounting indicator, or Currency code with a change order. In addition, you cannot change an Expense Purchase Order to a G/L Purchase Order or vice versa. The Document Level Accounting box in the Change Order Header Information Window indicates whether the purchase order or change order document assigns account distributions to the entir e document in total or to specific commodities. /nAugust 2014Banner Finance 8.10 2-241 User GuideProcessingMain Window The main window contains the Purchase Order and Blanket Order number fields. 1.Enter the number of the purchase order or the blanket order which you wish to revise. A button and List are available for both fi elds. To revise a blanket order, leave the Purchase Order field blank. 2.Enter NXT in the Change Sequence Number field to have the system generate the next available change sequence number. You cannot generate a new change order sequence number until you complete, approve, and post the previous purchase order and/or blanket order. 3.If you need to revise the entire order, check the Change All box. Select Next Block to access the Change Order Header Information Window. To select specific line items from the order to modify, check the Select Items box. If Select Items is checked, Next Block navigates you to the Purchase Order Item Selection Form (FPQCHAP) to select items. You can also a ccess FPQCHAP by checking the Select Item box in the Change Order Commodity Data Window and selecting Next Item. Change Order Header Information Window A copy of the current header information defaults into this window; you may update the fields as necessary. 1.The purchase order Order Date field represents the date associated with the change order. It defaults to the system date, bu t may be changed. The purchase order date from the original purchase order remains unchanged. 2.The Transaction Date is a required field that determin es the fiscal period. It defaults to the system date, but also may be changed. 3.The Buyer code and Ship Code are required fields. If you change the Discount code , the system adjusts all items au tomatically for the new order. 4.The Document Level Accounting indicator defaults from the original order and cannot be changed. If this field shows Y, then Document Level Accounting is in effect. Document Level Accounting enables you to assign an account distribution(s) to the document in total. If this field shows N, then Commodity Level Accountin g is in effect which enables you to assign different account di stributions to each commodity. 5.If Document Level Accounting is in effect and you wish to change only the accounting distribution, you may check the Change Accounting Only box, which permits changes to the accountin g distribution information only. /n2-242 Banner Finance 8.10 August 2014User GuideProcessingBecause you cannot process a procurement document without both a commodity and an accounting record, the form automatically brings in a commodity from the purchase order. This results in the system creating a commodity record for the change order, even though no changes were made to the commodity. When you query the Purchase/Blanket/Change Order Form ( FPIPURR) for the specific change, a commodity record displa ys with zero amounts. 6.Click Document Text or select Block Menu to access the Procurement Text Entry Form (FOAPOXT). 7.If you are changing only the header informatio n on this order, select Previous Block to access the Balancing/Completion Wind ow and complete the change order. Change Order He ader Supplemental Data Window In this window, optional information such as the FOB Code, the chart of accounts Class Code, and the Carrier may be changed. The Currency code cannot be changed. If the current record ha s header text, you may copy it into the change order by checking the Copy Text from Current box and selecting Save . Vendor Information Window The Vendor and Name (unlabeled) fields default and may not be changed. You can enter and change informatio n in both the vendor Address Code and Sequence Number fields, but the combination of these fields must be valid for you to save the record. Document Indicators Window 1.Check the NSF Checking box to have the system perfo rm budget checking online. 2.If the Deferred Editing box is unchecked, ongoing editing of the document is performed by the system. Chec k this box to activate the deferred editing feature. This feature speeds up system processing, but di sables the system from displaying online errors immediately. Change Order Commod ity Data Window Use this window to revise th e commodity information. The order and vendor information defaults. 1.You may check the Select Item box and select Next Item to navigate to the Purchase Order Item Selection Form (FPQCHAP) and select individual commodity items. The Purchase Order Item Selectio n Form lists the items from th e original order. To select all of the items, check the Change All box and click or select Save . To choose a specific item, check the box at the right of the item record and click or select Save. To /nAugust 2014Banner Finance 8.10 2-243 User GuideProcessingreturn to the Change Order Form, select Exit. Select Next Block to access the commodity data. If Select Item is not checked, you may select Next Block to access the commodity information. 2.Enter the Item number if you know it, or select Next Item to enter or change the Commodity code (or the commodity Description if you do not specify a commodity code). You have several navigation options from the commodity fields: ŁSelect List from the Commodity code field to access the Commodity Validation Form (FTVCOMM) and select a commodity. ŁSelect Count Hits from the Commodity code field to access the Vendor Products Validation Form (FPVVPRD). This form displays a list of commodities which are available from the requested vendor. ŁSelect Execute Query from the Commodity code field to access the Vendor Products Query Form (FPIVPRD). This form displays a list of vendors who offer a particular commodity. If an agreement exists with a vendor other than the vendor you first select, a message displays. ŁIf you click the Commodity button, an Option List enables you to choose one of the three forms mentioned above. ŁClick Description or select List from that field to access the Commodity Alpha Search Form (FPIACOM). ŁTo add a commodity code to the Commodity Table, enter the new code and description, then enter Y in the Add field. The system updates the FTVCOMM table when you save the commodity record. 3.The U/M field is required. Once you enter the commodity, the unit of measure defaults from the commodity, and if you desire, you can change it. 4.As with a purchase order, the system requires the Tax Group field when you set the Tax Processing indicator is activated on the System Control Maintenance Form (FOASYSC). You can change the tax group at the commodity level, if necessary. 5.You may enter or modify the Quantity and Unit Price. The Extended Amount is calculated automatically. 6.The system calculates the discount amounts, provided you enter a discount code in the Change Order Header Information Window. If not, you may enter a Discount Amount manually in this window. 7.The system calculates the Tax Amount based on the commodity tax group. 8.The Blanket Order Remaining Balance field displays only when the change order is associated with a blanket order or the purchase order you enter is associated with a blanket order. When this field displays, the amount shown can either represent the /n2-244 Banner Finance 8.10 August 2014User GuideProcessingremaining balance for the entire blanket orde r document or the amount that remains for a specific commodity. The definition of the displayed amount depends on the value in the Document Control indicator on the Blanket Order Form (FPABLAR). You cannot enter any changes to the purc hase order that exceed the Remaining Blanket Order balance. 9.If line item text exists on the original or der, you may attach it to change order by checking the Copy Text From Current box and selecting Save. If you wish to review or edit line item text, click Line Item Text or select the menu option to access the Procurement Text Entry Form (FOAPOXT). 10. The Access Completion box enables you to move di rectly to the document completion process from the Change Or der Commodity Data Window when accounting records have been created. You cannot check the Access Completion box until accounting records exist for the commodity. When accou nting records exist, the box defaults to checked. If you change th e commodity information and select Next Block with the Access Completion box checked, the form opens the Balancing/ Completion Window. The Wrap-Up routin e recalculates the accounting amounts based on the new commodity amount, corrects any rounding problems, and calls the Available Balance process. Wrap-Up occurs when you navigate from the Change Order Commodity Data Window to the Balancing/Completion Wind ow (when accounting records exist) or from the Change Order Accounting Data Window to the Balancing/Completion Window if the document uses Document Leve l Accounting. If the purchase order is a Commodity Level Document, Wrap-up also occurs when you navigate from the Change Order Accounting Data Window to the Change Order Commodity Data Window. To reallocate the accoun ting amounts manually, uncheck the Access Completion box and select Next Block to access the Change Order Accounting Data Window. You can navigate to the following areas fro m the Change Order Commodity Data window: ŁTo navigate to the Tax Distribution Window (which you can only access when the Tax Processing Indicator is set to Y), select Next Set of Records from anywhere within this window. ŁTo access the Currency Conversion Window (which you can only access when you enter a foreign currency), select Count Hits from either the Quantity or Unit Price fields.ŁTo navigate to the Change Order Accounting Data Window, uncheck the Access Completion box and select Next Block. ŁTo save commodity amount changes automatically to the Change Order Accounting Data Window and transfer to the Balancing/Completion Window, check the Access Completion box and select Next Block. /nAugust 2014Banner Finance 8.10 2-245 User GuideProcessingŁTo view the commodities you wish to review and/or approve, click Review Commodities or select Block Menu to access the Commodities for Review Query Form (FOICOMM).ŁTo access the General Text Entry Form (FOATEXT), click View Commodity Text or select the menu option. ŁTo access the Procurement Text Entry Fo rm (FOAPOXT) to create and edit line item text, click Line Item Text or select the menu option. Change Order Accounting Data Window The accounting data for existing commodities displays in this window. You cannot enter information in the Sequence Number field. Also, you cannot enter information in the FOAPAL fields for an acc ount sequence which exists on the current order. If you need a new FOAPAL sequence, delete (or zero out) the old amount on the old FOAPAL, select Insert Record, and enter all of the new accounting information. The system generates a new sequence number when you save the r ecord. If you use an account index, the system checks Override Indicators when you save the record. You can create multiple accounting sequences and dist ribute the amounts on a percentage or amount basis. You have the following options when you enter accounting information: ŁYou can save the record without ente ring amounts. When you execute redistribution from the Change Order Commodity Data Window, the system assigns the extended amounts equally amon g the number of account distributions that you enter. If the document uses Document Level Accounting, the system distributes all commodity amou nts. If this is a Commodity Level change order, the system only distributes the specific commodity amount among the assigned accounting sequences. ŁYou can manually ente r the dollar amounts. ŁYou can manually en ter the percentages.Redistribution of commodity items depends on whether the Document Level Accounting box is checked: ŁChecked - When you select Next Block in the Change Orde r Commodity Data Window to execute the redistribution functio n, the system redistributes the total of all commodity items to the accounting records using the percentages you enter for each account distribution. ŁUnchecked - The system only redistribu tes the specific commodity amount among the assigned accounting sequences base d on the percentages you enter. /n2-246 Banner Finance 8.10 August 2014User GuideProcessingMove from one accounting sequence to anothe r using the Next and Previous Record functions. To view the available budget, select Block Menu from any of the FOAPAL fields to access the Budget Availab ility Status Form (FGIBAVL). Select Next Block to access the Balanc ing/Completion Window . If you receive an insufficient funds message and you have authorization to override the budget, check the NSF Override box and click or select Save again to recommit the record. You can navigate to the follo wing areas from this window: ŁTo navigate to the Currency Conversion Window, select Count Hits. ŁTo access the Balancing/Completion Window, select Next Block. ŁTo view the availa ble balance, click Budget Availability or select Block Menu from any of the FOAPAL fields to access the Budget Availability Status Form (FGIBAVL). ŁTo view the accounting records, click View Accounting or select the menu option to access the Commodities and Accountin g for Review Query Form (FOICACT).Currency Conversion Window As with the other procurement documents, the system calculates the converted amount (input amount divided by the exchange rate) at both the commodity and accounting levels. Banner Finance uses the converted amount fo r available balance checking; this is the amount that posts to the ledgers. To view the converted amounts, navigate to the Currency Conversion Window. Select Count Hits from either the Quantity or Unit Price fields in the Change Order Commodity Data Window or from anywhere within the Change Order Accounting Data Window. Commodity Tax Information If you use the tax features of Banner Finance, enter the Default Tax Group Code on the System Control Maintenance Form (FOASYSC) to create a default tax group. You can establish tax groups at the Ship-To or comm odity levels. When th e header record is created, the system looks to th e Ship Code for a tax group. If none exists, the form defaults in the Default Tax Group from FOASYSC. At th e commodity level, th e form looks to the commodity for a tax group. If there is no comm odity tax group, it defaults from the header. You should always set up a no-tax group in the Tax Group Table to use when either an entire document or certain commodities on a document are not to be taxed. You can view the tax calculations and see ho w the system distributes them by selecting Next Set of Records from either the Comm odity or Accounting Data Windows. You can direct the Banner Finance Syst em to calculate tax rates in a simple or compounded manner at the commodity level. /nAugust 2014Banner Finance 8.10 2-247 User GuideProcessingBalancing/Completion Window The Balancing/Completion Window displays summary information. The amounts that display on the Balancing /Completion Window reflect summary information for the entire order (items that you did not change in addition to items you changed or added). Click or select Complete to complete this document an d return to the main window. Querying a Change Order Special conditions exist when you query an unposted change order on the Purchase/ Blanket/Change Order Query Form (FPIPURR). The value for several fields varies depending upon whether you completed, approved, and posted the change order, and whether Document Level Accounting was used on the original document. If the change order has not yet been posted, the Total Amount field in the Key Information on FPIPURR will differ from the amount you enter on the change order by the additional charge amounts, regardless of wh ether Document Level or Commodity Level Accounting is in effect. If the change order has not yet been posted and Document Level Accounting is in effect, the following fields differ: ŁIn the Accounting Data Window, the Commodity Amount fields reflect the amount of the current commodity totals. The Accounting Amount fields reflect the change to amounts prior to posting and the actual change, subsequent to posting. ŁIn the Balancing/Completion Window, the Header , Commodity, and Status columns reflect the current commodity amou nts rather than the total purchase order consolidated amounts and status. Once you post the change order, th ese fields reflect the changes. Processing a Blanket Order Banner Finance enables you to control spendi ng against a blanket order either at the Document total or Item level. The Purchase Order Form (FPAPURR), Change Order Form (FPACHAR), and Invoice/Credit Me mo Form (FAAINVE) display the Blanket Order Remaining Balance in the commodity window when appropriate. If you exceed the Blanket Order Amount, you r eceive an error in the Purchase Order Form (FPAPURR) and a warning in the In voice/Credit Memo Form (FAAINVE). On the Change Order Form (FPACHAR), you can reduce or increase the blanket order but you receive an error if you attempt to re duce the Remaining Balance below the current Remaining Balance. /n2-248 Banner Finance 8.10 August 2014User GuideProcessingThese forms, in addition to the cancellation forms (FPAPDEL, FPACDEL, and FAAINVD) also update the Blanket Order Remaining Balance Table (FPRBLAO). This table provides the information that app ears on the Blanket Order Activity Form (FPIBLAR). The Purchase/Blanket/Chang e Order Query Form (FPIPURR) and the Invoice/Credit Memo Query Fo rm (FAIINVE) display the Blanket Order Remaining Balance.Note that the system issues blanket orders for gross rather than net amounts. All validation against the Blanket Order Remaining Balance is against the approved amount (quantity x unit price), not inclusive of taxes or discounts. The Posting Process (FGRACTG) updates the Remaining Balance column of the new Blanket Order Remaining Balance Table (FPRBLAO). Prior to the posting update, the Pend column on the Blanket Order Activity Form (FPIBLAR) shows Y. Once the system posts a document associated w ith a blanket order, this field appears null, unless the posted document is a cancellation. Cancellations display a C in the Pend column.The Blanket Order Remaining Balance that displays on the transaction forms always includes pending as well as posted activity. However, the two situations listed below may create confusion. Keep in mind: ŁRegardless of whether you control the blanket order at the Document total or Item level, the Posting Process (FGRACTG) updates the item Remaining Balance. This means that if you control a blanket or der at the Document total level, the Blanket Order Remaining Balance for a given item could be negative and display as such, even though the overa ll balance is positive.ŁWhen you create a purchase order or an invo ice directly against a blanket order, the Blanket Order Remaining Balance displays once you create the transaction. Both types of transactions reduce the Blanket Order Remaining Balance by the amount of the transaction. Blanket Order Remaining Balance An invoice against a purchase is slightly different than an unencumbered invoice. At the point when you process an invoice against a purchase order, the system has already adjusted the Blanket Order Remaining Balance to reflect the purchase order. The Posting Process (FGRACTG) determines if th e invoice amount is greater than the purchase order amount for the item for which you pay. If this is so, the system adjusts the Blanket Order Remaining Balance to reflect the difference. If the invoice amount is less than or equal to the purch ase order item amount, there is no adjustment to the Blanket Order Remaining Balance . The result is that when you pay for an invoi ce against a purchase order against a blanket order, the Blanket Order Remaining Balance field does not display on the invoice form. /nAugust 2014Banner Finance 8.10 2-249 User GuideProcessingAlso, when you query the activity on the Bl anket Order Activity Form (FPIBLAR), the invoice record shows a Transaction Amount of 0.00 prior to when you post the invoice. Once the invoice is posted, the Transaction Amount field reflects any adjustments you make during the posting process. Termination Date The system uses the Termination Date to determine whether or not a blanket order is still open. You can change this da te with the Change Order Fo rm (FPACHAR) as long as the new Termination Date is not earlier than the dates of the existing purchase order or invoice activity against the blanket order. Th is means that a blanket order can have a balance of zero and the Invoice/Credit Memo Form does not prevent you from paying invoices against the blanket order. If this occurs, the Blanket Order Remaining Balance field is highlighted on the Invo ice/Credit Memo Form (FAAINVE). Blanket Order Remaining Balance The Blanket Order Remaining Balance field in the Purchase Order Commodity Data Window or Currency Conversion Window of FPAPURR displays the remaining balance of the blanket order and Purchase/Blanket/Change Order Query Form (FPIPURR) only when a purchase order is accountable to a blanket order. When you enter a quan tity in a purchase order or you change a unit price, FPAPURR checks the remaining balance of the blanket order. Based on the type of document control, FPAPURR determines if you will exceed this ba lance. If it appears th at you may exceed the blanket order by the new am ount (quantity x unit price), an error message displays and you are unable to enter this item. If the new amount is acceptable (that is, does no t exceed the total amount or item level) the remaining balance of the blanket order is redisplayed to reflect the change. The system performs blanket order checkin g twice: once when you calculate the commodity extended amount, and again when you complete the purchase order. This enables other documents to a ccess the same blanket order between the time you enter the purchase order commodity and the time that you complete it. On ce you complete the document, the system updates the remaining balance of the blanket order, and you may not make any other modifications. Posting the Purchase Order When the document is comple te, the system places a record in the Blanket Order Remaining Balance Table (FPRBLAO). FPRBLAO calculates the remaining balance of the blanket order. In this scenario, FPRBLAO determines that you created a document against a blanket order, and it has not posted . Therefore, the system does not update the remaining balance of the blanket order in the Purchase Order Detail Goods Table (FPRPODT). Once you execute posting, the system executes FPRBLAO and FPRPODT to reflect the document remaining balance. /n2-250 Banner Finance 8.10 August 2014User GuideProcessingIf the purchase order does not pass the approvals process, the system deletes the record in FPRBLAO, and removes the document amounts from the blanket order balances that remain. Once the purchase order is complete, the system inserts a record into FPRBLAO. NoteRemaining balances that display on blanket order, purchase order and change order windows display in foreign currency, not base currency, if you use currency codes. Remaining balances display specific to document total control and item control. You can review the activity for the blanket or der or the purchase order on the Blanket Order Activity Form (FPIBLAR).Commodity Level Accounting With a Purchase Order When you assign requisition lin e items to a purchase order, the accounting distributions are brought forward based on the amounts. B ased on these amounts, the system computes percentage relationships. Since commodities are brought fo rward as individual line items on the purchase order, then the amounts and percentages ar e exactly the same as the requisition. Assigning Requisitions to a Purchase Order Commodity codes affect how you transfer commodities from requisitions to purchase orders. When you enter a requisition, a detail commodity code represents the specific item you intend to purchase and ensures that the co mmodity transfers to the purchase order as a unique item. If you use a high level commodity code, the te xt feature can explain the specific item you intend to purchase. This text ensures that a unique item appears in the purchase order, provided that you exercise the Copy Text option in the Purchase Order Assignment Form (FPAPOAS). If you do not use a commodity code, then you should probably enter a description and possibly additional text. This free form description ensures, in most cases, that a distinctly identified item appears in the purchase order. The Purchase Order Assignment Form provides the capability for a buyer to select items from a single requisition or multiple requisitio ns for inclusion in a particular purchase order. /nAugust 2014Banner Finance 8.10 2-251 User GuideProcessingOpening and Closing Items on a Purchase Order or Requisition Use this procedure to open/close one or more items on a purchase order document or a requisition document. You can also use this procedure to open or close the entire document. 1.Access the Encumbrance Open/Close Form (FPAEOCD). 2.Enter the code for a document in the Document Number field. If you want the system to generate a document code for you, enter NEXT . NoteAll document codes created by this form begin with an asterisk (). 3.Perform a Next Block function.4.Select the action you want to perform from the untitled pull-down list. 5.(Optional) Enter a new Document Transaction Date . 6.Perform a Next Block function.7.Enter the document number of th e purchase order or requisition. 8.(Optional) Select the Close All Items check box if you want to close all items associated with the specified requisition or pu rchase order. The title of this check box depends on the action you selected in Step 4. Select the Reopen All Items check box if you want to re open all items associated with the specified requisition or purchase order. 9.(Optional) Select the Change Encumbrance check box if you want to change the encumbrance amount for the document. If you want to close all of the items on a requisition or purchase order document or you want to close the last open item on a document, you must select the Change Encumbrance check box and enter the appropria te encumbrance change amounts. 10. Perform a Next Block function to access the Commodity Information window and other windows required to perform the action you selected in Step 4. These windows will be stacked and visible simultaneously. /n2-252 Banner Finance 8.10 August 2014User GuideProcessing11. Select the check boxes of the items you want to reopen or close. If you selected the Close All Items or Reopen All Items check box in Step 8, Banner automatically select the check boxes of the appropriate items. 12. (Optional) Perform a Next Block func tion to access to Accounting Information window. This window appears only when you select the Change Accounting check box on the main window. You must fill out the Accounting Information window if you want to close an entire purchase order or requisition document, or if you want to close the last open item on a document. 13. Click Complete in the Options menu to complete the document and submit it for posting. Procurement Card (PCard) Processing PCard processing integrates Procurement Card transactions with Banner Finance. Institutions that use this process can perform the following tasks. ŁCredit card assignment (default FOAPAL , Cardholder, Business Manager, and Account Manager for each PCard). ŁPayment cutoff schedule for different cred it cards such as American Express, Visa, Discover, and MasterCard. ŁOverride default FOAPAL and date fields and change vendors on the Purchase Card Transaction: Document Information Form (FAAINVT). This section highlights the types of informatio n you will need to ente r into Banner to set up PCard. For additional information about specific PCard pr ocesses, such as the Purchase Card Transaction Process (FAPCARD) and the Invoice Feed Process (FAPINVT), please refer to the fiReports and Processesfl chapter. Considerations Before Using PCard Processing You must create a process (such as SQLLoader or ProC) that reads a bank PCard flat file containing credit card company inform ation, then loads data into the Banner Temporary Purchase Card Transaction file (FAT CARD). It is recommended that only one bank file be loaded into FATCARD for processing at any one time. ŁTaxes are not used. The transaction detail is at the fitotal dollarfl level and is not itemized.If you use taxes, the fiNTfl tax group code is inserted automatically into the invoice for tax purposes. The Finance Refund Checks Interface (FURAPAY) process /nAugust 2014Banner Finance 8.10 2-253 User GuideProcessingalready handles this, as does the Invoi ce Generation Process (FAPINVT) modeled after FURAPAY. ŁCurrency conversion is not used. Conversion information is passed into the bank files. Because the base currency transactio n amount is always loaded, there is no need to include the converted in formation for the foreign amount.PCard Setup Process Flow 1.On FOMPROF, you can select the Purchase Card Override check box to establish authority for a user to update the information on FAAINVT. Although an account manager or busin ess manager must have a user profile established on FOMPROF, they do not requir e this override authorization since this would not limit the transactions they can process. 2.On FTMCARD, you can assign the account manager and create the relationship between the cardholder and the PCard, defa ult FOAPAL information, establish daily limits, etc. You can also associate text and important information to individual cards. You can enter the card account number with a minimum of six characters, and include non-numeric characters. /n2-254 Banner Finance 8.10 August 2014User GuideProcessing3.On FTMPCSH, establish the payment schedule for the card. 4.You can use the System Data Maintenance Form (FTMSDAT) to create Seed Data on the System Data Validation Fo rm (FTVSDAT). Refer to the fiConfigure Banner fl on page2-254 section for additional information. Initializing PCard The following steps are required to enable PCard Processing. 1.fiConfigure Banner fl on page2-254 2.fiLoad PCard Datafl on page2-258 3.fiRun PCard Processfl on page2-259 Configure Banner Configuration and implementation of the PCar d interface requires initial data entry to include credit card definition, payment schedu ling, cardholder info rmation and defaults, and PCard override capabilities by user ID. You also need to translate the company numbers provided on the bank flat file into campus codes The following Banner objects are involved in PCard setup: ŁPurchase Card Maintenance Form (FTMCARD) ŁPayment Cutoff Schedule Ma intenance Form (FTMPCSH) ŁUser Profile Maintenance Form (FOMPROF) ŁSystem Data Maintenance (FTMSDAT) Company Numbers and Campus Codes (FTMSDAT) These numbers are user defined; a differen t company number can exist for each campus. A liability fund, monthly liability clearing account, and daily liability clearing account are defined for each company/campus. These are us ed to generate liability journal vouchers from the Purchase Card Transaction Process (FAPCARD). /nAugust 2014Banner Finance 8.10 2-255 User GuideProcessingSDAT Entry to Identify Liability Fund by Campus SDAT Entry to Identify Monthly Liability Account by Campus Column NameValue Entity/Usage Code (FTVSDAT_Sdat_Code_Entity )FAPCARD Attribute Code (FTVSDAT_Sdat_Code_Attr )LIABILITY_FUND Optional Code #1 (FTVSDAT_Sdat_Code_Opt_1 )COMPANY/CAMPUS CODE (user defined)Chart of Account (FTVSDAT_Coas_Code )B (user defined) Title (FTVSDAT_Title )Campus Liability Fund Short Title (FTVSDAT_Short_title )Campus Fund Data (FTSDAT_Data )1105 (user defined) Column NameValue Entity/Usage Code (FTVSDAT_Sdat_Code_Entity) FAPCARD Attribute Code (FTVSDAT_Sdat_Code_Attr )MONTHLY_LIABILITY_ACCT Optional Code #1 (FTVSDAT_Sdat_Code_Opt_1 )COMPANY/CAMPUS CODE (user defined)Chart of Account (FTVSDAT_Coas_Code )B (user defined) Title (FTVSDAT_Title )Campus Monthly Liability Acct Short Title (FTVSDAT_Short_title )Month Clear Acct Data (FTSDAT_Data )2111 (user defined) /n2-256 Banner Finance 8.10 August 2014User GuideProcessingSDAT Entry to Identify Daily Liability Account by Campus Processing Options You can configure PCard processing to produc e one of three different types of output: ŁLiability journal vouchers and zero payment invoicesŁLiability and direct char ge journal vouchers only ŁDirect payment invoices and no journal voucher Liability Journal Vouchers and Zero Payment Invoices Set up this option as follows: ŁSet the FAPCARD_System_ID in SDAT to C.ŁSet the FAPINVT System_ID in SDAT to A or N and Z (for example, AZ or NZ).The journal voucher debits th e daily clearing account and credits the monthly clearing account in the liability fund as defined on th e SDAT records for the company/campus. The zero payment invoice debits the expense FO APAL on the Purchase Card Transaction: Document Information Form, FAAINVT (defau lts from the Purchase Card Maintenance Form, FTMCARD) and credits the daily clearing account. Payment to the bank is made using a normal invoice to debit the monthly clearing account. Column NameValue Entity/Usage Code (FTVSDAT_Sdat_Code_Entity )FAPCARD Attribute Code (FTVSDAT_Sdat_Code_Attr )DAILY_LIABILITY_ACCT Optional Code #1 (FTVSDAT_Sdat_Code_Opt_1 )COMPANY/CAMPUS CODE (user defined)Chart of Account (FTVSDAT_Coas_Code )B (user defined) Title (FTVSDAT_Title )Campus Daily Liability Acct Short Title (FTVSDAT_Short_title )Daily Clear Acct Data (FTSDAT_Data )2211 (user defined) /nAugust 2014Banner Finance 8.10 2-257 User GuideProcessingMonthly clearing acts to provide the total outs tanding liability on all PCard transactions at any point in time. The daily su mmary from the activity is cred ited to this account. The sum of the daily summary activity represents the total amount due the bank on all received transactions, month to date.Posting the invoiced amount fro m the bank as received and due clears this account to the system accounts payabl e account from where the check or wire is cut.The daily clearing account acts to relate the numb er of transactions that have yet to post to the operating ledger s. This is the debit side of the mo nthly clearing entry. All individual items ultimately relieve the daily summary debi t as they post, generating a credit from the individual transaction whose debit is the appropriate department's expense as entered/ defaulted on the Purchase Card Tran saction Maintenance Form (FAAINVT). Liability Journals Only Set up this option as follows: ŁSet the FAPCARD_System_ID in SDAT to S. ŁDo not execute the Invoice Feed process (FAPINVT). The journal voucher debits the expense FOAPAL defined on the cardholder record on the Purchase Card Maintenance Fo rm (FTMCARD) and credits the monthly clearing account defined on the SDAT record for the comp any/campus. Invoices are not processed. Payment to the bank is made using a normal invoice to debit the monthly clearing account. Invoices Only Set up this option as follows: ŁSet the FAPCARD_System_ID in SDAT to N.ŁSet the FAPINVT_System_ID in SDAT to A or N and N (for example, AN or NN).The Purchase Card Transactions process (F APCARD) does not produce a journal voucher. Normal direct pay invoices are generated by the Invoice Feed process (FAPINVT). /n2-258 Banner Finance 8.10 August 2014User GuideProcessingThese invoices debit the FOAP ALs entered on the Purchase Card Transaction: Document Information Form, FAAINVT (defaults from the Purchase Card Maintenance Form, FTMCARD) and credit the normal accounts payable account. These invoices also generate checks payable to the vendor specified on FAAINVT. If payment is to be made to the bank, verify that the bank is either the vendor or the check vendor on FAAINVT. Load PCard Data PCard control and detail records are transmitted to you daily by the bank of record. Data received varies according to credit card type: Visa, Master Card, American Express, or Discover. It is expected that you will populate the Temporary Purchase Ca rd Transaction file (FATCARD) with your own process, such as SQLLoader, C, etc. It is recommended that only one bank file be loaded into FATCARD for processing at any one time. The following diagram shows the process flow for loading PCard data: /nAugust 2014Banner Finance 8.10 2-259 User GuideProcessingRun PCard Process PCard processing involves the following steps. 1.Validate data. 2.Generate invoice.3.Post payment. Data Validation and Journal Voucher Generation The following Banner objects are in volved in PCard data validation: ŁFAAINVTŠPurchase Card Transaction Maintenance Form ŁFABINVTŠPurchase Card Transactions Header Table Start ExternalLoad Process FATCARD Flat File End Bank DailyPCard Distribution /n2-260 Banner Finance 8.10 August 2014User GuideProcessingŁFAPCARDŠPurchase Card Transactions Process ŁFARINVTŠPurchase Card Transactions Accounting Table ŁFATCARDŠTemporary Purchase Card Transactions Table ŁFTVPCSHŠPurchase Card Paymen t Cutoff Schedule Table ŁFTVSDATŠSystem Data Validation Table ŁGUAMESGŠGeneral Message ŁGURFEEDŠ Finance Transaction Input Table FAPCARD Process Flow FATCARD Validation The Purchase Card Transaction Process (FAPCARD) validates the FATCARD table for sum and duplication errors./nAugust 2014Banner Finance 8.10 2-261 User GuideProcessingŁIf errors are found, a report is produced and the transactions are not processed. ŁIf errors are not found, the transactio ns are loaded into the FABINVT and FARINVT tables, and the appropriate journal voucher, if any, is entered into the GURFEED table for standard interface processing (SYSTEM ID equals FAPCARD). The FATCARD population step does not have to be performed if you only want to create invoices. FABINVT and FARINVT tables can be populated directly. You can also set up parameters that do not generate a journal voucher and still populate the FATCARD table using the Data Validation feature. The system calculates the payment due date using data found in the payment schedule table (FTVPCSH). The account manager is notified via GUAMESG as soon as the FATCARD table has been validated and processed. If you have access to the Purchase Card Tr ansaction: Documentation Information Form (FAAINVT), you can perform the following actions. ŁCorrect transactions that ar e missing FOAPAL elements. ŁChange the feed to finance date. ŁChange the vendor. ŁSplit account distributions. The system also analyzes the one-time vendor status. The Vendor ID can be linked on this form to allow a feed to a real vendor inst ead of a one-time vendor. Quick Navigation is allowed to the Vendor Maintenance Fo rm (FTMVEND) to create a vendor. Journal Voucher Generation Liability journal vouchers are generated for GURFEED populati on based on the SYSTEM_ID in SDAT as follows: ŁGenerate liability JV with pre-defined fund and clearing accounts in SDAT. ŁGenerate liability JV with expense FOAPAL as defined on the cardholder record (Purchase Card Maintenance Form, FTMCA RD) and liability account defined in SDAT. ŁDo not generate liability JV. Invoice Generation The following Banner objects are used in PCard invoice generation: ŁFABINVHŠInvoice Header Table ŁFABINVTŠPurchase Card Transactions Header Table ŁFAPINVTŠInvoice Feed Process /n2-262 Banner Finance 8.10 August 2014User GuideProcessingŁFARINVAŠInvoice Accounting Table ŁFARINVTŠPurchase Card Transactions Accounting Table ŁFGRTRNRŠTransaction Error Report ŁFOBAPPDŠApproved Document Table ŁFOBUAPPŠUnapproved Document Table ŁFORAPPLŠApproval Process ŁFTVSDATŠSystem Data Validation Table The following diagram shows the process flow for FAPINVT: /nAugust 2014Banner Finance 8.10 2-263 User GuideProcessing/n2-264 Banner Finance 8.10 August 2014User GuideProcessingThe batch Invoice Feed Process (FAPINVT) is used to generate invoices in Banner Finance. Transactions are extracted from FABINVT/FARINVT and populated directly into the invoice tables FABINVH, FARINVC, an d FARINVA. This is done based on feed date. Run this job nightly via st andard sleep/wake functionality. This program is modeled af ter the FURAPAY process without the Accounts Receivable requirements and provides the ability to perform the following functions: ŁCreate a normal payment voucher. ŁCreate a zero payment voucher. The Zero Payment In voice/Credit Memo does not generate a check to the merchant. This feature is intended for clients who pay the bank at the end of the month but who do not pay the merchant . This process records information by vendor to track purchasing information via a setting on the System Data Validation Form (FTVSDAT). ŁInitiate bank payment vi a a check run or ACH.When an ACH vendor is attached to the purchase transactio n, ACH information defaults into the invoice table (FABINVH). ŁUse approvals processing. ŁPopulate the payment due date, invoice date, and transaction posting date fields. ŁUse one-time vendors. ŁProvide data for the reconcilia tion of daily suspense accounts that are first debited by a journal voucher and credited by the invoice transaction. Payment Posting The Posting Process (FGRACTG ) identifies and manages zero payment invoices. This process posts the debit and credit side of the invoice accounting lines and marks the zero payment invoice as paid. No check is ever attached to zero payment invoices marked as Paid.A zero payment invoice is required to use the processes associated with the INNI, INNC, and DNNI rule class codes. The invoice must be marked as P (paid). This prohibits the invoice from being picked up on the invoice selection report. Since the Zero Payment invoice ultimately has a zero dollar am ount-with a positive amount reflected in the expense line and a mi nus amount for the camp us fund and liability account-such an invoice would remain in perp etuity as never being paid or selected for check processing, especially one-time vendors. The process, Mark Zero Paym ent Invoices as Paid, values the following indicators to P (Paid): /nAugust 2014Banner Finance 8.10 2-265 User GuideProcessingFABINVH_OPEN_PAID_IND FARINVC_OPEN_PAID_IND FARINVA_OPEN_PAID_IND The Posting Process processes the Zero Payment Invoice as if it had been selected for checks processing/accountin g and marked as paid. PCard Forms This section includes high-level descriptions of each form used in PCard processing. For detailed information about each form , please refer to the online help. Purchase Card Transaction Maintenance Form (FAAINVT) This form's security should be managed via normal Oracle role security. Two levels of control are provided using this form, one for account or business managers, and the other for specially designated users. Any user can view any PCard Tr ansaction through normal role security. However, only the account/business manager can ma ke changes, such as to correct FOAPALs or redistribute FOAPALs, for those PCard Transactions that belong to them. Additio nal security is added to provide specially designated users (FOMPROF override check box) the ability to change anything on the PCard Transaction that can be changed. Account/Business Managers Account/business managers can perform all of the following functions ŁCorrect transactions missing FOAPAL elements. ŁChange the feed date. ŁSplit account distributions. ŁDetermine vendor status. ŁUse quick navigation to FTMVEND to create a vendor. Specially Designated Users Specially designated users, with an override capability assigned on the User Profile Maintenance Form (FOMPROF), can perform all the functions of account or business managers. Purchase Card Maintenance Form (FTMCARD) This form stores and associates the cardhol der for each card issued, default FOAPAL information, an account manager (person to be notified), and other key information. Most of this form's stored data is informational only. /n2-266 Banner Finance 8.10 August 2014User GuideProcessingRemember the following:ŁBoth the account manager and the business manager must be pre-defined on the User Profile Maintenance Form (FOMPROF ) but do not need the override box checked.ŁCardholder ID and Sponsor ID must be pre-defined in the SPRIDEN table. ŁThe use of Fund/Orgn security is not enforc ed on this maintenance form for setup. ŁStandard defaulting logic app lies for all FOAPAL elements. Payment Cutoff Schedule Ma intenance Form (FTMPCSH) PCard payment cutoff schedule information is managed on this form using the FTVPCSH table. The key to this form is the credit card company defined on the System Data Maintenance Form (FTMSDAT), and the calendar year. Payment cutoff schedule information for credit card companies is ente red using date per month.The system uses this information with the PCard Interface Process (FAP CARD) to calculate the payment due date on the invoice (that is, the cutoff date plus the cycle days defined on SDAT). A copy function is provided in the form's Key Block to duplicate an existing payment schedule from a prior year or credit card compan y to a new year or credit card company. The system calculates the difference in the year being copied from into the year being copied to and adds the approp riate year to the Start Date , End Date , and Payment Cutoff Date.This form is modeled after the Fiscal Year Maintenance Form (FTMFSYR) and permits different payment schedule cutoff dates per y ear for American Express. This format is based on a calendar year, not a fiscal year, wh ich allows for any changes in cutoff dates during the year(s).This should be a highly secured form using normal Oracle role security. Purchase Card Query Form (FAICARD) This form displays much of the same inform ation maintained throug h the Purchase Card Maintenance form (FTMCARD) but, for security purposes, excludes the Mother™s Maiden Name field. It also includes transaction history information about the card. Merchant Category Code Validation Form (FTVMCAT) This form is used to establish valid merchant category codes and their descriptions. To access the values from this fo rm, request an LOV in the Merchant Category field on the Purchase Card Maintenance Form (FTMCARD). /nAugust 2014Banner Finance 8.10 2-267 User GuideProcessingUser Profile Maintenance Form (FOMPROF) This form includes a check box for Purchase Card Override authority (the FOBPROF table). Normally, only an account manager can adjust the accounting distribution to correct or redistribute amounts on the Purcha se Card Transaction form (FAAINVT). This override feature allows the specified user ID to perform account manager functions, including changes to the feed date, vendor, and expense account distribution on any PCard transaction.Account and business manage rs entered on the Purchase Card Maintenance Form (FTMCARD) do not require this override au thorization, since this would not limit the transactions they can process. Entity Name/ID Search Form (FTIIDEN) When this form is called from either the Purchase Card Maintenance Form (FTMCARD) or the Purchase Card Transaction: Docu ment Information Form (FAAINVT), the All check box in the Key block is selected. This enables the system to search for all records in SPRIDEN. Bid Processing The first step in creating a bi d from a requisition is to create a bid with the Bid Creation Form (FPACTBD). You do this by consolidating information from existing requisitions. 1.Enter a buyer code in the Buyer Code field. Click Buyer Code or select List to display a list of buyer codes. You may only select a buyer that has open requests. Select Exit with Value to retrieve a buyer. 2.Select Next Block. 3.In the Bid Number field, type NEXT to generate a new bid number or click Number or select List to select from a list of existing bids. To continue the bid process, access the Bid Header Form (FPABIDH). 1.Enter the bid number you established on the Bid Header Form (you can click Bid Number or select List to view a list of existing bid numbers) and enter a bid description. 2.Verify that the Buyer and Commodity wi ndows default from FPACTBD and that the Effective Date defaults to the system date. 3.Enter the Effective Date (if different from system date) and the Termination Date ./n2-268 Banner Finance 8.10 August 2014User GuideProcessing4.Enter Y in the Approved/Printable field.Continue the bid process using the Pr ospective Bidders Form (FPAPRBD). 1.Verify that the Bid Number and Description fields default from FPABIDH. 2.Verify that the commodity information associated with this bid defaults into the commodity information on this form. 3.From the Vendor field, click Vendor or select List to enter a vendor code. 4.Additional prospective vendors are added in the same manner as the first vendor; enter the bid number and vendor code for each ad ditional vendor. Continue the bid process using the Pro cess Submission Control Form (GJAPCTL). 1.In the Process field, enter FPTBIDD (Print Bid Form Test Patterns Process). Verify that List Fields, Execute Query, and Exit with Value are available. 2.Select Submit on the Hold/Submit indicator. 3.Enter Alternate User ID and Alternate Password. 4.Verify that a bid test pattern is printed. 5.Using GJAPCTL, enter FPABIDD (Bid Form Print Process) in the Process field. Verify that List Fields, Execute Query, and Exit with Value are available. Select Submit on the Hold/Submit indicator. Enter Alternate User ID and Alternate Password. 6.Verify that you printed the Requests for Bids (RFB). Receiving Processing Creating a Receipt of Goods Enter a receipt of goods on the Receiving G oods Form (FPARCVD). To enter a receipt of goods, perform the following steps: 1.Access FPARCVD from the Receiving Process Menu (FINRECV). Use this form to enter or update receiving header and detail information on a packing slip. 2.Enter the receiver document code number or type NEXT to have the system generate a number for you. Click the search button or request a List to select an existing receiver document and packing slip number. /nAugust 2014Banner Finance 8.10 2-269 User GuideProcessing3.To create or view comments associated with the receiver document, click the View Receiving Text link to access the General Text Entry Form (FOATEXT). 4.Select Next Block. 5.The Receiving Method and Carrier fields are optional. The Date Received and the Received By fields automatically defau lt into the form. Enter the Date Received . This is a required field. 6.Select Next Block to ente r packing slip information.Entering Packing Slip Information 1.Enter the Packing Slip number. All purchase orders on the packing slip must have the same vendor. You may use the Search feature or request a List to select from a list window. Bill of Lading is an optional field. 2.To create or view comments associated with the packing slip, sel ect the View Packing Slip Text link to access the Gene ral Text Entry Form (FOATEXT). 3.Select Next Block to enter purchase order information.Entering Purchase Order Information Purchase orders are not required to be closed out prior to invoicing. As a result, invoicing may be performed before receiving.1.Enter the Purchase Order number for the purchase order associated with the packing slip. This is a required field. You can navigate to one of the following areas from the Purchase Order field: ŁTo access the Purchase Order Validation Form (FPIPOHD) click on the search button, or select List. ŁTo view the open purchase orders click on the search button or select Next Set of Records to access the Open Purchase Orders by Vendor Form (FPIOPOV). ŁTo access the Purchase/Blanket/Change Or der Query Form (FPIPURR), click on the search button or select Count Hits. Th is form enables you to view a specific purchase order document. 2.Click Receive All Purchase Order Items link if all the items on the purchase order are being received for the first time all at once . Receiving detail records are then created for all the items on the purchase order. In addition, the system creates or updates all temporary fixed asset tags at this time. 3.Select Next Record to enter another purchase order. /n2-270 Banner Finance 8.10 August 2014User GuideProcessing4.If you only receive a few items from this packing slip or if you are unaware of the item number, click Select Purchase Order Items link to access the Receiving Goods PO Item Selection Form (FPCRCVP). This form displays all the items on the purchase order that you have not yet received on this packing slip. 5.To select the desired items, select Next Block and select the Add Item check box next to the items yo u wish to receive. 6.The system creates detail items with a blank quantity. The Quantity/Amount and Quantity/Amount Accepted fields on FPCRCVP are updated once the corresponding fields are updated in the Commodity Window of FPARCVD. 7.Identify whether receiver document is to Receive Items or Adjust Items by selecting the appropriate radio group button. Receive Items functionality enters the receiver info rmation into the system as normal positive transaction. The Adjust Items functionality enters recei ver information into the system as a reverse or negative transaction to allow for correction of previously received amounts. This functionality may only be used when a previously received amount exists and may not be for an amount greater than the previously received amount. Entering Commodity Information All records that have been selected to exist on the packing slip di splay in the Commodity window of the Receiving Goods Form (FPARCV D). Use the scroll bar or Next Record and Previous Record to scroll through the existing records. The Commodity Window is displayed in one of two formats based on th e Purchase Order Type of the purchase order document selected to be received. When the purchase order is a Regular Type the Commodity window is displa yed based on quantity. When the purchase order is a Standing Type the Commodity window is displayed based on dollar amount. To enter information on the re ceiving detail record in the Commodity Window of the Receiving Goods Form (FPARCVD): 1.Scroll through the items to find the commodity yo u are receiving. 2.Select Next item to navigate to the FOB field. 3.Select the Final Received check box in order to indicat e this receiver document is intended to be the final receiver entered against the referenced purchase order. This indicator is carried forward and displa yed on the Invoice/Credit Memo Form (FAAINVE). 4.Select Next Item and enter the Current - Quantity - Received field. If receiver document is against a Standing Type purchase order, enter the Current Œ Amount Œ Received in the field. /nAugust 2014Banner Finance 8.10 2-271 User GuideProcessing5.The U/M (Unit of Measure) default value come s from the purchase order. If the unit of measure for the goods being received is different than that of the purchase order, enter the received quantity and the received unit of measure. The form converts the quantity into the unit of measure from the purchase order, as long as you make an equivalency entry on the Equivalency Maintenance Form (FTMEQUL). If no entry exists, an error message displays to notify you when you attempt to enter the quantity. 6.If items are rejected at delivery time, enter the Current - Quantity - Rejected and the corresponding unit of me asure for the rejected quantity. If the receiver document is against a Standing Type purchase order this field is not displayed. 7.The Suspense indicator app ears selected when the rece ived quantity exceeds the tolerance specified in the Receiving Overage Tolerance field on the User Profile Form (FOMPROF). 8.If you have override au thority (refer to the Receiving Override field on FOMPROF to verify this), select the Override box and click or select Save. The Suspense indicator then appears cleared and you can use the record in the Receiving/Matching Process. If the commodity received is a stock item fro m an inventory purchase order, you must enter the primary location; you may also enter the sublocatio n. Otherwise, the Primary Location and Sub Location fields are not enterable. You can also refer to the following fields: ŁThe To Date - Quantity - Received field shows the total quantity received across all packing slips. If the receiver document is against a Standing Type purchase order, the To Date Œ Amount Œ Received is displayed in the field. ŁThe To Date - Quantity - Rejected field shows the quantity rejected at the time of delivery across all packing slips. If the re ceiver document is against a Standing Type purchase order, this field is not displayed. ŁThe To Date - Quantity - Returned field indicates the quantity returned at a later date across all return codes. If the rece iver document is against a Standing Type purchase order, this field is not displayed. ŁThe To Date - Quantity - Accepted field shows the total quantity accepted across all packing slips. If the receiver document is against a Standing Type purchase order, this field is not displayed. ŁThe To Date Œ Quantity Œ Ordered field shows the original ordered quantity from the purchase order. If the receiver documen t is against a Standing Type purchase order, the To Date Œ Amount Œ Ordered is displayed in this field. To enter returns, use the Re turned Goods Form (FPARTRN). /n2-272 Banner Finance 8.10 August 2014User GuideProcessingAccounts Payable The Banner Finance System enables you to reconcile the checks, deposits, and bank- related transactions that you have processed to records that your inst allation maintains. All checks produced through the Check Processes update the Check Table (FABCHKS). All entries (including checks and deposits) produ ced through the system are stored in the Transaction Detail Table (FGBTRND). Running Banner Bank Reconciliation When you execute the Ba nk Reconciliation Report (FARBREC), it produces an outstanding check and deposit register. Alth ough checks exist in both FGBTRND and FABCHKS, checks are not displayed twice on th is report because they exist as values in the System Data Maintenance Table (FTVSDAT ) that tell the system to exclude them. Anytime a bank code is used on a journal voucher (that is, interfaces), these entries will appear as deposits on this report unless yo u have excluded them on FTVDSAT (see fiPreventing Inclusion of Journal Voucher Rule Classes fl on page2-274 ).You can manually enter the records that your installation maintains, or the records can be interfaced via electronic media. A description of the reconciliation process and the appropriate forms an d reports follows.1.Access the Bank Tape Reconciliation Form (FAABREC). Use FAABREC to manually enter bank activ ity information from the bank statement or to view information downloaded to the ba nk tape table. If bank activity is interfaced via electronic media, the interfaced information appears on this form. 2.Enter information into the Bank Tape Reconciliation Form by indicating the Bank code for the bank account yo u need to reconcile. Click Bank or select List to select a bank code from a list window. The system automatically re trieves the bank account number for both this bank account and your cash account. 3.Select Next Item to go to the Status Selection field.4.Select All, Reconciled only, or Not reconciled in the Status Selection field.ŁAll displays all check and deposit entries. ŁReconciled only displays the entries from the bank which reconciles to your institution™s records. ŁNot reconciled only displays entries for which there is no corresponding bank or institution matches. 5.Select Next Block to en ter detail information. /nAugust 2014Banner Finance 8.10 2-273 User GuideProcessingBefore entering data, make sure that the Bank Account Number matches the bank account number on your bank statement. 6.Beginning with the first row of the Document column, enter data from the bank statement as follows: ŁDocument - The document number for the tran saction that appears on the bank statement. This Document field can be up to 35 characters, which is longer than the Internal Document Code. For normal processing, enter the eight (8) character check or deposit number. For longer values, the last eight (8) characters entered should represent the check or deposit number to be reconciled. The last eight characters should be the same as the In ternal Document Code and will be the source for the default update to the Internal Document Code. ŁTransaction Type - Each transaction type is categorized as follows: Check, Deposit , Other, or Unknown. Use the appropriate transac tion type to indicate the type of entry. ŁTransaction Date - The transaction date that appears on the bank statement. ŁDescription - A description of the transaction. ŁAmount - The amount of the transaction th at appears on the bank statement. ŁInternal Document Code - This is the document number that appears in your own records. For checks, this should be the same document number. Other transaction types may have different numbers. The system is able to reconcile transactions with differing internal and external docu ment codes. The system copies the Document number into the Internal Document Code . Note that this references the Deposit field for cash receipt transactions on th e Journal Voucher Entry Form (FGAJVCD). If you enter cash receipts without a value in the Deposit field on FGAJVCD, you cannot reconcile your receipts without processing an adju sting journal. The same is true if you use the Journal Voucher Quick Form (FGAJVCQ) to process cash receipts, as this field does not exist on th e form. This value defaults if left blank. ŁStatus indicator - An unenterable field. The system displays an R as you reconcile items.7.After you enter all the information, ru n the Bank Reconcilia tion Report Process (FARBREC). This process matches records, updates the Status i ndicator field on the Bank Tape Reconciliation Form (FAABREC) with an R as appropriate, and then prints a report (FARBREC). Since the reconciliation frequently involves large volumes of data, the FARBREC process is d esigned to save changes to the database after every 1,000 records processed. FARBREC contains fields similar to thos e on the Bank Tape Reconciliation Form, with the addition of a column to indicate the bank amount. Also the Status indicator field displays as Recon Ind. The system does not enter a value in this field for items that you reconcile. Items that you do no t reconcile show an indicator value of: G - If your amount is greater than bank amount. /n2-274 Banner Finance 8.10 August 2014User GuideProcessingL - If your amount is less than bank amount. N - If there is no matching record. 8.After each iteration of this job, make the appropriate adjustments on the Bank Tape Reconciliation Form and/or your records, until you reconcile all your items. 9.Run the Bank Reconciliation Balance Report (FARBBAL) to produce a summarized statement. 10. Run the Bank Reconciliation Activity Ag ing Report (FARAAG E). This report provides an aging of reconciling items. For additional information on each of the reports mentioned above, refer to the reports documentation in the fiReports and Processesfl chapter. Preventing Inclusion of Journal Voucher Rule Classes You can prevent certain journal voucher ru le classes from being included in bank reconciliation by creating a record in the FTVSDAT table. Creat e this record by following these steps: 1.Enter FABCHKA in the Entity/Usage Code field.2.Enter EVENT_CODE in the Attribute Code field.3.Enter the names that you have ass igned for each rule class in the Option Code #1 and #2 fields.For example: You may want to use OMIT1 or OMIT2 in the Option Code #1 field and a single alpha character, such as D, in the Option Code #2 field.4.Type Omit_from_Bank_Reconciliation in the Description/Title field.5.Make sure that the rule class that yo u wish to exclude is displayed in the Data field.Populating the Bank Tape Table When you feed information electronically, you must populate the Internal Document field with an appropriate value. Although this field is not required in the Bank Tape Table (FABBKTP), it is required in the Collector Table (FABBRCC). Creating a Vendor Access the Vendor Maintenance Form (FTM VEND) from the Accounts Payable Table Menu (FINAPTAB). This form enables you to create vendors, or modify existing vendor /nAugust 2014Banner Finance 8.10 2-275 User GuideProcessingdata (except for vendor name).To change the vendor name, use th e Identification Form (FOAIDEN). To create a vendor, perform the following: 1.Enter the assigned Vendor number or select Generate ID to access GOAMTCH. 2.Enter the name of the Corporation or the Last Name Prefix (if applicable), Last Name, and First Name of the individual. 3.Select Next Block to enter detail information. The default Procurement Type Code and the Accounts Payable Type Code fields are optional fields which streamline data entry on the procurement documents. If specified, the default Procurement Type Code defaults when you select the vendor for a requisition or purchase order. The Accounts Payable Type Code defaults on the Invoice/Credit Memo Form (FAAINVE). These fields only specify that a default exists ; you need to create these addresses in the Address Window of the Vendor Maintenance Form (FTMVEND). 4.Select Collects All Taxes , Collects No Taxes , or Collects Selected Taxes from the Collects Taxes pull-down list. 5.The Owner ID and owner name (unlabeled) fields are used to establish owner vendor information for fiDoing Bu siness Asfl (DBA) vendors. If a vendor operates multiple business under the heading fiDoing Business As,fl the owner vendor is created as a 1099 vendor. When the DBA vendor is subsequently created, the owner vendor™s ID number is entered in the Owner ID field. The owner vendor™s name and tax identification numbe r will now be referenced on the vendor records and 1099s of the affiliated DBA vendors. 6.Select Next Block to access the Vendor Ty pes Window or Additio nal Information to access the Additional Information Window. Additional Information Window 1.Enter the Tax ID number for the vendor. The Federal Withholding and State Withholding fields are optional. For the amounts you enter in the withholding fields to be effective, rule classes DDWI, DTWI, CDWI, and CTWI must be updated with a posting modifier on the G010 processing code for your site™s withholding liability acc ount. A withholding fund may also be entered. 2.The Income Type and Base Currency code fields are optional. Use the Search feature or select List to view a list of valid codes for each field. /n2-276 Banner Finance 8.10 August 2014User GuideProcessing3.The Tax Form Status and Status Date fields are optional. The tax form status of the vendor is indicat ed by the selected us er-defined code. The status date is the date on which the Tax Form Status code was applied. NoteIf you enter a value in the Tax Form Status field, you must enter a value in the Status Date field 4.You can classify the vendor as a Domestic Carrier or a Foreign Carrier , as an In State Vendor or Out of State Vendor , and may select One invoice per check or Many invoices per check .Vendor Types Window The Vendor Types Window of the Vendor Maintenance Form specifies the vendor type codes associated with the vendor. A vendor may have multiple vendor types. 1.Use the Search feature for the Code field or select List to select from a list of vendor type codes. 2.Select Save. 3.Select Next Block to access the Address Window. Address Window The Address Window enables you to define the appropriate vendor address and phone number information. A specific vendor may be assigned multiple address codes and sequences. 1.Enter the desired Address Type and Sequence Number, and enter the address associated with these codes. 2.If you specified either of the optional Addr ess Type Codes in the main window of FTMVEND, enter the address information fo r those defaults in this window. To delete an address, use the Id entification Form (FOAIDEN).The City field and either the State or Province or the Nation field is required. When you enter State or Province , the ZIP or Postal Code field is also required. In addition, Telephone Type and telephone number fields are available. The Telephone Type field defaults from the addr ess type, but is enterable. 3.Use the Search feature for Telephone Type or select List to view a list of valid codes. You can enter the primary phone number in the telephone number fields; however, to view or add additional phone numbers for an address code and sequence, you must access the Telephone Validation Form (STVTELE). /nAugust 2014Banner Finance 8.10 2-277 User GuideProcessing4.Select Save and select Next Block to access the E-mail Window. E-mail Window Use the E-mail window to define vendor e-mail address information. You can assign multiple e-mail types and addresses to a vendor. 1.Enter the vendor™s E-mail Type and the E-mail Address associated with the type. 2.Check the appropriate check box to classify the e-mail address as Preferred , Inactivate , Display on Web , or URL.3.Select Save and select Next Block to access the Taxes Collected Window. Taxes Collected Window Use the Taxes Collected Window to define wh ich taxes you wish to collect. This window is only accessible when you define a vendor that Collects Selected Taxes on the header window. 1.Enter the appropriate tax code(s). Select the Search feature for the Tax Code field or select List to select a valid tax code. The invoice process uses these values to dete rmine which tax amounts to pay to the vendor and which tax amounts to pay to the Taxing Authority. 2.Enter the Effective Date, which is a required field. 3.Save.NoteTo validate the newly created information, use the Entity Name/ID Search Form (FTIIDEN). Establishing Tax Information To control tax calculations in Banner Finance on a syst em-wide basis, select the Tax Processing field on the System Control Mainte nance Form (FOASYSC) and supply a Default Tax Group Code in the Tax Processing Information Window. If you set these values, the system calculates all taxes on all purchase orders and invoices. Access both the Tax Rate Code Maintenan ce Form (FTMTRAT) and the Sales/Use Tax Group Maintenance Form (FTMTGRP) fro m the Accounts Payable Table Menu (FINAPTAB). /n2-278 Banner Finance 8.10 August 2014User GuideProcessingUsing the Tax Rate Code Ma intenance Form (FTMTRAT) Use the Tax Rate Code Maintenance Form (FTMTRAT) to establish the individual tax rates applicable to your installation. The Tax Rate , Description (Unlabeled), Rate , Priority, and Pay Tax To fields are required. The Active Status box defaults from the system. When the Active Status box is unchecked (inactive), the Last Activity Date field defaults. The Effective Date defaults to the system date. Explanations for several tax parameters you may set on this form appear below. NoteAfter you enter all of the desired data on this form, remember to click or select Save.Compounding Taxes To support cases in which the system calculat es taxes in a compounded manner, there is a Priority field, which is required. To compound ta xes, assign a number to each tax rate. This number should denote the order in which the system calculates taxes. For example, if you compute Duty first, the priority number is 1. Another tax rate, Federal Sales Tax, is to include Duty in its calculatio n. Therefore, the Federal Sales Tax priority is 2. Including Additional Charges Ordinarily, the system only calculates taxes for the Approved Amount (quantity x unit price). However, if you check the Include Additional Charges box, the additional charges will be added to the Approved Amount to compute taxes. Including Discounts Ordinarily, the system calculates taxes for the Approved Amount (quantity x unit price). However, if you check the Include Discount box, the discount amount will be deducted from the Approved Amount to compute taxes. Establishing a Taxing Authority ID In cases where the vendor does not collect taxes, but you remit them directly to a governing body instead, you can establish a taxing authority identification code. Enter this ID number in the Taxing Authority ID field. You maintain valid values as vendors. /nAugust 2014Banner Finance 8.10 2-279 User GuideProcessingIf the Pay Tax To? value is either C (Pay Vendor if a Collector) or T (Always Pay Tax to Taxing Authority), you must enter a Taxing Authority ID. Identifying to Whom You Pay Taxes Use the Pay Tax To field to specify to whom you intend to pay taxes, and when. ŁTo pay taxes to the vendor in all cases, enter V. ŁTo pay taxes only to those vend ors who are tax collectors, enter C. ŁFinally, to pay only to th e taxing authority, enter T. If you specify either C or T, be sure to enter a valid Taxing Authority ID. Specifying a Liability Accounting DistributionWhen you pay taxes to a taxing authority, spec ify an accounting distri bution to record the liability when the invoice or direct cash receipt posts. For an invoice, the system draws the tax amount that awaits payment to the taxing authority out of the accounts payable account and records it in the liability account that you create for this purpose. For a direct cash receipt, this process is reversed.To specify this type of accounting distribution: 1.Click Accounting Information or select the menu option to access the Tax Rate Accounting Information Window. 2.Enter the Chart of Accounts and Fund codes in the respective fields. 3.Enter the Liability Account field if the Pay Tax To field displays either a C or a T. Specifying a Default Rebate Accounting DistributionYou can enter the default rebate percentage and accounting distribution for the system to calculate rebates at the tim e the invoice is created. If you have more than one rebate percentage associated with the same tax rate, you must enter the multiple rebate pe rcentages using the Rebate Maintenance Form (FTMREBT) and associate each rebate percentage with individual or combined FOAP (Fund, Organization, Account, Program) attributes. The FOAPAL on the Invoice/Credit Memo Form (FAAINVE) or the Direct Cash Receipt Form (FGADCSR) will be matched with th e data on FTMREBT to retrieve the appropriate rebate percentage; if there is no match, the rebate percen tage on the Tax Rate Code Maintenance Form (FTMTRAT) will be us ed as the default rebate percentage to calculate rebate amounts. /n2-280 Banner Finance 8.10 August 2014User GuideProcessingEstablishing Multiple Rebate Percentages Using the Rebate Maint enance Form (FTMREBT) The default rebate accounting distribution on FTMTRAT must be set up before you can insert records on FTMREBT for the tax rate. Use the Rebate Maintenance Form (FTMREBT) to establish multiple rebate percentages for a tax rate and associate each rebate perc entage with individual or combined FOAP attributes. An invoice or direct cash receipt will use the rebate percentage that most closely matches the transaction FOAP. 1.Enter the Tax Rate code in the Key block and select Next Block. 2.The Effective Date defaults to the system date. 3.The Tax Rate Code Description and the Tax Rate Code Percent will default from the Tax Rate Code Maintenance Form (FTMTRAT), and they cannot be overridden. 4.Rebate Percent is a required field. 5.The Chart of Accounts related to the FOAP attributes for this percentage should be entered. 6.The rebate accounting distribution w ill default from FTMTRAT and can be overridden. Specifying Distribution Information The FOAP ranges associated with the Rebate Percent entered on the header block are entered in the Distributio n Information Window. If a value is entered in the From field and if the To field is left blank, then the To field is the same as the From field.When a rebate percentage must be determined for an invoice or a direct cash receipt, the data on FTMREBT is scanned and the Rebate Percent is selected whose FOAP best matches the document™s FOAP. On FTMREBT, an y FOAP specification that has a single element (with nothing in the To field) is considered a better match to the document than a range specification; a narrow range produces a better match than a wide range. The Fund is checked first; if more than one row qualifies with the same priority, the Organization is checked. If this does not result in a unique selection, the Account is then checked. Finally, if necessary, the Program is checked. Once an FTMREBT row is chosen in this way, any remaining FOAP elements in that row that were not needed for selection are scanned to make sure that they do not conflict with the document™s FOAP. For example, an invoice with a Fund of 1000 and an Organization /nAugust 2014Banner Finance 8.10 2-281 User GuideProcessingof 120 cannot match an FTMREBT row where th e Fund is 1000 but the Organization is 250. Nested ranges can be specified on FT MREBT. A nested range is one whose From and To values fall on or within thos e of another range. Examples of nested ranges are 1000-1500 and 1100-1300. Any number between 1000-1099 and 1301-1500 should match the 1000- 1500 range, but any number from 1100-1300 would match the narrower 1100-1300 range. Overlapping ranges can also be specified on the form, but this is not recommended because it leads to ambiguities that are not necessarily resolved in the desired way. Examples of overlapping ranges are 1000-1500 and 1300-1700, where the numbers from 1300-1500 could fall into either group. Any set of overlapping ranges can be specified for clarity. In the above example, you should decide which group the numbers between 1300- 1500 belong to, and respecify the ranges as either 1000-1300 and 1301-1700 or as 1000- 1500 and 1501-1700. Example:The Tax Rate TR1 has eight different rebate pe rcentages. The default rebate percentage on FTMTRAT is 70%, and there are seven different rebate percentages on FTMREBT associated with the FOAP attributes. The following table shows the percentages th at are retrieved by the form based on the FOAPAL on the invoice: Rebate Percentage FundOrgnAcctProg FromToFromToFromToFromTo 57.141000 5210001020111 100120 501000 6000 4510001020111 42 61006170 60125652222 165100120 FOAPAL on the Invoice or Direct Cash Receipt Rebate Percentage FundOrgnAcctProg 1000 120600010050 1000 120611110057.14 1010 111612011552 1010 111 616014545 2000 125712010060 /n2-282 Banner Finance 8.10 August 2014User GuideProcessingCreating Tax Groups Once you establish the tax rates, you can crea te the tax groups. The first tax group you should establish is for ite ms that are not taxed. To create a tax group: 1.Establish a tax group, and check the Non-Taxable indicator on the Sales/Use Tax Group Maintenance Form (FTMTGRP). You should reference this group on documents or items for which you do not have the system calculate taxes. 2.Uncheck the Non-Taxable indicator for all other tax groups. 3.Once you create the tax group, select Next Bl ock to enter the rates appropriate for this tax group. 4.Enter the Tax Group code, or click Code or select List to select a valid code from a list window. Enter the tax rates associated with this tax group as established on the Tax Rate Code Maintenance Form (FTMTRAT). 5.Once you establish the tax groups, update the System Control Maintenance Form (FOASYSC) with the default tax group. Associating Tax Groups You can associate tax groups with the Ship To Codes on the Ship To Address Maintenance Form (FTMSHIP) an d/or with Commodity Codes. On a given document, the system retrieves the tax group from the Ship-To Code . If there is no tax group for the Ship-To Code , the system uses the Defa ult Tax Group from FOASYSC. For a given commodity, the first source of a tax group is the commodity record (maintained on FTMCOMM). If there is no commodity tax group, the form uses the tax group from the header. You can override tax groups at the header and commodity levels. 2010120616012542 2422120722015070 (default) FOAPAL on the Invoice or Direct Cash Receipt Rebate Percentage FundOrgnAcctProg /nAugust 2014Banner Finance 8.10 2-283 User GuideProcessingInvoice Processing Selecting the Invoice Type When you create an invoice, you need to specify which type of invoice you wish to use. To do this, select Direct Pay , Regular, or General Encumbrance from the Invoice Type pull- down list (unlabeled).You must also specif y if you want to use the vendor invoice consolidation functionality to enter more than one vendor invoice per Invo ice Document by checking the Multiple check box. ŁDirect Pay - Use a direct pay invoice when you do not reference a purchase order. Direct pay is the default invoice type. ŁRegular - Use a regular invoice when you reference a purchase order created previously through the Purchase Order Form (FPAPURR). Vendor invoice consolidation may only be utilized if pu rchase order is defined as Regular type.ŁGeneral Encumbrance - Use a general encumbrance invoice when you reference a General Accounting Encumbrance created previously through the Encumbrance/ Reservations Maintenance Form (FGAEN CB). Vendor invoice consolidation may not be used when processing General Encumbrance invoices. Choosing Document or Co mmodity Level Accounting You have two options when you enter accounting information for an invoice. If you issue an invoice created from a purchase order, you must use the accounting method used on the purchase order throughout the document. ŁDocument Level Accounting enables you to assign account distributions to an invoice document in total. To use Document Level Accounting, check the Document Level Accounting box in the Invoice/Credit Memo Header Window of the invoice form. Document Level Accounting h as two significant advantages:ŁReduces the amount of tim e it takes to enter data. ŁReduces the number of records that the system stores in the invoice accounting and transaction history tables. ŁUse Commodity Level Accounting to assign account distributions to individual commodities, if necessary. To use Comm odity Level Accounting, uncheck the Document Level Accounting box. Using the Invoice/Credit Memo Form (FAAINVE) Purchase orders are not required to be closed out prior to invoicing. As a result, invoicing may be performed before receiving./n2-284 Banner Finance 8.10 August 2014User GuideProcessingThe Invoice/Credit Memo Form (FAAINVE) prov ides the basis for al l Accounts Payable processing activities. The form accommodat es Direct Pay (an invoice that does not involve a purchase order), Regular (an in voice that involves a purchase order), and General Encumbrance (a general accounting encumbrance created through FGAENCG is referenced on the invoice). This form also accommodates additional charges or discount s, currency conversion, and taxes. Access this form from the FININVS Menu. Key Information for the Invoice To enter the Key Information: 1.Enter the invoice Document Number or enter NEXT to have the system generate one. Click Document Number or select List to select an existing invoice document from the Invoice/Credit Memo List Form (FAIINVL). 2.Select Next Item to specify if vendor invoice consolidation will be utilized in processing the invoice. Check the Multiple check box if you wish to use this functionality. 3.Select Next Item to specify the ty pe of invoice you wish to create. 4.If a regular invoice is being created without using the vendor invoice consolidation functionality, enter Y in the Select POs box to select items from the purchase order for invoicing. Selection of ite ms to be paid on a regular invoice with vendor invoice consolidation will be done later in the invoice process. 5.Select Next Block to access the Invoice/Cr edit Memo Purchase Order Selection Form (FAQINVP). 6.To pay the entire purchase order referen ced without using the vendor invoice consolidation functionality, enter Y in the Invoice All box. This creates the invoice from the entire purchase order, including the Commodity and Accounting records. If the transaction is a Credit Me mo, and you do not want to Invoice All items, leave the Select POs and Invoice All fields blank in the Key In formation. Instead, proceed with the remainder of the Key Information and Header window s. Purchase Order items may then be selected in the Comm odity Information (Regular) Window by entering a Y in the Select PO field and selecting Next Item. 7.Enter the Vendor Number for Direct Pay invoice. Fi eld defaults for Regular and General Encumbrance invoices and may not be changed. /nAugust 2014Banner Finance 8.10 2-285 User GuideProcessingTo enter a one-time vendor, leave the Vendor number field blank, and enter the vendor's name. 8.Select Count Hits from the Vendor field to access the Vendor Maintenance Form (FTMVEND). 9.Select Next Block to go to the Invoice/Credit Memo Header Window. Invoice/Credit Me mo Header Window 1.The Invoice and Transaction Date fields default to the system date but may be changed. 2.The Document Level Accounting box defaults to checked. Yo u may alter this field if the invoice is not based on a purchase or der or a General Accounting Encumbrance. Check the Document Level Accounting box to assign the accounting distributions to the invoice document in total rather than to individual commodities. Uncheck this box to assign the account distribu tions to specific commodities. 3.The invoice Check Vendor defaults from the vendor ente red in the Key Information. You may also enter a Discount Code . 4.The system calculates the Payment Due date if Discount Code is entered. You can use this date or enter a payment due date equal to or greater than the invoice date. 5.The Bank code is optional in th is window; however, the Bank code is required in the Accounting Distribution Window if left blank here. The 1099 Vendor box defaults from FTMVEND.6.If applicable, you can enter the Vendor Invoice Number .You can navigate to one of the following areas: ŁTo access the General Text Entry Form (FOATEXT), select the Document Text link. Use this form to enter text or chan ge existing text for an invoice document. ŁTo go to the appropriate Commodity In formation Window (either the Direct Pay/ General Encumbrance Commodity Information Window or the Regular Commodity Information Window), select Next Block. Document Indicators Window 1.Check the Recurring Payables box if you wish this invoice to be paid to the vendor on a regular recurring basis. To modify this information, re fer to the Recurring Payables Form (FAARUIV). Refer to fiSetting Up a Recurring Payable fl on page2-294 ./n2-286 Banner Finance 8.10 August 2014User GuideProcessing2.Check the Installments box if the invoice will be paid on an installment basis. This indicator is used by the Fixed Assets modu le to capitalize the purchase order amount when checked.The Installments indicator can be checked only if the Recurring payable indicator is also checked. 3.The NSF On/Off box defaults from the Non-Sufficient Funds Checking box on the System Control Maintenance Form (FOASYSC). You may check this box if it is unchecked, but you may not uncheck it. 4.Check the Deferred Edit box to activate the Deferred Ed iting feature. This speeds up your system processing time. However, it also disables the sy stem from displaying online errors immediately. If you use Deferre d Editing, you cannot view your errors until you run the Editing feature in th e batch processes FGRTRNI and FGRTRNR. 5.The Grouping pull-down list indicates whether yo u wish to group related invoices. This indicator defaults from the Vend or Maintenance Form (FTMVEND). Select M to combine many invoices on one check. Select 1 to use one check per invoice. 6.Check the Hold box if you wish to save your chan ges to this invoice, but not pay it immediately. 7.Select Next Block to access the Commodity Information Window (for the specified invoice type). To access one of the other Header Information windows, select the corresponding menu option. Commodity Information Window If you selected Direct Pay or General Encumbrance in the Type of Invoice field, navigate to the Direct Pay/General Encumbrance Commodity Information Window. To use this window for a Direct Pay or General Encumbrance invoice: 1.Enter the Commodity code or the desired Description . A button and List are available for both fields. 2.Enter the approved amount, discount, and ta x if appropriate. The system calculates discount and tax amounts if you enter the discount code and/or tax group. 3.Select Next Block to navigate to the Invoice Accounting Distribution Window. If you selected Regular in the Type of Invoice field, navigate to the Regular Commodity Information Window. The commodity informati on defaults from the purchase order, but this information may be changed. The system increments the item number. /nAugust 2014Banner Finance 8.10 2-287 User GuideProcessingTo use this window for a Regular invoice: 1.Enter the commodity information or create a new commodity if necessary. If you pay against a purchase order, the commodity items display. 2.Enter the approved unit price and quantity. 3.The Ordered Quantity amount defaults from the pu rchase order. The accepted quantity displays if the receiving process receives the item. If the approved quantity equals the ordered quantity, the Final Payment Ind field defaults to F. Clear this field if you anticipate more invoices for the item. If this is the final payment, even though the approved quantity is less than the ordered quantity, enter F in this field. Both Commodity Information Windows include an Access Completion box that enables you to redistribute accounting amounts based on changes to commodity amounts. Therefore, you do not have to re-enter the Invoice Accounting Distribution Window. When you first enter the Commodity Info rmation Window, you cannot access the Access Completion box until accounting records exist. Wh en accounting records exist for the commodity, the box defaults to checked. If you make a change to the commodity amount and select Next Block while this box is checked, the form opens the Balancing Completion Window. The Wrap-up process recalculates the acco unting amounts based on the new commodity amount, corrects any rounding problems, and calls the Available Balance Process. If you choose to access the Invoice Accounting Distribution Window instead of the Balancing Completion Window, uncheck the Access Completion box and select Next Block. You can navigate to one of the following areas: ŁTo access the Accounting Tax Distribution Window, select Next Set of Records. You can only access this window when you use the Tax Processing feature. ŁTo access the Commoditi es for Review Query Form (FOICOMM), click Commodity Query or select Block Menu. ŁTo access the Currency Conversion Window, select Count Hits from the Approved field. You can only access this wind ow when you use a foreign currency. Invoice Accounting Distribution Window The commodity Item and Commodity description fields differ depending on whether Document Level Accounting or Commodity Level Accounting was selected. This difference exists because Document Level Acco unting distribution(s) pertain to the entire invoice document, rather than to an individual commodity. If Document Level Accounting was selected, the commodity Item field appears blank or null, and the Commodity description field reads Document Acctg Distribution . /n2-288 Banner Finance 8.10 August 2014User GuideProcessingFor a Commodity Level invoice, the Item field is populated with an item number and the Commodity description field displays that item's description. If this is a regular invoice, the accounting info rmation defaults from the purchase order. It can be corrected in this window. Enter accounting distributions that relate to either each co mmodity item or to the invoice in total. Select Next Item to go to the Approved Amount field, and enter the dollar amounts or use percentages to calculate th e accounting amounts. If you pay against a purchase order, confirm each accounting sequence, and make any changes to the required amount. The following options are available wh en you enter acco unting information:ŁCheck the Document Level Accounting box in the Invoice/Credit Memo Header Window and save the record without entering the amounts. When you execute the redistribution function from the Commodi ty Information Window, the system assigns the extended amount s equally among the account distributions you enter. If the Document Level Accounting box is unchecked, enter the accounting amounts. ŁManually enter the dollar amounts. ŁEnter the percentages and allow th e form to calculate the amounts. If the Document Level Accounting check box is checked: Select Next Block from the Commodity Inform ation Window to execute the redistribution function. The system redistributes the tota l of all commodity items to the accounting records that use the percentages you previo usly entered for each account distribution. If the Document Level Accounting box is unchecked: The system redistributes specific commodity amounts among the assigned accounting sequences that use the percentages you previously entered for each account distribution. Use either all dollar amounts or all percenta ges on the account sequences. If you do not use a percentage to derive the amount origin ally, the system redist ributes the commodity amount equally among its account distributions. You can navigate to one of the following areas from this window: ŁTo view additional account dist ributions, select Next Record. ŁTo access the Balancing Completion Window, click Completion or select Next Block. ŁTo access the Commodities an d Accounting for Review Query Form (FOICACT), click Accounting Query or select the menu option. ŁTo access the Currency Conversion Window, select Count Hits. You can only access this window when you use a foreign currency. /nAugust 2014Banner Finance 8.10 2-289 User GuideProcessingŁTo access the Budget Availab ility Form (FGIBAVL), click Budget Availability or select Block Menu. This enables you to vi ew the available budget for the account distribution which you enter. Balancing the Invoice The system executes Available Balance checking after you enter and save all the accounting records for a co mmodity or a document (depending on whether the Document Level Accounting box is checked or unchecked). The system sets the NSF Suspense indicator to A while you enter a ccounting records. To move from one accounting sequence to another, select Next Record. After you enter all commodities and accounting records, select Next Block to access the Balancing Completion Window. This form invokes the Wrap-Up routine, whic h allocates the accounting amounts (if these are blank), corrects any roundi ng problems, and calls the Available Balance Process. If you receive an insufficient funds message and have authorization to override the budget, enter Y in the NSF Override box and recommit the record. For Document Level Accounting Invoices, th e system allocates the sum of all the commodities. For Commodity Level invoices, the system onl y allocates the amounts for each specific commodity. To process multiple commodity items and th eir associated accounting distributions: 1.Select Previous Block from the Invoice Acco unting Distribution Window to return to the Commodity Info rmation Window. 2.Select Next Record on the Commodity Information Window to enter the next commodity item. When the Document Level Accounting box is checked, Wrap-Up does not occur at this time. For a Commodity Level Accoun ting document, Wrap-Up occurs when you select Previous Block at this point. When you return to the Commodity Information Window, the Access Completion box is checked. This means that when you create commodity records, if you select Next Block, the system executes the Wrap-Up routine and opens the Balancing Completion Window. 3.If you need to enter additional accounting records or reallocate the amounts manually, uncheck the Access Completion box and select Next Block to access the Invoice Accounting Distribution Window. Once you co mplete the accounting records, select Next Block to access the Balancing Completion Window. /n2-290 Banner Finance 8.10 August 2014User GuideProcessingEntering Taxes This feature only displays for in stallations that use the tax process. If the tax process is in use, you may wish to see how the system distributes the paid taxes to the taxing authorities based on the invoice's tax group. Se lect the menu option from the Invoice Accounting Distribution Window to access the Accounting Tax Distribution Window. This window displays the tax distribution which you can change, as long as the total tax distribution does not exceed the tax amount on the accounting distribution. Select Next Block to access th e Balancing Completion Window. Balancing Completion Window Use the Balancing Completion Wind ow to determine if the docu ment is in balance before you try to complete th e document. If the document is in balance and you are ready to mark the document complete , click or select Complete. The cursor returns to the Invoice Document Number field in the main window so that you may enter new invoices. To save the data and exit the document, click or select In Process and complete it at a later date. If you want the FAAINVE form to retain the do cument code in key-block, after clicking Complete or In Process , you will need to set up a new FTMSDAT record. The new FTMSDAT record is as follows: Entity = INVOICEAttribute = RETAIN_DOC_CODE Data = RETAIN This FTMSDAT record is optiona l, and is needed only if your site wants the document code to be retained in the Invoice key-block. If the optional FTMSDAT record does not exist, the document code will not be retained in the key-block, when you complete the Invoice or leave the Invoice fiin processfl. Currency Codes and Conversion Unless you specify otherwise, the amounts that you enter appear in the installation's base currency referenced on the Installation Control Form (GUAINST). When you deal with a foreign vendor, you can enter a currency code in the Currency Code field in the Additional Information Window, if the vendor's currency has not defaulted from the vendor record or if the purchase order currency does not match the requested reimbursement currency. Click Currency or select List to di splay the valid currency codes. For regular invoices, the currency code defau lt value comes from the purchase order. This ensures that the currency for the payment matches the curre ncy on the order. You can /nAugust 2014Banner Finance 8.10 2-291 User GuideProcessingchange the currency code in th e invoice from the code used on the purchase order. If you change the currency code, you receive a warn ing message that the invoice currency does not match the purchase order cu rrency.If you change the currenc y on the invoice so that it is not the same as the currency on the purc hase order, you will need to calculate the conversion for input manually, since automatic currency conversion calculations do not occur in this uncommon situation. For example, if a purchase order is in US dollars and the vendor wants to be paid in euros, you must manually calculate the exchange rate from dollars to euros. There are many currency converters available on the Web to simplify this process, when needed. For direct pay and general encumbrance tran sactions, the currency default value comes from the vendor record. A warning message ap pears if a direct pay is processed and the default vendor currency is changed to another currency. At the commodity and accounting levels, the system calculates the converted amount (input amount divided by the exchange rate). From either the Approved field in the Commodity Information Window or from any fi eld in the Invoice Accounting Distribution Window, select Count Hits to view the amounts converted to base currency in the Currency Information Window. Remember, the base currency amount is used for available balance checking, and this is the am ount that posts to the ledgers. Invoices for Purchase Orders You can process invoices against a purchase or der even when prior invoices for the same purchase order are in the pos ting queue. Invoicing is permitted until the purchase order is closed.If a prior invoice is determined to be a tota l liquidation, any subsequent invoices will roll back in posting. The invoice process is prohibited only when any of the following occur. ŁThe purchase order or encumbrance has not been posted or is closed. ŁThe purchase order has been cancelled. ŁThe document references a blanket order th at is not complete or is terminated. A warning message displays after the purchase or der is referenced in the Key Block when other invoices are in process, or when other invoices are in matching for the referenced purchase order. Previously invoiced columns ar e updated for invoices that ar e in approvals, matching, or both. When these prior invoices have been completed, the net quantity remaining to be invoiced becomes the default value in the in voiced and approved colu mns. The calculation used is as follows: /n2-292 Banner Finance 8.10 August 2014User GuideProcessingOrder Quantity - Previously Invoiced Quantity = Net Quantity If a purchase order has been fully invoiced, but not closed, th e values in the previously invoiced columns default to zero.Bank Code EditsAn accounting sequence must have a bank code or it cannot be saved to the database. If you try to save an accounting sequence withou t a bank code, you receive an error message stating that the bank code is required. If the bank code indicated is different than the default bank code for the currency established on the Currency Maintenance Form (GUACURR) and no disbursing agent is indicated, a warning message displays when th e invoice is completed or put in process. You can either cancel the completion and return to the invoice to update the bank code(s), or complete the invoice.Mismatches between the bank code on the header record and accounting records are flagged as errors when you navigate to th e Completion block (either from the Accounting block or from the Commodity block) when the Access Completion check box is checked. This helps you to avoid potential problems when posting check batches. ŁIf a bank code exists on the header, a ll accounting sequences must have the same bank code. ŁIf a bank code is not on the header, each accounting sequence can have a different bank code. ŁIf the bank code on the header has chan ged, bank codes on all the accounting records can be updated to the new code. One-time Vendors You have the option to create invoices and write checks to vendors without having to create a permanent vendor record on the Vendor Maintenance Form (FTMVEND). Ordinarily, you enter a vendor number in the Vendor field of the Key Information. However, to indicate a One-Time Vendor, follow these steps: 1.Enter the vendor name. The absence of a value in the Vendor field cues the system to handle all the updates and restrictions appropriately. 2.Select Next Block. The cursor bypasses the Address Code and Sequence Number fields, and goes directly to the Address Line 1 field./nAugust 2014Banner Finance 8.10 2-293 User GuideProcessing3.Enter the street address ( Address Lines 1/2/3/4, City , State or Province , and ZIP or Postal Code ). The form updates new columns on the Invoice Header Table (FABINVH). NoteIf your site updates the ZIP/PC Code Validation Table (GTVZIPC), then you may leave the City and State or Province fields blank. Enter a valid ZIP or Postal Code and the form defaults the City and State or Province . Follow the instructions for the remainder of the direct pay invoice process. The following restrictions apply: ŁIf your site uses Tax Processing, a One-Time Vendor can collect all taxes or no taxes, but cannot collect selected taxes. The only place to define which taxes you wish to collect is in the Vendor Tabl e, which necessitates a permanent vendor record.ŁPay a One-Time Vendor in base, not foreign, currency. ŁA One-Time Vendor cannot be a 1099 vendor. Viewing Vendor Invoice Detail Information 1.Access the Vendor Invoice Query Form (FAIVINV). 2.Enter a vendor ID code in the Vendor field. A list is available if the vendor ID code is not known. 3.Perform a Next Block function to navigate to the Document Information block. The block is placed in query mode upon entry. 4.Enter any known document information. A ll fields accept query criteria including wildcards (% and ), the greater than sign(> ), and the less than sign (<). All fields may be left blank to query all vendor invoices for the specified vendor ID cod e.5.Perform an Execute Query function. Invo ice document detail information will be returned based on query criteria. If multiple records are returned, use the Next Record function to scroll through records. The Commodity Deta il block will update with appropriate information as you access each record. 6.Perform a Next Block function to access the Commodity Detail block. 7.Click Vendor Invoice Commodity Detail in the navigation frame to view additional information regarding a commodity on the Vendor Invoice Commodity Detail window. /n2-294 Banner Finance 8.10 August 2014User GuideProcessing8.To perform another query, navigate to th e Document Informatio n block, perform an Enter Query function, and enter the new search criteria. Viewing Vendor Invoice Information 1.Access the Multiple Vendor In voice Query Form (FAQMINV). 2.(Optional) Perform a Next Record functio n when multiple vendor invoices exist to select the desired record. 3.Perform a Next Block function to access the commodity records. 4.Click Commodity Detail in the navigation fra me to view additional information about the commodity on the Multiple Vendor Invoice Commodity Detail window. Recurring Payables Create a recurring payable in Banner Finance to pay the same amount to the same vendor at regular intervals. For instance, rent or an annuity are types of recurring payables. Setting Up a Recurring Payable 1.Create the recurring invoice with th e Invoice/Credit Memo Form (FAAINVE). 2.Create a header record as you would for any other invoice. 3.Check the Recurring box in the Document Indicators Window. 4.Enter the commodity and accounting data and comple te the invoice. The recurring payable posts as a normal invoice in the next posting run. If you use approvals, it proceeds through the approvals process as any other invoice. 5.Specify the submission parameters.Access the Recurring Payables Form (FAA RUIV) to enter the submission criteria which determine when you create and post checks for the recurring payable. Once you complete the invoice, a record exists on the Recurring Pa yables Form with the invoice Document Number , Vendor code and name, and the Next Submission Date. This record displays the Payment Due date as entered on the invoice. 6.Enter the submission parameters: ŁSubmission Days allows you to enter a number to represent the number of days between submissions. For example, if you need to generate your recurring payable every ten days, you would enter 10 in this field. /nAugust 2014Banner Finance 8.10 2-295 User GuideProcessingŁAlternatively, you can select Monthly , Quarterly , Yearly , Semi-Annually , Bi-Weekly , or Weekly from the Submission Indicator pull-down list. For example, you usually pay rent monthly, so you would select Monthly in this field. You may enter either Submission Days or the Submission Indicator , but not both. 7.Enter the maximum number of submissions in the Maximum Submissions field. For example, the maximum number of submissi ons for rent is likely to be 12, because you pay rent once a month (12 times a year). Subsequent Processing When you run the Check Selection Process (FABCHKS), the system adheres to the parameters established on the Recurring Pa yables Form (FAARUIV) as you select invoices for payment. When you cut a check for your recurring paya ble, the check proces s produces the check. Then, submit the next invoice for posting. In addition, the check process updates the Submissions to Date field on the Recurring Payables Form (FAARUIV). If the Submissions to Date equal the Maximum Submissions , the system marks the invoice as P (Paid), so that the online check processing feature no longer selects the invoice for checks. Cancelling a Recurring Payable If you create a recurring payable but do not process any checks, yo u should cancel the invoice with the Invoice/Cred it Memo Cancel Form (FAAINVD) as you would any other invoice. This cancellation transaction does not update the Recurring Payables Form (FAARUIV). Therefore, you should update the Maximum Submissions number on that form to reflect that there should be no more submissions. To cancel a check associated with a recurring payable, use the Check Cancellation Form (FAACHKS). When you cancel the check, the form does not permit you to select the Re-establish Payable? option. To ensure that all the accounting transactions related to this process are correct, you must cancel the recurring invoice as well as the check. Creating a Zero Amount Payable For a Direct Pay Invoice, you may enter a co mmodity with a negative amount. However, the total amount of the payable must be zer o or greater than zero. If you have one commodity with a nega tive amount in the Net Amount field, then you should have another commodity with a positive value in the Net Amount field which will make the total amount of the payable zero or greater than zero. /n2-296 Banner Finance 8.10 August 2014User GuideProcessingInvoicing and Zero Accounting SequencesIn invoice processing, you may have zero accounting sequences from a Purchase Order that should be closed when a Final Pay invoice is posted. When a Regular Invoice is processed with the FAAINVE form against a purchase order that includes a zero accounting sequence, the invoice API™s create a zero accounting sequence record in the Invoice Accounting Table (FARINVA). Th is zero accounting sequence record in the FARINVA table enables the Finance Posting Process (FGRACTG) to identify and close zero accounting sequence records in both the Purchase Order and Encumbrance tables. In order to provide a consistent user experience for Accounts Payable staff, the FAAINVE form suppresses th e display of the zero accounting sequences in the accounting distribution window. Zero accounting sequences will exist for a purc hase order when an accounting sequence is zeroed out with a change order, or when a pu rchase order is initially created with a zero accounting sequence which may occur with non-charge items. The CIFOAPAL elements for ZAS are validated as of the invoice transaction date only when the accounting records in clude amounts great than zero. NoteThe bank code for zero accounting sequences (ZAS) defaults based on the invoice header bank code. If the invoice header does not include a bank code, the API can default the bank code from an accounting sequence of the same item Stores Inventory The procurement process w ithin Banner Finance prov ides the Requisition Form (FPAREQN) for you to order commodity ite ms. Alternatively, the Stores Requisition Form (FSAREQN) allows you to enter stock type commodities only in order to make direct requests for stores items. Both of these forms share the same database tables. When you create a requisition document on the procurement Requisition Form (FPAREQN), an indicator is set that defines this document as a procurement requisition. This document is then processed through the normal functions of bids, buyer assignment, and purchase order assignments. When you ge nerate a request for stores items from the Stores Requisition Form (FSAREQN) , the document is defined as a stores request. This prevents the system from using the stores requ est in both the bids process and the buyer assignment process. /nAugust 2014Banner Finance 8.10 2-297 User GuideProcessingIssuesThe Stores Issue/Return Form (FSAISSU) en ables you to issue stock items from the stockroom or inventory warehouse. You may issue two kinds of issues: an issue against a stores request or a direct issue with out a user-requested stores requisition. After the goods are issued, the departmental budg et reflects this issue by means of a debit to the expense account entered in the issue. The stockroom reduces th e onhand quantity by location with the issu ed quantity of the item, and the inventory account is credited appropriately. Returns Frequently, you need to return goods to a stockroom either because you order the wrong item, order too many items, or an item is defe ctive. You want the departmental budget to reflect this return by means of a credit to the expense account charged in the original issue. Additionally, the stockroom needs to update the onhand quantity with the returned quantity of the item and to have the inventor y account debited appropriately. The Stores Inventory Issue/Return feature enabl es both of these processes to occur. Entering Cost Adjustments to Physical Inventory Before you can adjust quantitie s or unit costs in the Stores Inventory system, you must restrict the system so that it does not post i ssue, transfer, invoice, and receipt documents for the stores item until you comp lete and post the adjustment. To restrict the system in this way, y ou will need to perform the following steps. 1.Access the Inventory Adjustment Sy stem Control Form (FSASYSA). 2.Enter or select a Primary Location or a Commodity Code , or both, in the Key Information.3.Select Next Block to go to the Inventory Adjustment Action Information. 4.Select Cost for cost adjustments in progress, Quantity for inventory quantity adjustments in progress, or End to end adjustments in progress. 5.Select Next Block to view the adjustment history for the commodity. At this point, all stores inve ntory items selected in the Key Information are restricted from creating issue, transfer, invoice, and receipt documents. /n2-298 Banner Finance 8.10 August 2014User GuideProcessingDetermining Inventory Adjustment Status The system date defaults into the Adjustment Start Date field to indicate when to process adjustments. Also, the system sets the Status indicator on the Stores Commodity Location List Form (FSISTKL) to a status of I for Inventory Quantity Adjustments In Progress or T for Cost Adjustments in Progress. Before yo u can create any stores documents, the system checks this indicator. You can create documents only when the Status indicator is null.After you complete and post all adjustments to quantity and/or cost, the stores item accepts issues, transfers, invoices and rece ipts. When you create these documents, the system resets the Status indicator on FSISTKL to null. To complete this function, choose End (for End adjustments in progress) in the Inventory Adjustment Action Information on FSASYSA. The system date defaults into the Adjustment End Date field to indicate when adjustments for the inventory selected can no longer occur. Adjustment Requirements The system can only process ad justments when all stores items for selected inventory have a null status. This means that all prior adju stments have been completed, posted, and returned to a null adjustment status. Likewi se, before a stores items or location can end adjustments, all stores items must have been R (Reconciled) or must still have an I (Inventory Quantity Adjustments in Progress) status or Cost( T) Adjustments in Progress status. An item can have a status of R (Reconciled) if a quantity adju stment has occurred, and the document for the adjustment has been completed and posted from the Adjustment to Quantity/Inventory Reconciliation Form (FSAADJQ). You can also adjust an item to I (In progress) status if it has never been counted, or a Cost ( T) adjustment has been created and posted. Refer to the adjustment status listed on the Physical Inventory Discrepancy Report (FSRPIDR) in the fi Reports and Processesfl chapter. You can only start an adjustment period agai n when the prior adjustment system control record (FSASYSA) has an adju stment end date. Multiple adju stment periods display with the most recent period fi rst. Once you choose Quantity or Cost from the Adjustment Action radio group to insert reco rds; you may not delete them. For physical inventory adjustment for all stock items, use the Physical Inventory All indicator on the Inventory System Contro l Maintenance Form (FSASYSC) to set the status to I (Inventory Quantity Adju stments in Progress) on all stock items. NoteYou can only start adjustments to a stores item for a primary location, for a commodity code, or for a specific commodity code at a primary location. However, if you select the latter and you wish to view just the adjustment periods for that primary location, the pe riods that the system displays only represent prior entries to this form by primary location. /nAugust 2014Banner Finance 8.10 2-299 User GuideProcessingProcessing Status Changes During Cost Adjustment AccesstheInventoryAdjustmentSystem ControlForm(FSASYSA)andchooseCost fromtheAdjustmentActionradiogroup. UsetheCostAdjustmentForm(FSAADJC)to adjusttheunitcostfortheitem. RunthePostingProcesstocreateadjusting entriesandupdatethetotalvalueoftheitem. AccesstheInventoryAdjustmentSystem ControlForm(FSASYA)andchooseEndfrom theAdjustmentActionradiogroup.This indicatesthattheadjustmentiscomplete. StatusupdatedtoT StatusupdatedtoC StatusupdatedtoT thesystem cannotprocess issues,transfers, orreceipts Statuschangestonull.Thesystem cannowprocessissues,transfers,andreceipts. ProcessingStatus /n2-300 Banner Finance 8.10 August 2014User GuideProcessingProcessing Status Changes During Physical Inventory Adjustment Using Stores Issu es and Returns The Stores Issue/Return Form (FSAISSU) fu nctions in the same manner as the Credit Memo in the Accounts Payable module. The Return check box on this form functions in the same way as the Credit Memo indicator on the header of the Invoice/Credit Memo Form (FAAINVE). Select the Return check box on the Stores Issue/ Return Form to flag the current document as a return. The check box defaults to unchecked. You may return goods against a requisition or return them directly withou t reference to a requisition. thesystem cannot process issues, transfers,or receipts Statusupdatedto IAccesstheInventoryAdjustmentSystem ControlForm(FSASYSA)andchoose End fromthe AdjustmentAction radiogroup. ThisindicatesthattheInventoryiscomplete. Statusupdatedto AStatusupdatedto RRunthePhysicalReconciliationProcess (FSRPHYR). AccesstheInventoryAdjustment SystemControlForm(FSASYSA) andchoose Quantity fro mthe AdjustmentActio nradiogroup. Countquantitiesforspecified commodities/locations. EntercountsontheStoresPhysical InventoryCountRecordingForm (FSAPHYC). ProcessingStatus Statusupdatedto QStatus updatedto R(Reconciled) Yes UsetheAdjustmenttoQuantityand InventoryReconciliationForm(FSAADJ Q)toenteradjustedquantities. RunthePostingProcesstoprocess adjustments .NoIstheentered amountequal toorwithin tolerance? /nAugust 2014Banner Finance 8.10 2-301 User GuideProcessingIf you reference a requisition, the Key Information provides an edit to ensure that the requisition is open. If the requisition is closed, you receive a message stating that the requisition is closed and that you may no t proceed. This applies to both issues and returns. If the requisition is open, you may select a ll items or selected items from FPIRQST. All open items display here, and you can select Exit with Value to select the appropriate items to return. Those items already cl osed through full issue activity do not display in this form. A Direct Return is a return in which no requisition is referenced. Use a Direct Return if the original requisition is not known or if that requisition or the relevant item on that requisition is closed. Indicate which commodity to return in the Issue/Return Commodity Information on the Stores Issue/Return Form. Entering ABC Classification Tolerances ABC classification is an industry-defined cl assification associated with inventory. Use ABC classifications to classify items within inventory valuation. For example, an A classification not only represents 20% of th e inventory items within a site, but also represents 80% of the entire value of the inventory within this same site. These representations are strictly user-defined. Typically, the top 20% of inventory items comprise approximately 80% of the inventory investment. When you classify items based on their relative value, you can support various kinds of inventory analysis. If you use this optional classification system, the system reflects it in the Physical In ventory report sort features. You can also assign a percentage of toleran ce for physical inventory processing to the ABC classification code on the System Data Maintenance Form (FTMSDAT). Use A, B, or C for each field to get the correspondi ng FTMSDAT entry. Enter the tolerance percentage in the Data field of FTMSDAT. Use this tolerance percentage when you run physical inventory to determine if you wish to have the system au tomatically reconcile these percentage amounts when you run the ba tch physical inventor y process. The system then reconciles any items that are counted and found to be within this tolerance percent of the system count. Using the Valuation Process The current philosophy of valua tions is that the current unit price is always a running weighted average of the cost of goods received to-date. If you know the invoice price at the time you r eceive the goods, the sy stem uses this price to calculate the new net unit pric e. If the invoice price is not available, the system uses the /n2-302 Banner Finance 8.10 August 2014User GuideProcessingpurchase order net unit price to determine the new unit price of inventory, and makes an adjustment when the invoice is processed, if necessary. Issued goods always use the current unit pr ice, regardless of whether the goods are invoiced yet. Any unit price adjustments wh ich take place after you issue goods only affect the unit price of future issues. They do not affect any issues which have already taken place. Posting Processes for Stores Inventory Purchasing Inventory from Outside Vendors Example 1: The Stockroom or Purchasi ng Department requisitions the purchase of stockroom inventory. Use the procurement Requisition Form (F PAREQN) to create a requisition document. Based on the fact that the comm odity selected is identified as a Stock item on the Commodity Validation Form (FTVCOMM), the Inventory Fund and Acct default in the following order: FTVINVM, FTVSHIP, FSBSYSC. If you use Document Level Accounting, the first commodity is searched for a fund and account. Since these are G/ L accounts, the system treats the requisition as an inventory or G/L requisition, and no accounting entries take place. If you decide to override the account w ith an expense account, the requisition produces the normal accounting entries (Rule code = REQP). This requisition eventually becomes a purchase order with the same type of accounts as on the requisition. If G/L accounts are referenced on the purchase order, there are not accounting entries. Example 2: The Purchasing Department chooses to enter purchase orders without requisitions. The Purchase Order Form (FPAPURR) recogni zes that the item is a stock item based on the Stock indicator on FTVCOMM. The accounting defaults the Inventory Fund and Account from FTVINVM, then FTVSHIP, then FSBSYSC. If document level accounting is in effect, then the first commod ity is searched for a fund and account. As was true with the requisition, G/L accounts on the purchase order result in no postings to the ledgers./nAugust 2014Banner Finance 8.10 2-303 User GuideProcessingPurchasing Inventory Within a Department Follow these steps: 1.Use the Stock Requisition Form (FSAREQN ) to reserve stock quantities and the associated amounts. 2.Enter the expense FOAPAL to charge against your budget. The accounting on this form does not de fault from any Stores related tables. Example:When this document posts a Stores request for $300.00, it results in the following General Ledger postings: DR: $300.00 Budgeted Reservations Control CR: $300.00 Offset to Budg eted Reservations Control A sum of $300.00 posts to th e encumbrance ledger with that expense account, and a $300.00 budget reservation posts to the operating ledger. A rule class code REQS for the Stores Requisition contains the same process codes as REQP. The two rule classes provide additional flexibility (for example, you could choose to debit Encumbrance Control with Procurem ent Requisitions and Budgeted Reservations Control with Stock Requisitions) which allows analysis on posted entries. Issuing Stock Against a Requisition When the stockroom issues the stock, access the Stores Issue/Return Form (FSAISSU). The expense FOAPAL defaults into this form from the Stores Requisition Form (FSAREQN). The system posts the following General Ledger entries: Operating Fund:DR: Expenditure Control (for requisitioner org) CR: Interfund Due/To Acct. DR: Offset to Budgeted Reservations Control CR: Budgeted Reservations Control In addition, the system up dates the OPAL and Encumbrance ledgers as follows: Inventory Fund: DR: Interfund Due/From Acct (extended quantity X unit cost) CR: Inventory Account If you apply an external rate and the warehou se is a profit center, the General Ledger entry is:/n2-304 Banner Finance 8.10 August 2014User GuideProcessingOperating Fund:DR: Expenditure Control (quantity X unit cost)DR: Expenditure Control (quantity X external rate)CR: Interfund Due/To Acct.(same as Debit amount) DR: Offset to Budgeted Reservations Control (Requisition amount) CR: Budgeted Reservations Co ntrol (Requisition amount)In addition, the OPAL and Encumbrance ledgers are updated: Inventory Fund: DR: Interfund Due/From Acct (quantity X unit cost)DR: Interfund Due/From Acct (quantity X external rate) CR: Inventory Account (quantity X unit cost) CR: Revenue Control based on Stockroom Income (quantity X external rate) NoteYou cannot use an external rate if th e location is not defined as a profit center. Issuing Stock Directly With No Requisition When the stockroom issues the stock, follow these steps: 1.Access the Stores Issue/Return Form (FSAISSU). 2.Input the FOAPAL values. The system posts the following General Ledger entries: Operating Fund:DR: Expenditure Control (for requisitioner org) CR: Interfund Due/To Acct. In addition, the OPAL ledger is updated: Inventory Fund: DR: Interfund Due/From Acct (extended quantity X unit cost) CR: Inventory Account If an external rate has been applied and th e warehouse is a profit center, the General Ledger entry is:Operating Fund:/nAugust 2014Banner Finance 8.10 2-305 User GuideProcessingDR: Expenditure Control (quantity X unit cost)DR: Expenditure Control (quantity X external rate)CR: Interfund Due/To Acct.(same as Debit amount) In addition the OPAL ledger is updated: Inventory Fund: DR: Interfund Due/From Acct (quantity X unit cost)DR: Interfund Due/From Acct (quantity X external rate) CR: Inventory Account (quantity X unit cost) CR: Revenue Control based on Stockroom Income (quantity X external rate) The rule class for this activity must contain an Operating Ledger (OPAL) routine to record the expense (routine process code O030), but no liquidation proc ess code. In addition, a process code exists in the G (General ledger) series to select the appropriate Inventory Fund and Account based on the establis hed values on FTVINVM, FTVSHIP, and FSBSYSC. The routine to recognize revenue might be a user-defined modification to the existing O030 process code since this is an OPAL rather than G/L activity. Returning Stock Agains t an Open Requisition Perform the steps in the following list. 1.Use the Stores Issue/Return Form (FSAISSU) to return stock. 2.Select the Return check box. The expense FOAPAL defaults into this form from the Stores Requisition Form (FSAREQN). The system posts the following General Ledger entries: Operating Fund:DR: Interfund Due/To Acct. CR: Expenditure Control (for requisitioner org) DR: Budgeted Reservations Control CR: Offset to Budgeted Reservations Control The system also updates the OPAL and Encumbrance ledgers as follows: Inventory Fund: DR: Inventory Account CR: Interfund Due/From Acct (extended quantity x unit cost) If you apply an external rate, and the warehou se is a profit center, the General Ledger entry is:/n2-306 Banner Finance 8.10 August 2014User GuideProcessingOperating Fund:DR: Interfund Due/To Acct.(same as Debit amount) CR: Expenditure Control (quantity x unit cost) CR: Expenditure Control (quantity x external rate) DR: Budgeted Reservations Control (Requisition amount) CR: Offset to Budgeted Reservat ions Control (Requisition amount) The system also updates the OPAL and Encumbrance ledgers as follows: Inventory Fund: DR: Inventory Account (quantity x unit cost) DR: Revenue Control based on Stockroom Income (quantity x external rate) CR: Interfund Due/From Acct (quantity x unit cost) CR: Interfund Due/From Acct (quantity x external rate) NoteThe Request Return Rule Class ISEC supports this activity and is the opposite of the rule class you use when you issue against a requisition. Returning Stock Directly With No Requisition Perform the steps in the following list. 1.Access the Stores Issue/Return Form (FSAISSU) to return stock. 2.Check the Return box. 3.On a direct return, en ter the expense FOAPAL. The system posts the following General Ledger entries: Operating Fund:DR: Interfund Due/To Acct. CR: Expenditure Control (for requisitioner org) The system also updates the OPAL ledger as follows: Inventory Fund DR: Inventory Account CR: Interfund Due/From Acct (extended quantity X unit cost) If you apply an external rate, and the warehou se is a profit center, the General Ledger entry is:Operating Fund:/nAugust 2014Banner Finance 8.10 2-307 User GuideProcessingDR: Interfund Due/To Acct.(same as Debit amount) CR: Expenditure Control (quantity X unit cost) CR: Expenditure Control (quantity X external rate)The system also updates the OPAL ledger as follows: Inventory Fund: DR: Inventory Account (quantity X unit cost) DR: Revenue Control based on Stockroom Income (quantity X external rate) CR: Interfund Due/From Acct (quantity X unit cost) CR: Interfund Due/From Acct (quantity X external rate)NoteThe rule class for this activity is the opposite of the rule class for a direct issue.Transferring Stock Locations When you move stock from one location to another, you may not know if an accounting entry should occur. An accoun ting entry should contain a deb it to the location that receives the stock and a credit to the loca tion that loses the stock with an offset to the interfund accounts in each fund. To transfer the location of stock, your account records must meet one of the following conditions:ŁInventory Fund and Inventory Account are specified on FTVINVM. No accounting entry is required.ŁInventory Fund and Inventory Account are null on FTVINVM. Look at the two location codes on FTVSHIP: ŁIf the Primary locations are the same, no accounting entry is required.ŁIf the Primary locations are different and if the Inventory Fund and Inventory Account for both locatio ns are null, no accounting entry is required. ŁIf the Primary locations are differen t, and if the Inventory Fund and Inventory Account for each location is populated, the accounting entry is:DR: Inventory Fund and Account for Location receiving Stock CR: Inventory Fund Inventory Transfers In Account DR: Inventory Fund Inventory Transfers Out Account CR: Inventory Fund and Account for Location losing Stock ŁIf the Primary locations are different, and if the Inventory Fund and Inventory Account for one location is populated and the other is null, the accounting entry /n2-308 Banner Finance 8.10 August 2014User GuideProcessinguses the Inventory Fund and Account from FSBSYSC for the location that has null in these fields. For example, if the receiving location Inventory Fund and Account is null, and the losing location is popula ted, the accounting entry is: DR: Inventory Fund and Account from FSBSYSC CR: Inventory Fund Inventory Transfers In from FSBSYSC DR: Inventory Fund Inventory Transfers Out CR: Inventory Fund and Account from FTVSHIP NoteYou must expand these conditions to take into account the options of having either the Inventory Fund or the Inventory Account, but not both, populated in each case. Receiving Inventory at the Dock When the dock receives goods, the system co mpletes a receiving document. The Inventory Fund and Account are known by the system because you specify them on the purchase order. The Ship Code defaults from the purc hase order into the r eceiving document, but you can override it. The Inventory Fund an d Account appear in the accounting entry, based on the Receiving locatio n. The accounting entry is: DR: Inventory Fund and Account (Purchase Order Extended Amount) CR: Valuation Clearing (from FSBSYSC) (Purchase Order Extended Amount)Paying for Inventory in Accounts Payable When you invoice goods in Accounts Payable, follow these steps: 1.Calculate any difference between the net purc hase order amount and the net invoiced amount. The accounting entry is: DR: Valuation Clearing Accoun t for the net invoice amount CR: Accounts Payable for the net invoice amount2.Debit or Credit the Inventory Fund and Account for the difference between the net purchase order price and the net invoice amount. Making Adjustments to CostWhen you make adjustments to the unit cost of an item, the adjustment process determines every location for the item, and at each location, calculates the change in value at that location. /nAugust 2014Banner Finance 8.10 2-309 User GuideProcessingExample:An item has a unit cost of $2.00. Location A has a quantity of 10. Location B has a quantity of 5. The cost is adjusted to $1.90. This effect on the value of the inventory is: ŁLocation A changes from $20.00 to $19.00. ŁLocation B changes from $10.00 to $9.50. The resulting entry is: If the resulting value increases rather than decreases, then the entry is a debit to the inventory account and a credit to the valuation clearing account. Budget Development Some Budget Development tasks can be perform ed with Banner Finance Self-Service. For details, refer to the Banner Finance Self-Service User Guide .Maintaining a BudgetOnce you approve an operating budget and roll it into Banner Finance, use the following two methods to maintain the budget: 1.Through the entry of journal voucher transa ctions, either through the Journal Voucher Form (FGAJVCD) or the Journal Voucher Quick Form (FGAJVCQ), directly into Banner Finance to increase/decrease or otherwise adjust the budget dollars. In this case, only the financial ledgers re flect the budget changes. The budget files remain intact with the approved data. Location AInventory Fund DR: Valuation Clearing$1.00 CR: Inventory Account$1.00 Location BInventory Fund DR: Valuation Clearing$.50 CR: Inventory Account$.50 /n2-310 Banner Finance 8.10 August 2014User GuideProcessing2.Through the use of the Budget Maintena nce Form (FBABDMN) which updates the budget files and provides these changes to the financial ledgers using a journal voucher transaction.Budget Maintenance Form (FBABDMN) This form enables you to update the budget amounts for the current fiscal year in the Budget Line Item Table (FBBBLIN) and the Distributed Budget Table (FBRDIST) while at the same time maintaining th e budget amounts in the operating ledger for budgets that are already in effect. The Budget Maintenance Form enables you to create and edit standard journal voucher transactions with budget rule classes. FBAB DMN displays the budge t amounts currently in the Distributed Budget Table (FBRDIST) and in the Operating Ledger Account Table (FGBOPAL). The system creates journal vouc her transactions for all budget changes and writes those changes to the Journal Voucher Transaction Table (FGBJVCD). When you complete a document, the system applies the journal voucher budget transaction amounts to both budget tables (FBBBLIN an d FBRDIST). The journal voucher document is then read y for the approval process and posting to the financial ledgers.Edit and process the journal vouchers the same way you enter the vouchers on the Journal Voucher Form (FGAJVCD). Since a separate fo rm is used to maintain the budget, the Security Administrator can employ additi onal security for FBABDMN to limit which users can change the actual budget tables. For additional information, refer to fiSecurityfl on page2-1 and related procedures in this chapter. NoteUse of FBABDMN is entirely optional . FBABDMN enables you to maintain the budget during the fiscal year using the Budget Development Module and not just through Banner. Once you roll a budget and phase to Banner Finance and close the phase, begin the maintenance stage for the budget using the Budget Maintenance Form. Key and Header Information 1.Enter a document number in the Document field or enter NEXT to have the system assign a document number. Select Next Field. The system checks the document number to ve rify that it was created on the Budget Maintenance Form. FBABDMN does not allow you to view or update documents created on the Journal Voucher Entry Form (FGAJVCD) and the Journal Voucher Quick Form (FGAJVCQ). 2.Populate the Description (Unlabeled) field. The system uses the description for each of the journal voucher detail records create d. All of the detail records are updated when this field is changed. /nAugust 2014Banner Finance 8.10 2-311 User GuideProcessing3.Enter the Document Total . The system uses the document total at completion time to ensure that the document is in balance. The document total is a fihashfl total of all the amounts and does not consider the sign. 4.Enter the Transaction Date . The system uses the transaction date for each journal voucher detail created. When the date chan ges, the system re-checks the available balance for all detail records base d on the new transaction date. 5.Populate the Budget ID, Budget Phase , and Duration Code fields. Once these fields are entered, you may not modify them for th is document. Enter a closed phase for the budget. The budget must have already been rolled to the operating ledger. 6.The Document Text Exists field contains Y if the document has associated text. To view or add text, click Document Text or select the menu option. The system writes a journal voucher transactio n header record. If you delete the record, the system deletes the header an d all of the document details. Transaction Detail Information 1.Enter the Journal Type . The journal type you enter must support the Duration Code selected in the header. 2.The Reference number field is optional. 3.The COA (Chart of Accounts), Index, Fund, Organization , Account, Program , Activity, and Location values are entered and edited here. You cannot proceed to the next window unless these valu es are validated by the system. All of the journal voucher transactions created for th is document use these same FOAPAL values. You may change any of the se values at any time and all of the detail transactions will be updated when you select Next Block. One document will contain only the changes for all budget periods fo r a single line item. Multiple budget line items will not be contained in a single document. Budget Maintenance Window These fields are display only and show the Adjusted Budget, Year to Date expenditures, Commitments , and the Available Budget for this line item in the Operating Ledger Account Table (FGBOPAL) for the current fiscal year. Values in the Budget, Adjustments , and the Total Budget fields are displayed from the Distributed Budget Table (FBRDIST). The Period (Budget Period), Transaction Amount , +/- indicator (Debit/Credit Indicator), Override (Available Balance Override), and the Status (Transaction Status) indicators are /n2-312 Banner Finance 8.10 August 2014User GuideProcessingdisplayed from the Journal Voucher Transactio n Table (FGBJVCD). You may update the Transaction Amount , +/- Indicator, and the Override fields. One line displays in these fields for each Period that currently exists in the Distributed Budget Table for this line item. You may then enter transaction amounts to increase or decrease the budget for any or all of these periods. You may enter new periods and amounts for any valid periods (13 or 14, depending on whether the fiscal year is divided into months or into four week periods) in the current fiscal year. You may add new budget periods but you may not change an existing peri od to another. You must adjust the existing period so the net of the change is zero and add a new period. For each period record entered or adjusted , an available balance edit will be performed. You can override a non-sufficient fund edit by entering Y in the Override (Available Balance Override) field. The Status (Transaction Status) field displays a P for Postable or an N for Non-Sufficient fund error. If you select Remove Record on a transactio n record, the system does not delete the record. Instead, the system zeroes out the transaction amount. When you complete the document, the system automatically delete s journal voucher details with transaction amount of zero. Click Completion or select Next Block to access the Balancing/Completion Window. Balancing/Completion Window You may complete a document if all the transactions have a P (Postable) status and the total of the transaction amounts, regardless of sign, match the Document Total in the main window. When you complete a document, the system applies the journal voucher transaction amounts to the Budget Line Item and Distributed Budget Tables. Click or select Complete to have the system edit the do cument and submit it to posting. Click or select In Process to have the system save the work done on this form but not submit the document to posting. Selecting the In Process function allows you to research the document for any open issues before sending it to posting. Navigation When you open FBABDMN, you are positioned in the Document Number field. Enter a document number or type NEXT , and select Next Field to enter the Document Header fields. From the Document Header, Next Block takes you to th e Transaction Detail Information fields. From the Tr ansaction Detail Information, select Next Block to access the Budget Maintenance Window to enter journal voucher details or Previous Block to return to the Document Header. /nAugust 2014Banner Finance 8.10 2-313 User GuideProcessingClick Completion or select Next Block from the Budget Maintenance Window to access the Balancing/Completion Window. Approve documents from the User Approval Form (FOAUAPP), and the Document Approval Form (FOAAINP). Click Rollback or select Clear Form in FBABDMN to return to the Key Information fields. The system uses an edit with the Journal Vouc her forms that prohibits you from accessing a document created from the Budget Maintenance form. Journal vouchers you create through the Budget Maintenance form carry the budget ID for which the change is applicable. If you try to access a document through the journal voucher forms that contains the budget ID, the system denies access to the document through FBABDMN and following error m essage is displayed: Document was created on Budget Mainte nance (FBABDMN). Cannot update here. FBABDMN accumulates saved and unsaved budgets. The FTVOBPH_ACCUM_PY_BUDG_IND is accessible on the Operating Budget Phase Table (FTVOBPH). Valid entries are as follows: ŁY (Yes), accumulate both committed and uncommitted budgets ŁN (No), accumulate only uncommitted budgets Łblank, do not accumulate budgets Additional Information ŁThe FBABDMN form does not support deferred edit based upon the unique updating requirements of the budget and finance tables. The system automatically edits the distribution components in the Tr ansaction Detail fields so that you may update the records to Budget Line Item Table (FBBBLIN) and the Distributed Budget Table (FBRDIST) before navigating to the Journal Voucher Detail information fields.ŁFBABDMN performs available balance and transaction edit processing. The edits use work pages 90 through 92. The available balance process uses work page 99. ŁIf you use the print feature to obtain a hard copy of this form, the system asks if you want to print all pages of the form. Be particularly careful in answering this question. If you enter Y (Yes), the system prints all 99 pages of the form, most of them blank. /n2-314 Banner Finance 8.10 August 2014User GuideProcessingBudget Development Cycle This section describes the sequence of events to enter and maintain a budget in the Budget Development module. An exampl e depicting the sequence of th ese events is displayed in the Budget Development and Maintenance Time Line. 1.Establish budget IDs and phases for the new budget year on the Operating Budget Maintenance Form (FTMOBUD). Create new phases as necessary throughout the budget process. 2.Create an approved phase and enter an activation date. The activation date enables the system to ca lculate what the budget year is for that budget ID. You may create a base for your new budget phases by rolling bud get information from the Operating Ledger (OPAL) or from any other existing budget phase. 3.To roll into a budget you must enter pa rameters on the Budget Process Control Parameters Form (FBABPRC). 4.Execute the Budget Build Process (FBRBDBB) to build or chan ge line items for a budget phase. 5.Generate the Budget Work sheet Report (FBRWKSH). FBRWKSH displays up to three phases of budget information as well as current and prior fiscal year budgets. 6.Enter and update the budget using the Budget Request Form (FBABDRQ). 7.Review budget items online using the Budget Query Form (FBIBUDG). You may perform mass change operations over all or part of a budget phase. You may change budget amounts by a percentage or a fixed amount. Populate these parameters using the Mass Budget Change Form (FBAMCHG). 8.Execute the Mass Change Process (FBRMC HG) to update the budget line items.You may delete specific account and fund types from a budget phase. 9.Set up parameters using the Budget Process Control Parameters Form (FBABPRC). List all the account and fund typ es you want the system to delete. 10. Execute the Budget Parameter Update Process (FBRBDBB). FBRBDBB deletes the selected account and fund types from both the Budget Line Item Table (FBBBLIN) and the Distributed Budget Table (FBRDIST). /nAugust 2014Banner Finance 8.10 2-315 User GuideProcessing11. Repeat steps 1 through 10 as necessary, up dating and adjusting the budget until you have one phase that is your approved budget. 12. Verify that the activation date and finance rule class is in your approved budget phase. 13. Generate the Approved Budget Report (FBRAPPR). 14. Distribute approved budget phase amounts over selected periods. 15. Create parameter cards to distribute the budget using the Budget Distribution Parameter Form (FBABDDS). 16. Execute the Budget Distribution Process (FBRBDDS) to distribute amounts in the Line Item Table (FBBBLIN) and into th e Distributed Budget Table (FBRDIST). You need to execute the Budget Distri bution Process (FBRBDDS) since the system rolls the budget into OPAL fro m the Distributed Budget Table. 17. Generate the Approved Distribu ted Budget Report (FBRAPPD). FRAPPD displays your distributed budget amounts and compares them to current and prior fiscal year amounts. 18. Adjust the distributed amounts in the Period fields on the Budget Distribution by Amount Form (FBABDDA). FBABDDA updates both the distributed amou nts (in the Distributed Budget Table, FBRDIST), and the annualized amount (in the Budget Line Item Table, FBBBLIN). This ensures that the amounts in both these files match. 19. Repeat steps 15 through 18 un til the distributed budget is correct and ready to be rolled into the General Ledger System. 20. When you are ready to roll your budget into the Operating Ledger, create a parameter card using the Budget Process Control Para meters Form (FBABPRC) to activate the approved budget. 21. On the Phase Activation Da ta Window, populate the Permanent Rule Code , Temporary Rule Code , and Description fields. You can enter a percentage if you wish to roll less than 100%. Leave the Rerun Budget Roll field blank unless the transactions on the previous budget roll failed the transaction edits and you are re- running that roll. When re-running a budget roll, enter R in the Rerun Budget Roll field. The system calculates the transaction amount based on the percentage entered; multiplied by the budget line item amount; less any amount that you successfully rolled to the ledgers. /n2-316 Banner Finance 8.10 August 2014User GuideProcessingExample:You have a budget line item for $100.00.Roll 15% of the budget. A transaction is created for $15.00 and succe ssfully updates the ledgers. Roll the budget a second time with 40%. The transaction created is for $25.00. This is 40% of 100.00, which is $40.00; less the previous transaction of $15.00; yielding a total of $25.00. 22. Execute the Budget Roll to General Ledger Process (FBRBDRL) to create the budget roll transactions on the Transac tion Input Table (FGBTRNI). 23. Execute the Transaction Process (FGRTRNI), which reads and edits the transactions on FGBTRNI. 24. Generate the Transaction Error Report (FGRTRNR). 25. If there are any errors in the budget trans actions, correct the line items in the budget and then rerun the Budg et Roll Process (FBRBDRL). 26. When you repeat the roll process due to a failed transaction, enter R in the Rerun budget roll field. This indicates that the last budget roll w as not successful and that you are repeating the budget roll. If the Rerun budget roll field does not display R, the system generates incorrect transaction amounts on your budget roll transactions. You can rerun the budget roll as many times as is necessary until all your transactions are valid.You can run or rerun the budget roll as many times as necessary. If you do roll the budget in several steps, remember your final roll must equal 100%. 27. When the Budget Roll Process comple tes, navigate to FTMOBUD and enter C (Closed) in the Status field in the Budget Phase data fields.Populating Status with C prevents you from running the roll process against this phase and allows you to start using the Budget Maintenance Form (FBA BDMN) if you need to maintain your budgets during the current year. 28. To keep the budget tables current with th e OPAL ledgers, enter original budget and budget adjustment transactions on th e Budget Maintenanc e Form (FBABDMN) instead of on the Journal Voucher Form (FGAJVCD). FBABDMN updates OPAL, the operating ledg er and the Budget Line Item Table (FBBBLIN), and the Distributed Budget Table (FBRDIST). /nAugust 2014Banner Finance 8.10 2-317 User GuideProcessingBudget Development and Maintenance Time Line Example /n2-318 Banner Finance 8.10 August 2014User GuideProcessingEstablishing Initial Budget Phases There are three ways to load the initial budget phase:ŁUse the Journal Voucher Entry Form (F GAJVCD) or the Journal Voucher Quick Form (FGAJVCQ).ŁUse the Budget Request By Account Fo rm (FBABDRA) or the Budget Request Form (FBABDRQ).ŁProvide current budget detail or summary data to Banner Finance through the Generic Feed Table (GURFEED) and/or the Finance Feed Table (FGBTRNI). Establishing Subsequent Fi scal Year Budget Phases You can create subsequent years™ budget ph ases from two different sources: the Operating Ledger or the Budget Phase data. Operating Ledger 1.Roll Prior or Current Fiscal Years Opera ting Ledger Budget Balances into Future Fiscal Year Budget Phase ( Action Indicator on FBABPRC equals O (Opal)). The following steps are guidelines and may change according to site policies and procedures. 2.Create a new budget phase using the Operating Budget Maintenance Form (FTMOBUD). 3.Using the Budget Process Control Para meter Form (FPABPRC), establish the appropriate action for the budget phase ( Action Indicator equals O (Opal)). Enter the required Opal Source Data on FPABPRC that includes the Chart of Accounts and the Fiscal Year. Enter the additional paramete rs on FPABPRC. Use caution when you check the Overwrite File box. 4.Execute the Budget Build Process (FBRBDBB). 5.Query the results on the Budget Query Form (FBIBUDG). Budget Phase Data 1.Roll Prior or Current Fiscal Years Budget Ph ase into Future Fiscal Year Budget Phase (Action Indicator on FBABPRC equals B (Budget Line)). The following steps are guidelines and may change according to site policies and procedures. 2.Create a new budget phase using the Operating Budget Maintenance Form (FTMOBUD). Define the Base Budget ID and Base Budget Phase from which the new phase is being created. /nAugust 2014Banner Finance 8.10 2-319 User GuideProcessing3.Using the Budget Process Control Para meter Form (FPABPRC), establish the appropriate action for the budget phase ( Action Indicator equals B (Budget Line)). Budget Source Data will default to FPABPRC from the values entered on FTMOBUD. Enter the additional parameters on FPABPRC. Use caution when you check the Overwrite Files box. 4.Execute the Budget Build Process (FBRBDBB). 5.Query the results on the Budget Query Form (FBIBUDG).Rolling Phase to Phas e Within Budget IDs Create and roll new budget phases within a bu dget ID through the budget life cycle as required, or create new phases to generate budget models under different conditions (Action Indicator on FBABPRC equals B (Budget Line)). The following steps are guidelines and may change accordin g to site policies and procedures.1.Create a new budget phase using the Operating Budget Maintenance Form (FTMOBUD). Define the Base Budget ID and Base Budget Phase from which the new phase is being created. 2.Using the Budget Process Control Para meter Form (FPABPRC), establish the appropriate action for the budget phase ( Action Indicator equals B (Budget Line)). Budget Source Data will default to FPABPRC from the values entered on FTMOBUD. Enter the additional parameters on FPABPRC. Use caution when you check the Overwrite File box. 3.Execute the Budget Build Process (FBRBDBB). 4.Query the results on the Budget Query Form (FBIBUDG).Changing Line Item Within a Phase You can change a single budget line item w ithin any phase using either the Budget Request By Account Form (F BABDRA) or the Budget Requ est Form (FBABDRQ). You may change the line by a dollar amount or percentage. Using a percentage requires the combination of the percenta ge amount entered in the Change Amount field in combination with a P (Percent) in the Percent field. If you leave the Percent field blank, you are indicating to the system a change in dollar amounts. The system does not require you to execute an update process after you change the line item record. Click or select Save to record the changes. /n2-320 Banner Finance 8.10 August 2014User GuideProcessingMass Change Budgets ExampleExecute the Budget Mass Ch ange Process (FBRMCHG). FBRMCHG provides you with the hardcopy results of the mass budget ch ange based on the parameters entered on FBAMCHG. The Banner Finance System does not delete the parameter records entered on FBAMCHG. These records remain in the database and you may use them again to mass change budgets. You must review, update, or dele te these parameter records before FBRMCHG executes again. NoteThe Banner Finance System performs all the changes from the prior set of parameter records defined to FBRMCHG when you save a new set of parameter records. This is why it is so important to review and delete unwanted parameter records. Example:Define parameter record #1 to increase a fund and its associated organizations by $100.00 . Execute the change without deleting parameter record #1. Parameter record #1 remains in the database. If you increase th at fund and its associated organizations by $50.00 using mass budget change parameter re cords, the total effect to that funds budget will be an increase of $150.00 . To view existing FBAMCHG records, clear th e form and select Enter Query and then Execute Query. Scroll through existing parameter records. De lete a parameter records as necessary. Modify existing parameter records when they display. Click or select Save to record the modifications to the database. Query the results on the Budget Query Form (FBIBUDG).If the Change all the budgets within check box is unchecked, the system applies the budget change ONLY to line items that match Org 220, Fund 103000, Account 6010, /nAugust 2014Banner Finance 8.10 2-321 User GuideProcessingProgram 610, and Activity 10. Refe r to line item #2 since that is the only item to match all the FOAPAL values that you enter. If the Change all the budgets within check box is checked in this example, the system changes the budget line items 2, 3, 4, 6, 7, and 8. The system changes the budget items since these funds and organizations are equal to the hierarchy for the FOAPAL values that you enter. The mass change does not affect Line items 1 and 5. These two line items are part of Organization 200, which is outside (above) Organization 220. The parameter record definition contains Organization 220. Generate the following Budget reports to provide information on budget changes. To review sample output, refer to the fi Reports and Processesfl chapter. Merging Budgets You may establish fraction phases (that is, mu ltiple phases) during the development cycle and merge phases into the final phase in pieces ( Action indicator on FBABPRC equals B (Budget Line)). You have the option to insert new records from multiple phases into the final phase of the budget without overwriting records or overwriting the budget table records. 1.On FPABPRC, enter the budget ID , phase, and chart of accounts. 2.Set the Action Indicator to B (Budget Line). 3.Enter the base budget ID in the Budget Source Data para meters. Use these parameters to enter the existing bu dget phase information. 4.Enter the base budget ID. An example wo uld be an operating or general ledger. 5.Enter the base budget phase. This is on e of your fraction or individual phases. FBRAPPRApproved Budget Report - Displays the approved budget phase along with the prior year, current year, and the variance of the approved budget to the current amounts. FBRMCHGBudget Mass Change Process - Use this process to change budget line items by an amount or a pe rcentage. Create parameters used to execute this process from the Mass Budget Change Form (FBAMCHG). FBRWKSHBudget Worksheet Report - Displays up to three budget phases with current year and prior year budget amounts from the budget file./n2-322 Banner Finance 8.10 August 2014User GuideProcessing6.Enter the base chart of accounts. Rolling Approved Bu dget Phase to OPAL You can roll the approved budget phase to the new fiscal years OPAL budget ledger when needed. Enter A (Activate) in the Action Indicator on FBABPRC. The following steps are guidelines and may change accordin g to site policies and procedures.1.Execute the Approved Budget Report (FBRAPPR). 2.Build the Budget Distribution Parameter Form (FBABDDS) to define the budget roll distributions for the Operating Ledger. 3.Execute the Budget Distribution Parameter Report (FBRBDDS) to distribute budget amounts in the Line Item Table (FBBBLIN) into the Distributed Budget Table (FBRDIST).4.Execute the Approved Distributed Budget Report (FBRAPPD). 5.Using the System Control Fiscal Year Set- Up Form (FTMFSYR), verify the period into which you want to roll th e budget exists and has an Open Status. 6.Verify on the System Data Maintenance Form (FTMSDAT) that Entity or Usage Code is set to FGBTRNI and the Optional Code Number 1 is equal to BUDGET for the Attribute Code SYSTEM_ID .7.Verify on the Sequence Number Main tenance Form (FOASEQN) that the Document Type code and Document Prefix code fields equal L. L specifies Budget Line Item. Be sure to enter a value in the Maximum Sequence 7 field.8.Close all open budget phases except the final phase in the Operating Budget Maintenance Form (FTMOBUD). Confirm that the final phase contains an activation date and valid Finance Budget Rule Class Code BD01.You can roll future dated activation dates. For example, on June 30 you roll July 1 effective dated budget detail. If you closed a phase and you need to make corrections, change the Status back to Open .9.Use the Budget Process Control Parame ter Form (FBABPRC) to establish the appropriate action for the final budget phase. Set the Action indicator to A (Activate). Enter the permanent rule code, temporary rule code, percentage rolled, and description on FBABPRC. Leave rerun budget roll blank unless a document from a previous roll failed and yo u are rerunning the budget. 10. Execute the Budget Roll to Ge neral Ledger Process (FBRBDRL). 11. Execute the Transaction Interface Process (FGRTRNI). /nAugust 2014Banner Finance 8.10 2-323 User GuideProcessing12. Execute the Transaction Error Report (FGRTR NR). This report displays the error messages for those transactions that do not successfully pass edits or available balance processing. 13. If required, correct errors in the Budget Development module using the Budget Request By Account Form (FBABDRA) or Budget Re quest Form (FBABDRQ). Most errors will be caused by one or more of the FOAPAL elements being non-data enterable or one or more of the FOAPAL elements reaching it s termination date.14. To rebuild the Distributed Budget Tabl e (FBRDIST), repeat Steps 1 through 4 and 10 through 13. When you have completed your budget entries, set the Action Indicator on the Budget Process Control Paramete r Form (FBABPRC) to A (Activate) and in itiate the Budget Roll Process (FBRBDRL). 15. Repeat Steps 9 through 12. 16. Execute the Posting Process (FGRACTG) an d confirm the posting(s) using Budget Availability Status Form (FGIBAVL) or the Organization Budget Status Form (FGIBDST).Deleting a Phase by Account Ty pe and Fund Type You can delete segments of any budget phase. The system organizes these segments into the chart of accounts defined fund types and acc ount types (Level 2 only). This enables building of budget models by funding source or account for easier global phase manipulations and projections . The following steps are guidelines and may change according to site policies and procedures. 1.Using the Budget Process Control Para meter Form (FPABPRC), establish the appropriate action for the budget phase, Set the Action Indicator to D (Delete). Delete Options parameters require Type Indicator F (Fund) and/or A (Account) in conjunction with the Level 2 fund ty pe and account type being deleted. 2.Execute the Budget Build Process (FBRBDBB). 3.Query the results on the Budget Query Form (FBIBUDG).Fixed Assets The Fixed Assets module includes transfer, hi story, and reporting capabilities to enable you to establish and maintain a record of your fixed and moveable assets. /n2-324 Banner Finance 8.10 August 2014User GuideProcessingEstablishing Commodity an d Accounting Structure The key to taking full advantage of the Fixed A ssets module lies in the extent to which you define the supporting structure of the Commodity, Fund, and Account records. This section shows you how to create the appropri ate records in the recommended sequence. The development of the record stru cture consists of three segments: ŁAccount Code connection ŁFund Code configuration ŁCommodity Code setup Account Code ConnectionYou create the appropriate Account Code connections on the Acco unt Code Maintenance Form (FTMACCT) in the initial segment of defining the record structure for Commodity, Fund, and Account records. Th is step is required if yo u intend to use the Automatic Capitalization Process. 1.Establish account codes fo r Accumulated Depreciation and Depreciation Expense. This step is required only if you in tend to use the Depreciation Process.The Accumulated Depreciation account codes must have an Internal Account Type of 10 and an Account Class of F. The Depreciation Expense account codes must have an Internal Account Type of 40, 60, 70, 90, or 95. This set-up makes it possible to use an Equity, Labor, Direct Expense, Fund Add ition, or Fund Deduction account code for posting the offset to the Accumulated Depreciation account code entry. 2.Create the Fixed Asset account codes for y our fixed and moveable assets. The Fixed Asset Account codes must have an Internal Account Type of 10 and an Account Class of F. You may enter both the Accumulated Depreciation and Depreciation Expense account codes in the appropriate fi elds while you are creating the Fixed Asset Account code, or you may add them later. This step links the Accumulated Depreciation and Depreciation Expense acco unt codes directly to the Fixed Asset account code. 3.Establish your Capital Expe nditure account codes. The Capital Expenditure account codes must have an Internal Account Type of 60, 70 or 80. You may enter a Fixed Asset Account Code in the Asset Account field while you are creating the Capital Expenditure account code or after the record is established. This step links the Fixed Asset account code to the Ca pital Expenditure account. The Automatic Capitalization Process uses this link between the Capita l Expenditure account code and the Fixed Asset account code to determine the de bit account code for the capitalization transaction. /nAugust 2014Banner Finance 8.10 2-325 User GuideProcessingExampleAssume you created the following account code records: Account: 1831 - Accumulated Depr eciation (Account Class: F)Account: 7631 - Depreciation Expense Account: 1830 - Vehicles (Account Class: F)Account: 7530 - Capital Expenditure - Vehicles The account code record for the Fixe d Asset account code establishes the connection between the Fixed Asset acco unt code and the related Accumulated Depreciation and Depreciation Expense account codes as follows: Account: 1830 - Vehicles Account Class : FAccumulated Depreciation Account : 1831 Depreciation Expense Account : 7631 The link between the Fixed Asset accoun t code and the Capital Expenditure account code is created on the account code record of the Capital Expenditure account code as depicted in the following example: Account: 7530 - Capital Expense - Vehicles Asset Account : 1830 - Vehicles 4.Complete the account code segment of the set-up is to create account codes for the Equity Account offset to the capitalization debit entr y and Gain/Loss on Sale/ Disposal. A distinguishing characteristic of these remaining account codes is that they are used in developing the fund code config uration. It is important to create these account code records before the fund code records are establishe d because they are an integral part of the fu nd code configuration. Once the account codes for the debit side are in place, the focus shifts to the account codes for the credit portion of the auto matic capitalization transaction. The credit entry is typically charged to an Equity, Fund Addition, or Fu nd Deduction Account Code. Therefore, these accounts must have an Internal Fund Type of 40, 90, or 95.The last item in the account code creation pha se is to set up account codes for Gain on Disposal/Sale and Loss on Disposal/Sale. These account codes will be used when the Sale of Asset function is performed in the Adjustment Process. You may create a single account code for both Gain and Loss, or you may establish a separate account code for each. These accounts must ha ve an Internal Account Type of 40, 50, 60, 70, 90, or 95.Fund Code Configuration The next phase of the commodity and accounting structure is to define the fund code configuration. You must define the elements of the configuration that apply to your situation if you intend to use the Automatic Capitalization, Origination Tag Extraction, Adjustment, or Depreciation Processes. This configuration is in reality a hierarchy /n2-326 Banner Finance 8.10 August 2014User GuideProcessingcomposed of (in order of precedence) th e Fund Code Maintenance Form (FTMFUND), the Fund Type Maintenance Form (FTMFTY P), and the Fixed Asset System Control Form (FFASYSC). It is a hierarchy because these default values are more global in nature than the account codes. These values may be unique to individual funds, to groups of funds at the fund type level, or to an entir e chart of accounts. Thus, you may adjust the Fund Code configuration to conform to the un ique qualities of your chart of accounts. 1.Begin defining the fund code configuration for the Fixed Assets module on the Fund Code Maintenance Form (FTMFUND). Each Fi xed Asset process that requires values from the fund code configuration looks to th e fund code first to find these values. Therefore, any values established on the fund code override similar values created on the Fund Type Maintenance Form (FTMFT YP) and the Fixed Asset System Control Form (FFASYSC). First, create your Capitalization or Plant Fu nd codes. This step is essential because these funds will be connected to the source fund codes wh ere the original acquisitions will take place in the next step. You may establish this connection by selecting the appropriate value from the Capitalization Fund Ind ( Indicator) pull-down list. The valid values for this in dicator are as follows: ŁCap Different or No Cap The source fund code does not equal the Cap italization fund code. This is the usual case for most fund accounting applicat ions. The fund code entry in the Capitalization Fund field must have an Internal Fund Type of 96 when this option is selected. This selection also applies to situations where Capitalization is not used. The system assumes that you will not be us ing the automatic defaulting features and processes of the Fixed Assets module when you select this option and do not to make an entry in the Capitalization Fund field.The Capitalization Fund field is automatically set to the Fund Code of the Fund Code record when the Cap Fund Same As Source Fund selection is made.All other funds should have the Capitalization Fund Ind indicator set to Cap Different or No Cap (the default value), and values for the Capitalization Fund and Cap Equity Account fields should be entered as needed. You can leave the Capitalization Fund and Cap Equity Account fields blank if you do not intend to use the automatic capita lization feature for a particular fund or group of funds. Failure to follow this recommendation may result in inappropriate transaction postings from the Fixed Asset Adjustment Form (FFAADJF). ŁCap Fund Same As Source Fund The source fund code and the Capitalizatio n fund code are the same. This option is intended primarily for those funds that exist on self-generated revenues and therefore have the option to account for fixed and moveable asset acquisitions /nAugust 2014Banner Finance 8.10 2-327 User GuideProcessingwithin their own funds. The Capitalization fund code is automa tically set to the source fund code when this selection is entered. It is recommended that you do not set the Capitalization Fund Ind indicator to Cap Fund Same As Source Fund on any funds with an Internal Fund Type of 96 on the Fund Code Maintenance Form (FTMF UND). Funds with an Internal Fund Type of 96 are typically used for Plant/General Fixed Asset Account Group funds. You should also not enter a value in th e Capitalization Fund and Cap Equity Account fields for these funds. Only Auxiliary Enterprise /Proprietary funds should have the Capitalization Fund Ind indicator set to Cap Fund Same As Source Fund, and then the value for the Cap Equity Account field should be provided accordingly. 2.Enter the Capitalization Equity Account. This account is created in the account code definition phase and must be valid fo r the Capitalization fund code. The Capitalization Equity Account is the credit or offset account for the automatic capitalization asset entry. This account code must have an Internal Account Type of 40, 90, or 95. Example:This example illustrates how the fund code values work with the account code values. Assume the fo llowing values for the fund and account codes: Fund Code : 3101 - Central Maintenance Fund Capitalization Fund Code Indicator : Source Fund different from Capitalization FundCapitalization Fund : 9601 - Plant Fund Capitalization Equity Account : 3801 - Investment in Fixed Assets Account: 1830 - Vehicles Account Class : FAccumulated Depreciation Account : 1831 Depreciation Expense Account : 7631 Account: 7530 - Capital Expense - Vehicles Asset Account : 1830 - Vehicles The accounting distribution on the In voice/Credit Memo Form (FAAINVE) appears as follows: Assuming an asset cost of $1,000.00, the Automatic Ca pitalization posting would appear as follows: Fund Organization Account Program3101 125 7530 21/n2-328 Banner Finance 8.10 August 2014User GuideProcessingNotice how the fund and account code records work together to supply the Automatic Capitalization Process with the necessary data to complete the capitalization posting. In this example, the Capitalization Fund ( 9601 ) and Capitalization Equity Account ( 3801 ) are taken from the Source fund code record (3101 ), while the Fixed Asset account code ( 1830 ) is taken from the Capital Expense account code record ( 7530 ). 3.The remaining fields to be defined on the Fund Code Maintenance Form for the capitalization funds are located in Window 6. These values deal strictly with the Depreciation and Adjustment Processes. The Depreciation/Posting Indicator allows you to select from three possible values: ŁYou can elect to record depreciation in the Fixed Assets module and the General Ledger. ŁYou can choose to record memo depreciation in the Fixed Assets module only. ŁYou can choose not to allow depreciation. Th is is a default value for all fixed or moveable assets that only need to be established on the Capitalization or Plant Fund code records. You are not required to estab lish this value on each capit alization fund code record. Any value established here may be changed on the Fixed Asset Depreciation Form (FFADEPR) for each individual fixed or moveable asset. The Expense/Equity Account Default Indicator only applies when you choose to depreciate and post to th e General Ledger. It allows you to select whether the Depreciation Expense account code or the Ca pitalization Equity Account will default to the Fixed Asset Depreciation Form (FFA DEPR). You are not expected to enter those account values here on the Fund Code Maintenance Form (FTMFUND). 4.The Gain Account and Loss Account codes, which were created previously in the account code creation segment, also apply to the source fund codes. These codes also apply to the Capitalization fund code if it is the same as the source Fund Code. The Adjustment Process uses these account code s when the Sale of Asset function is selected. The gain or loss on sale is au tomatically calculated by the Adjustment Process, which looks for these account cod es for posting that gain or loss. You may create a single account code for both Ga in and Loss, or you may establish separate values for each account code. As previously stated, the account codes must have an Internal Account Type of 40, 50, 60, 70, 90, or 95.5.The default Orgn (Organization), Prog (Program), Actv (Activity), and/or Locn (Location) codes are used by both the Depreciation and Adjustment Processes. The Depreciation Process takes these values fro m the Capitalization fund code record and Fund Organization Account ProgramAmount DR/CR9601 1830 1,000.00D 9601 3801 1,000.00C /nAugust 2014Banner Finance 8.10 2-329 User GuideProcessinguses them as defaults for the Depreciation Expense Account distribution on the Fixed Asset Depreciation Form (FFADEPR). You may override these values on an asset-by-asset basis on FFADEPR. The Adju stment Process takes these values from the source fund code records and uses them to complete the accounting distribution for the Gain or Loss account codes for the Sale of Assets adjustment function. The same values may be defined on the Level I and/or Level II Fund Type Codes on FTMFTYP. The fund type values override any similar values that are established on the Fixed Asset System Control Maintenanc e Form (FFASYSC). The only exceptions that affect establishing the fund type record s is that there is no Capitalization Fund Indicator and the Capitalization Fund must have an Internal Fund Type of 96.Any values defined on a fund type apply to all the fund codes for that fund type, except when the values are defined at the fund code level. 6.Complete the Fixed Asset System Cont rol Maintenance Form (FFASYSC). The values defined here take precedence only when no similar values are defined on the fund code and fund type re cords.You must complete the Fixed Assets System Control Maintenance Form for each Chart of Accounts record you employ. The only exceptions that affect establishi ng this record is that there is no Capitalization Fund Indicator and the Capitalization Fund must have an Internal Fund Type of 96 only. Commodity Code Setup The creation of the Fixed Asset commodity codes on the Commodity Maintenance Form (FTMCOMM) is the last piece of the commodity and accounting structure. Be aware that commodity codes alone cannot force the Automatic Capitalization Process to create capitalization entries, but they may trigger the establishment of Fixed Asset Master Origination Tag records. Only a properly designed account code structure can produce both capitalization postings and Fixed Asset Master Origination Tags. If you want to emphasize the use of commodity codes over accounts, you can devise a simpler structure of accounts than those who u se the reverse strategy. The Fixed Assets module is flexible enough to accommodate either approach. An origination tag initially serves as the identifier for the temporary master record of any fixed or moveable asset. The origination tag is an automatically-generated or manually-created unique number. Origination tags refer to in dividual units, so if a quantity of 20 is invoiced on one item, each item has a unique origination tag number. The origination tag number remains with the asse t record even after it is turned into a permanent record and provides an internal reference point/index. To designate a commodity code as a Fixed Asset commodity, check the Fixed Asset indicator. When such a commodity code is us ed in the Procurement or Payable Processes, a record is automatically in serted in the Origination Tag Collector Table (FFBOTAG) as soon as the payable is posted. This entry w ill be converted into a Fixed Asset Master Origination Tag when the Fixed Asset Orig ination Tag Extraction Process is run. /n2-330 Banner Finance 8.10 August 2014User GuideProcessingThe Fixed Asset Origination Tag Extraction Process (FFPOEXT) provides a consistent method of creating origination tag entrie s for the Asset Master record from the Procurement and Payables modules. Refer to the fiReports and Processesfl chapter for more information about FFPOEXT. You can enter a value in whole years in the Default Useful Life field. This default value is designed to act as a standard value for useful life and is defaulted into the Fixed Asset Depreciation Form (FFADEPR) at the time it is created. This value may be overridden on FFADEPR on an asset-by-asset basis. You may also specify a default Expense Account Code value in the Default Account Code field. This value defaults into the accounting structure and will be used each time the co mmodity code is used in the Procurement or Payable Processes. The Finance System Control Maintenance Fo rm (FOASYSC) contains a value and an indicator that must be set to enable the Automatic Capitalization and Origination Tag Extraction Processes. The Minimum Asset Value field allows you to establish the floor or threshold value for the creation of capitalization amounts. It is invoked when an invoice involving a Fixed Asset is posted. The other fi eld is an indicator which determines when Origination Tag Extract records will be created . You may elect to create Origination Tag Extract records only at the tim e invoices are posted, or you may elect to allow creation of the Origination Tag Extract r ecords when either invoices or receiving documents are posted. You may also elect on this form to submit your Fixed Asset Adjustment documents through the approvals process. The approval queues and levels may be established alone or as part of a syst em-wide document approvals structure. NoteIf you chose to allow creation of the Origination Tag Extract records when either invoices or receiving documents are posted, receiving documents will not be considered for the Automati c Capitalization Process. Also be aware that Origination Tag Extract records created from receiving documents cannot be directly converted into a Permanent Tag record. A permanent tag is the unique user-created or system-generated asset tag identifier which is permanently assigne d to the asset. Only Origination Tag Extract records created from invoices can be capitalized and converted into Permanent Tag records. Integrating Fixed Assets With Procurement and Payable Processes The most significant impact of Fixed Asse ts on the Procurement Process occurs when Fixed Asset-related commodities and accounting distributions are mixed with commodities and accounting distributions that are not related to Fixed Assets on any of the procurement documents (requisition, purchase or der, etc.). The system displays a warning message telling you that invoicing will not pr oduce complete Origination Tag data or Automatic Capitalization entries. You can av oid this by choosing one of the following options:ŁUse commodity-based accounting. /nAugust 2014Banner Finance 8.10 2-331 User GuideProcessingŁComplete the Origination Tag records on the Fixed Asset Master Maintenance Form (FFAMAST) and capitalize the record s on the Fixed Asset Adjustment Form (FFAADJF). ŁUse a General Encumbrance document (on FGAENCB) to feed Fixed Asset data to the Payable Process. To do this, enter a Fixed Asset-related accounting distribution on the document, then refe rence the encumbra nce on an invoice. The invoice will use the information to produce the appr opriate Origination Tag data and, if applicable, the Automati c Capitalization entries. The Payable Process is tightly coordinated with two different processes: the Origination Tag Process and the Automatic Capitalization Process. ŁThe Origination Tag Process is a two-stage process that creates the temporary Fixed Asset Master records. ŁThe Automatic Capitalization Process record s the appropriate entries in the General Ledger to recognize the acq uisition of capital assets. The initial stage of the Origination Tag Pro cess and the Automatic Capitalization Process is invoked when an invoice is posted. These processes are triggered by the use of Fixed Asset-related commodities and/or accoun ting distributions. An invoice with an appropriate Fixed Asset-related accounting distribution can produce both Origination Tag records and Automatic Capitalization entries. Conversely, the use of Fixed Asset-related commodity codes alone can only produce Origination Tag records. A Fixed Asset-related accounting distribution is requ ired for Automatic Capitalization to take place. If your emphasis is on commodity-based accounting, you only need to establish a very simple accounting structure to take full advantag e of the Automatic Capitalization Process. The product of the Auto matic Capitalization Process is me rely a companion entry to the invoice posting. The effect of the Matching Pr ocess on this process is to produce collector table entries only as invoices and recei ving documents are matched and posted. Origination Tag Process The two-stage Origination Tag Process is more sophisticated. Part 1 - Origination Tag Creation Matrix The first stage is set in motion when an invoice is posted. The process automatically examines the invoice commodity and accountin g records and applies the Origination Tag Creation Matrix to see if any fixed or moveab le assets are present. This process also uses the Origination Tag Creation Matrix to determine the ty pe and composition of the Origination Tag records to be created. The fi rst stage then completes its task by making the appropriate entries in the Origination Tag collector table (FFBOTAG). Each of these entries carries an Invoice Capitalization Tag Indicator which will direct the second stage of the process as to how to handle the entry. /n2-332 Banner Finance 8.10 August 2014User GuideProcessingPart 2 - Origination Tag Extraction Process The Origination Tag Extraction Process (FFPOEXT) is the second of the two stages and may be executed on demand. It scans the Or igination Tag collector table (FFBOTAG) and creates Origination Tag records based on the Invoice Capitali zation Tag Indicator contained in each invoice record , as illustrated in the Origin ation Tag Extraction Matrix shown on the following page. Individual Fixe d Asset Master Origination Tag records are created for each unit of a commodity™s quantity . For example, assume the following Fixed Asset-related commodity information is on an invoice: Table 4:Origination Tag Creation Matrix Minimum Number of Accounting Distributions on the Invoice Available Account Code Choices Fixed Asset Commodity Code (For Creating Origination Tag Records) Minimum Asset Value (For Creating Capitalization Entries) FARINVC Cap Tag Indicator Fixed Asset Related Expense Account CodeFixed Asset Related Asset Account Code Non- Fixed Asset Account Code 11X N/A> =C 21X N /A =C 52XX N /A records) option.5NBAJOBSMake necessary adju stments to Job Records of exception employees (for example, red-circled employees). 6NBPBUDMRun process entering Y at the Encumbrance Processing prompt. 7NHPFIN1Run process using the following parameters: COBRA Processing:(Y/N) NBudget Processing: (Y/N) NEncumbrance Processing(Y/N) YExtracts approved encumbranc e data and inserts records into NHRFINC.8NHPFIN2Extract encumbrance and adjustment transactions from the NHRFINC table. Insert transactions into GURFEED (collector table). 9VariousRun desired Banner Position Control reports. 10Finance FeedRun Banner Finance processes to post adjustments to Operating Ledgers. FBRFEED, FURFEED, FGRTRNI, FGRTRNR, and FGRACTG. StepForm Or ProcessDescription /nAugust 2014Banner Finance 8.10 3-37 User GuideInterfaces/n3-38 Banner Finance 8.10 August 2014User GuideInterfaces Approving Working Budgets Once budget modeling is complete, manual ad justments to rolled budgeted amounts have been made on the Position Total block of NBAPBUD, and a selected working budget is ready to be approved, you must complete the processes explained in this section. Ideally, an approved budget will be determined by the beginning of the new fiscal year. Human Resources and Finance personnel must wo rk together to coordinate the processes and ensure that both systems have the same approved fiscal year. Once a budget model is accepted, it must be approved in the Banner Position Control module and in the Banner Finance System via separate batch processes. BatchProcessŠ Finance FBRFEED BatchProcess- PositionControl NBPMASSNHPFIN1 NHPFIN2NPBUDM IsNTRFINIFeed BudgettoFinance BudgetDevelopment boxchecked? Yes NoEnd HBatchProcess- Finance FRRFEED BatchProcess- Finance FURFEEDFGRTRNR FGRTRNIFGRACTG /nAugust 2014Banner Finance 8.10 3-39 User GuideInterfacesApplication Forms When position data is first entered in th e Banner Human Resources System, several preliminary rule forms must be completed in both the Banner Finance and Human Resources Systems. These forms are listed below. Banner FinanceBatch Processes The following batch processes approve a work ing budget and close the current active budget on NBAPBUD, update encumbrances on the jobs records (NBAJOBS) for the new fiscal year, post the new encumbran ces to Banner Finance, and set the Active box on NBAFISC to unselected status for the fiscal year just ending and selected status for the fiscal year just beginning. FBABPRCEstablishes a record for each phase of the budget process for which a roll from another phase is required. This form defines the Base Budget and/or Phase from which each phase will be created or rolled. This fo rm also provides for the deletion of any phase or the activation of the phase that is to be rolled to the General Ledger. The paramete rs entered on this form are used to run two RPTs: FBRBDBB and FBRBDRL. FBABDDSDistributes all or part of the budget over budget periods. (Note: If only the annual budget is used for budget reporting and available balance checking, there is no need to use the distribution feature.) Enter the FOAPAL combination to be distributed. RPT FBRBDDS must then be run to actually distribute the budget. NTRCROLEstablishes parameters used in Mass Salary Update Process (NBPMASS) to update Contract Start/End dates (if using system-generated sal ary encumbrance). NTRHROLEstablishes parameters used in Mass Salary Update Process (NBPMASS) to update Encu mbrance Hours (if using encumbrance hours input). /n3-40 Banner Finance 8.10 August 2014User GuideInterfaces Banner Position Control NBPBROLAllows you to roll the adop ted position and fringe budgets to approved status for the new fiscal year, to roll current position and fringe budgets to proposed position and fringe budgets (in working status) to single or multiple budget phases (see fiBudget Modeling fl on page3-16 ), and to dele te the working budgets no longer needed. Results of this pr ocess are posted to the Position Totals block of NBAPBUD. Parameters include the following: ŁReport Choice:ŁRoll Budgets to Working Status ŁRoll Working Budgets to Approved Status ŁDelete Working Budgets No Longer Needed ŁChart of Accounts CodeŁNew Fiscal Year ŁCurrent Fiscal Year ŁBudget IDŁBudget Phase ŁSalary Group Code NBPMASSUpdates contract start/end dates and/or encumbrance hours for the fiscal year entered in the pa rameters (for system-generated salary encumbrances only) and posts changes to NBAJOBS. In addition, it calculates automa tic step increases (and posts changes to NBAJOBS if desired), updates NTRSALA table entries by a percent or amount, and updates job records with new table/grade combinations (if desired). /nAugust 2014Banner Finance 8.10 3-41 User GuideInterfacesParameters include the following: ŁReport or Process ŁProcess Type ŁJ(Update Jobs) ŁU(Update Table/Grade/Steps) ŁD(Roll Contract Dates) ŁE(Roll Encumbrance Hour) ŁJob Change Reason CodeŁPersonnel Change Date ŁSalary Group(FROM)ŁSalary Group (TO) NHPFIN1Extracts data for encumbrances and budget adjustments (and for budget modeling, budgeting and COBRA transactions) for the Banner Finance interface. Th is process generates budget transactions and inserts records into NHRFINC. Original budgets, budget adjustme nts, original fringe budgets, and fringe budget adjustments will be passed to the Budget Development module in Ba nner Finance (as POSNBUD transactions) and to the live ledgers (as PAYROLL transactions) in Banner Finance if the Feed Budget to Finance Budget Development box on NTRFINI is selected. If the Feed Budget to Finance Budget Development box is not selected, these transaction typ es will only be posted to the live ledgers (as PAYROLL transactions). Salary encumbrances and COBRA transac tions are posted only to the live ledgers. All of these transactions are passed to Banner Finance through NHPFIN2. Parameters include the following: ŁCOBRA Processing (Y/N) ŁBudget Processing (Y/N) ŁEncumbrance Processing (Y/N) /n3-42 Banner Finance 8.10 August 2014User GuideInterfaces Banner FinanceNHPFIN2Extracts the en cumbrance, budget and COBRA transactions from the NHRFINC table and in serts them into the GURFEED table. GURFEED is a collector table th rough which all interfacing transactions to the Banner Finance System are passed. Parameters include the following: ŁDetail Report (Y/N)ŁInterface (Y/N)ŁPay ID NBPBUDMRun process entering Y at the Process Encumbrance prompt. Make sure that the Fringe Rate Rules Change indicator on the Finance Setup Rule Form (NTRFINI) is set to Y.FBRBDDSDistributes the budget ba sed on parameters entered on FBABDDS. FBRBDRLRolls the final budget phase into the new fiscal year Operating Ledger. If you are rolling current year budget into your first phase, define Action as 0 for OPAL and enter the COA code and Fiscal Year. Use B for a phase to phase roll. A and D are used for activation and deletion respectively. FURFEEDSelects records from GURFEED when the System ID is PAYROLL . It then creates and/or up dates records to insert into the Finance Interface Table (FGBTRNI) and updates the Banner Finance ledgers. FGRTRNIEdits the documents (journal vouchers) and inserts the approved documents into the Approved Documents Table (FOBAPPD).FGRTRNRProduces an erro r report that displays the system edits of suspended documents from the FGRTRNI process. FGRACTG Selects approved documents from the FGRTRNI process and posts the transactions to the ledgers in the Banner Finance System./nAugust 2014Banner Finance 8.10 3-43 User GuideInterfacesProcess Flow Ideally, on the first day of the new fiscal year, there will be a budget to be approved for that fiscal year. When working budgets are rolled to Approved status in the Banner Position Control module, the status of curren tly active budgets changes from A to C and the status of the chosen working budget changes to A. In addition, you may choo se to delete all other working budgets or to leave them indefinitely. The current fi scal year is made inactive and the approved fiscal year active in the NBAFISC Active box. 1.Complete the FBABPRC and FBABDDS form s to establish parameters for the necessary batch process in finance to approve a budget. 2.Run the following batch processes. Process NameComments/Special Instructions NBPBROLUse the Report Choice of A to roll a working budget to approved status. Enter the Budget ID and Phase of the working budget to be approved. Through this process, the Active box of NBAFISC for the fiscal year just ending is changed from selected to unselected. The Active box for the fiscal year just beginning is changed from unselected to selected status. FBRBDDSComplete paramete r options as desired. FBRBDRLComplete parameter options as desired. NBPBUDMEnter Y in the Encumbrance Processing parameter. NHPFIN1Enter Y in the Encumbrance Processing parameter. NHPFIN2Complete paramete r options as desired. FURFEEDComplete paramete r options as desired. FGRTRNIComplete parameter options as desired. FGRFRNRComplete parameter options as desired. FGRACTGComplete parameter options as desired. NBPBROL(Optional)If you wish to delete all workin g budgets, submit this process by entering Y at the Delete Working B udgets No Longer Needed parameter. /n3-44 Banner Finance 8.10 August 2014User GuideInterfaces Budget Maintenance Checkl ist: Approving a Working BudgetStepForm Or ProcessDescription Complete Steps 1Œ3 to ensure that there ar e no outstanding budgets and/or encumbrances to post for the fiscal year coming to a close. 1NBPBUDM (Charge Back Method only) Run the process using the bu dgeting and encumbering options for Active Budgets. 2NHPFIN1Run process using the following parameters: COBRA Processing:(Y/N) NBudget Processing: (Y/N) NEncumbrance Processing(Y/N) YExtracts unposted encumbrance and budgets amounts and inserts records into NHRFINC for the fiscal year coming to a close.3NBPBROL (Optional)Run process using the A (approve a budget) option. Run process using the D (delete working budgets) option.Complete Steps 4Œ11 only if salary adjustments are not to be processed effective with the first day of the new fiscal year. 4NTRCROL If using System Generated Salary Encumbrance Establish parameters used in Mass Salary Update Process (NBPMASS) to update Contract Start/End dates. 5NTRHROL If using Encumbrance Hours Input Establish parameters used in Mass Salary Update Process (NBPMASS) to up date Encumbrance Hours. 6NBPMASS Run process using the up date Contract Start/End dates and/or update Encumbrance Hours. 7NBPBUDMRun process entering Y at the Encumbrances Processing prompt. /nAugust 2014Banner Finance 8.10 3-45 User GuideInterfacesThe following diagrams show the fl ow for Approving Working Budgets. 8NHPFIN1Run process using the following parameters: COBRA Processing:(Y/N) NBudget Processing: (Y/N) NEncumbrance Processing(Y/N) YExtracts approved budget and encumbrance data and inserts records into NHRFINC. 9NHPFIN2Extracts encumbrance and budget transactions from the NHRFINC table. Inserts transactions into GURFEED (collector table).10VariousRun desired Banner Position Control reports. 11Finance FeedRun Banner Finance processes to post approved budgets to Live Ledgers. FBRFEED, FURFEED, FGRTRNI, FGRTRNR, and FGRACTG. Banner Finance must approve the bu dget so that it moves from budget development to the operating ledger. StepForm Or ProcessDescription /n3-46 Banner Finance 8.10 August 2014User GuideInterfaces FBABPRC Finance Control Form Batch ProcessesŠ Position Control NBPBROL NHPFIN1 NHPFIN2Batch ProcessesŠ FinanceFBRBDDS FBRBDRL Refer to Processing Wage/Salary Adjustments IJ/nAugust 2014Banner Finance 8.10 3-47 User GuideInterfacesDo you wish to encumber labor dollars for the new fiscal year? Do you wish to delete working budgets? NBPBROL Batch ProcessŠ Position Control FURFEED FGRTRNR FGRTRNI FGRACTG Batch ProcessesŠ Finance Yes NoEnd of Process NBPMASS NHPFIN1 NBPBUDM NHPFIN2 Batch ProcessesŠ Position Control NoYes J/n3-48 Banner Finance 8.10 August 2014User GuideInterfaces Feeding Payroll Transactions A position labor distribution hierarchy allows the desired position labor distributions to default to application forms th rough various levels of the personnel and payroll processes. The default hierarchy flows as follows: During the actual feed to Banner Finance, the following Banner Human Resources rule forms allow you to post transac tions to labor distributions fo r specific earn codes and/or deductions other than the labor distribution on PHAHOUR. An employee's pay events (for example, adjustments and manual checks) are assigned dispositions ranging from 05 to 70 to indicate where they are in the multiple step payroll process. NBAPBUDThis form defines the labor dist ribution that is used to post to the Banner Finance System. Labor distributions can be split, but the total percenta ge must equal 100. NBAJOBSThe values in the Position Labor Dist ribution block default from NBAPBUD but can be overridden at this level. PHAHOURThe values shown on this form default from the Job Labor Distribution block on NBAJOBS. The accounting distributions that default can be overridden at payroll entry time. After payroll is processed, Payroll could choose to do a payroll adjustment (termed Redistribute in Banner HR) to redistribute labor distributio n transactions to alternate accounts from pay events that have or have not been interfaced to Banner Finance. This is accomplished by accessing PHAHOUR from the PHAADJT form. PTRBDCAThe Benefit/Deduction Labor Distribution block enables users to post fringe liabilities (employer and/or employee) and expenses to different labor di stribution(s) other than those defaulting from PHAHOUR during the feed to Banner Finance. The override is by employee class and COA code for each deduction code. PTREARNThe Employee Class Labor Distribution block allows you to define labor distributions for specific earn codes by employee class. For example, if the client wishes to charge all overtime to a different Fund, Organizatio n, Account, Program, Activity, and/or Location, that informa tion would be entered on this form and would be considered in the Banner Finance feed. /nAugust 2014Banner Finance 8.10 3-49 User GuideInterfacesThe following dispositions are associated with the interfacing of payr oll expenses through to the Banner Finance System. All pay events related to a particular payr oll (as identified by Year, Pay ID, and Pay Number) must reach disposition 60 in order to be extracted an d subsequently passed to the Banner Finance System. This includes variou s adjustments (e.g., voids, reissues, and redistributions) that are often processed some time after the main payroll run. In these cases, a payroll run may contain more than one pay event (and therefore more than one disposition) for an employee. For example, an employee may ha ve an original pay event at disposition 70 and, because of the adjustment, have another pay event at a lower disposition. The obje ctive is to get all dispositions for original pay events and adjustments to 70, which ensures that all payroll transactio ns have been posted to Banner Finance. The Expend Budget with Earning Value? check box on PTREARN controls whether or not a particular earning is added to the earnings expended amount on NBAPBUD. The Gross Salaries Rule Class (HGRS or HGNL) controls en cumbrance liquidation. This can be overridden on PTREARN. Through the payroll process, year-to-date totals are updated for each employee by job(s), by earning code, and/or by deduction code. Each payroll (designated by year, pay ID, and pay number) is then fed to the Banner Finance System. The manner in which financial transactions post to the Banner Finance System from the Banner Human Resources module depends on the rule classes develo ped in Banner Finance and indicated on NTRFINI.There are two options for selective encumbrance liquidation processing: ŁBypass encumbrance liquidation on selected types of earnings ŁBypass encumbrance liquidation entirely To bypass encumbrance liquidation on se lected types of earnings, follow these steps: 1.Go to the Earnings Code Rule Form (PTR EARN) and enter the earnings code in the Earnings Code field.2.Go to the Earnings Code Rule Class field at the bottom of the form. Enter the rule class HGNL and then Save. This rule class directs the HR Finance Expenditures Extract Program (PHPFEXP) and the Finance Posting Program (FGRACTG) to do everything that the existing HGRS rule class does, but to skip the encumbrance liquidation step. Because the HGNL rule class overrides the NTRFINI default rule class governing salary expenditures, you do not have to ente r a value in this field for every earnings 60Awaiting Finance Extract 62Awaiting Finance Interface 70Complete /n3-50 Banner Finance 8.10 August 2014User GuideInterfaces code. Only enter a value for an earnings codes that should use a rule class different from the NTRFINI default. For example, you may choose to leave regular pay (REG) as it is and install the HGNL override on PTREARN only for overtime pay (OT). When subsequent payrolls are run and fed from Banner Human Resources to Banner Finance, the encumbered amount for the position (specifi ed in the Position Total block of NBAPBUD) is not reduced; the payroll encumbrance on the Finance side is not reduced when the transaction is posted. To bypass encumbrance liqui dation entirely, access NTRFIN I and substitute HGNL for HGRS. In this case, you do not have to specify any overrides on PTREARN. Encumbrances are not reduced on either th e Banner Human Resources or the Banner Finance side. Rule Forms Banner FinanceYou must complete the following Banner Finance forms: FTMCOASEstablishes the Chart of Accounts for the installation. FTMFUNDEstablishes valid funds for labor expenditures. A fund is defined, in layperson's terms, as balance sheet items (assets, liabilities, equity). Funds can be restricted (for example, grants) or unrestricted (for example, general). FTMORGNEstablishes valid organizations for labor expenditures. An organization represents a depart ment within the installation. FTMACCTEstablishes valid accounts for labor expenditures. Accounts are line items within an installa tion's financial structure. They include general ledger accounts (assets and liabilities) and operating ledger accounts (revenues and expenses). FTMPROGEstablishes valid programs for labor expenditures. Programs enable an installatio n to define a way of pulling transactions across organizations and accounts. FTMACTVEstablishes valid activities fo r labor expenditures. Example: A number assigned to the YMCA fo r using the site's pool to teach lifesaving. FTMLOCNEstablishes valid locations. Locations represent a building and room number. /nAugust 2014Banner Finance 8.10 3-51 User GuideInterfacesBanner Human Resources Several rule forms must be completed to ru n payrolls in Banner Human Resources. For detailed information, refer to the Banner Human Resources User Guide .Banner Position Control FTMSDATEstablishes the system ID as PAYROLL . The PAYROLL system ID feeds payroll, en cumbrance, budget, and COBRA transactions to the operating ledgers via the FURFEED process. FTMFSYRDefines the fiscal year and fiscal periods. FTMOBUDEstablishes valid budget phases within budget IDs for budget development purposes.FTMRUCL Defines valid Banner Finance Sy stem rule class codes that are being maintained for transactions from Banner Human Resources. Banner Human Resources uses these rule class codes on NTRFINI in the Ba nner Position Co ntrol module. Banner Finance uses them with transaction processing codes from other sources in the Budget Development module. Note: When editing is performed against general ledger accounts, only a fund and account are required. When editing is performed against operating ledger accounts, you must enter fund, organization, account, and program. Activity and location are always optional entries in Banner Human Resources.NTRSGRPDefines the salary group fo r each salary table (defined on NTRSALA).NTRSALAEstablishes the salary rang es and/or steps for each salary group, table, and grade. NTRPCLSCreates and associates pos ition classes with employee classes, employee skill levels, positi on groups, and salary/wage ranges. This rule fo rm must be complete d prior to completing NBAPOSN./n3-52 Banner Finance 8.10 August 2014User GuideInterfaces Application Forms There are several application forms which must be completed to run a payroll cycle. It is important to note that the Banner Human Resources System allows you to override specific labor distributions by earn code (PTREARN) and by benefit/deduction code (PTRBDCA). This ensures that specified earn ings and benefits/deductions can be charged to accounts which are different from the accounts where individual position labor expenses are charged. For example, if you charge all overtime to a central organization or account, the appropriate entry must be ma de on PTREARN for the overtime earn code. In the Banner Position Contro l module, NTRFINI determines accounting distributions for salary expenses, employee/employer liabilities, ne t pay, deferred pay, etc., through the use of rule classes established on FTMRUCL. Batch Processes The following batch processes feed payroll ex penses (including adjustments) to the Banner Finance System. Banner Human Resources PHPFEXPGenerates labor distributions based on the rules set up in Banner Human Resources. Updates the position totals encumbrance and expended amounts on NBAPBUD. This is a COBOL process that must be run from the host command or at the system level. It is run when the pay event disposition is at disposition 60 (Awaiting Finance Extract) and takes the pay event to disposition 62 (Awaiting Finance Interface). Parameters include the following: ŁPayroll Year ŁPayroll ID ŁPayroll Number /nAugust 2014Banner Finance 8.10 3-53 User GuideInterfacesBanner Position Control Banner FinanceProcess Flow 1.Ensure that all rule forms in Banner Finance, Human Re sources, and Position Control have been completed. 2.Run the payroll process and/or payroll ad justments completely through PHPUPDT. (The disposition will equal 60). 3.Submit NHPFIN1, NHPFIN2, FURFEED, FG RTRNI, FGRTRNR, and FGRACTG to extract new or changed budget and encumb rance transactions and post them to Banner Finance. NHPFIN2Extracts the labor, fringe benefits, and net pay distributions and inserts them into a table called GURFEED. This process is run when the pay event is at disposition 62 (Awaiting Finance Interface) and takes the pay event to disposition 70 (Complete). Parameters include the following: ŁDetail Report (Y/N)ŁInterface (Y/N)ŁPay ID FURFEEDSelects records from GURFEED where the System ID is PAYROLL and inserts the record s into the Finance Interface Table (FGBTRNI). FGRTRNIEdits the documents (journal vouchers) and inserts the approved documents into the Approved Documents Table (FOBAPPD).FGRTRNRProduces an erro r report which displays the system edits of suspended documents from the FGRTRNI process. FGRACTGSelects approved documents from the FGRTRNI process and posts the transactions to the ledgers in the Banner Finance System./n3-54 Banner Finance 8.10 August 2014User GuideInterfaces 4.Submit PHPFEXP, NHPFIN2, FURFEED, FGRTRNI, FGRTRNR, and FGRACTG to process payroll expenditures. 5.Use the Organization Budget Status Fo rm (FGIBDST), the Detail Encumbrance Activity Form (FGIENCD), and the Detail Transaction Activity Form (FGITRND) to reconcile the payroll to the Banner Finance feed. Payroll Feed Checklist The following diagrams show the flow for feeding payroll transactions. StepForm Or ProcessDescription 1NTRFINI Establish/verify Finance Rule Classes used in the Interface process. Defines ne t, fringe and deferred pay distributions. 2PHPFEXP Run process using the Year, Pay ID, Pay Number. The process uses amounts calculated by Payroll Calculation Process (PHPCALC) and assigns the appropriate rule classes as established on NTRFINI (above). Populates the Finance Interface Collector table (NHRFINC) in detail broken down by earn code and deduction code within each rule class. 3NHPFIN2 Run process to extract labor, fringe benefit, and net pay distribution from NHRFINC. Formats journal entry for submission to Banner Finance with system ID and time stamp. Journal entry inserted into GURFEED. Produces a detailed audit report of the submitted transactions. Primary source document for reconciliation of Payroll to Banner Finance. 4Various Run desired reports. 5Finance FeedRun Banner Finance processes to post transactions to the Operating Ledgers. (FURFEED, FGRTRNI, FGRTRNR, FGRACTG) /nAugust 2014Banner Finance 8.10 3-55 User GuideInterfacesAdjustmentFormsAndProcessesŠ HumanResources ArePayroll adjustmentsneeded? (SeeNote) NoYes PDPLIFEPHPCALCPHPTIME PHPDOCMPHPPROFPHPCHEK PHPLEAVPHPUPDTPHR* (Optional) BatchProcessesŠ HumanResources Note:Adjustmentscanbe processedatanytimeafter PHPUPDThasbeenrun. K/n3-56 Banner Finance 8.10 August 2014User GuideInterfaces Processing COBRA Transactions The Consolidated Omnibus Budget Reconc iliation Act (COBRA) is the federal act requiring employers to extend medical coverage to individuals who lose their eligibility to participate in the employer's group health plan through certain qualifying events. Continuation of health coverage is administ ered separately by the employer and includes an administrative fee. Please note that posting of COBRA transaction s to the Banner Finance System does not create receivable transactions. Rule Forms Below is a list of rule forms that apply to the actual feeding of COBRA transactions. It does not include all rule forms pertaining to this module.Banner FinanceYou must complete the following Banner Finance forms: EndofProcess BatchProcessŠPositionControl NHPFIN2 BatchProcessŠHumanResources PHPFEXP KBatchProcessŠFinance FURFEEDFGRTRNR FGRTRNIFGRACTG /nAugust 2014Banner Finance 8.10 3-57 User GuideInterfacesFTMCOASEstablishes the Chart of Accounts for the installation. FTMFUNDEstablishes valid fund s for labor expenditures. A fund is defined, in layperson's terms, as balance sheet items (assets, liabilities, equity). Funds can be restricted (for example, grants) or unrestricted (for example., general). FTMORGNEstablishes valid organizations for labor expenditures. An organization represents a department within the installation. FTMACCTEstablishes valid accoun ts for labor expenditures. Accounts are line items within a site's financial structure. They include general ledger accounts (assets and liabilities) and operating ledger accounts (revenues and expenses). FTMPROGEstablishes valid progra ms for labor expenditures. Programs enable you to define a method of pulling transactions across organizations and accounts. Most educational institutions use programs defined by NACUBO (for example, Instruction).FTMACTVEstablishes valid activities fo r labor expenditures. An example of an activity is a number assigned to the YMCA for using your site's pool to teach lifesaving. FTMLOCNEstablishes valid locations. Locations represent a building and room number. FTMSDATEstablishes the system ID as PAYROLL or POSNBUD. The PAYROLL system ID feeds payr oll, encumbrance, budget, and COBRA transactions to th e operating ledgers via the FURFEED process. The POSNBUD system ID feeds budget transactions to the Budget Development module via the FURFEED process. ( Note: Both the PAYROLL and POSNBUD IDs are included as part of the Banner Finance seed data.) FTMFSYRDefines the fiscal year and fiscal periods. FTMOBUDEstablishes valid budget phases within budget IDs for budget development purposes./n3-58 Banner Finance 8.10 August 2014User GuideInterfaces Banner Position Control Batch Processes The manner in which the financial transactions for COBRA post in Banner Finance from Banner Human Resources depends on the Banner Finance System rule class codes specified on NTRFINI. NoteDo not post COBRA payments to Ba nner Finance without first discussing system setup with a financial consultant. Banner Position Control FTMRUCLDefines valid Banner Finance System rule class codes that identify the journal type being maintained for transactions from Banner Human Resources. These defined rule classes are used on the HR/Finance Setup Form (NTRFINI). When editing is performed against general ledger accounts, only a fund and account ar e required. When editing is performed against operating ledg er accounts, you must enter fund, org, account, and program. Activity and location are always optional entries in Banner Human Resources. NTRFINIUses predefined rule cl ass codes from FTMRUCL in the Banner Finance System for Banner Human Resources transactions. It determines acc ounting distributions for such items as salary expense, empl oyee/employer liabilities, net pay, deferred pay, COBRA, and so on. NHPFIN1Extracts data for COBRA payments (and for budgeting, budget modeling, and encumbrances) for the Banner Finance Interface. This process generates COBRA transactions and inserts records into NHRFINC. They are then passed through to the Banner Finance System by NHPFIN2. Parameters include the following: ŁCOBRA Processing (Y/N) ŁBudget Processing (Y/N) ŁEncumbrance Processing (Y/N) /nAugust 2014Banner Finance 8.10 3-59 User GuideInterfacesBanner FinanceProcess Flow 1.Complete all rule and appli cation forms as noted above. 2.After the system has been set up to have the payments interfaced to Banner Finance, submit the following batch processes. NHPFIN2Extracts the transactions from the NHRFINC table and inserts them into the GURFEED table. GURFEED is a collector table through which all interfacing transactions to the Banner Finance System are passed.) Parameters include the following: ŁDetail Report (Y/N)ŁInterface (Y/N)ŁPay ID FURFEEDSelects records from GURFEED based on the System ID you specify and inserts the records in to the Finance Interface Table (FGBTRNI) to update the Banner Finance ledgers. FGRTRNIEdits the documents (journal vouchers) and inserts the approved documents into the Approved Documents Table (FOBAPPD).FGRTRNRProduces an erro r report which displays the system edits of suspended documents from the FGRTRNI process. FGRACTGSelects approved documents from the FGRTRNI process and posts the transactions to the ledgers in the Banner Finance System.Process NameComments/Special Instructions NHPFIN1Enter Y at the COBRA Processing parameter. NHPFIN2Complete paramete r options as desired. FURFEEDComplete paramete r options as desired. FGRTRNIComplete parameter options as desired. /n3-60 Banner Finance 8.10 August 2014User GuideInterfaces COBRA Feed Checklist The manner in which the financial transactions for COBRA post in Banner Finance from Banner Human Resources depends on the Banner Finance System rule class codes specified on NTRFINI. Do not post COBRA payments to Banner Finance without first discussing system setup with a financial consultantThe following diagrams show the flow for processing COBRA transactions. FGRTRNRComplete parameter options as desired. FGRACTGComplete parameter options as desired. StepForm or ProcessDescription 1NHPFIN1 Extract data for COBRA payments (and for budgeting, budget modeling, and encu mbrances) for the Banner Finance Interface. This process generates COBRA transactions and inserts records into NHRFINC. 2NHPFIN2 Extract the transactions from the NHRFINC table and inserts them into the GURFEED table. 3Finance FeedSelect records from GU RFEED based on the System ID you specify and insert the records into the Finance Interface Table (FGBTRNI) to update the Banner Finance ledgers. Edits the documents (journal vouchers) and inserts the approved documents into the Approved Documents Table (FOBAPPD). Produces an error report which displays the system edits of suspended documents. Selects approved documents and posts the transactions to the ledgers in the Banner Finance System. (FURFEED, FGRTRNI, FGRTRNR, and FGRACTG)Process NameComments/Special Instructions /nAugust 2014Banner Finance 8.10 3-61 User GuideInterfaces/n3-62 Banner Finance 8.10 August 2014User GuideInterfaces ConsultyourFinance representative regardingBANNERFinance implications. Doyouwishtofeed COBRApaymentsfrom BANNERHuman Resources? NoYes BatchProcessesŠPositionControl NHPFIN1NHPFIN2 BatchProcessesŠFinance FURFEEDFGRTRNR FGRTRNIFGRACTG EndofProcess L/nAugust 2014Banner Finance 8.10 3-63 User GuideInterfaces/n3-64 Banner Finance 8.10 August 2014User GuideInterfaces Installments/Feed to Banner Finance As shown in the flowchart at the beginning of this section, both Banner Human Resources and Banner Advancement feed to Banner Fi nance the transactio ns relating to the deductions. These transactions cannot be posted twice. This process is similar to the way FICA deductions are handled between Bann er Human Resources and Banner Finance. Finance personnel must enter a transaction to offset a liability account and produce an accounts payable check. This ensures that the money gets to the correct fibankfl and fund. Payroll deduction gifts are fed to Banner Finance via the following procedure: 1.Banner Human Resources captures the dedu ction amount used to create a gift/ installment payment in Bann er Advancement. The deduction creates a credit to a liability account when Banner Human Reso urces feeds the same deduction to Banner Finance.2.Banner Finance creates a transaction to offset the liability. This may result in a check being produced. 3.Banner Finance creates a second transaction to credit Accounts Receivable and debit Cash Receipt.4.Banner Advancement feeds the same gift/in stallment payment with a gift/payment type (such as rule class) that will deb it Accounts Receivable and credit the actual designation of the gi ft/installment payment. NoteA sample rule class, ASDE, is delivered to be used with the gift/payment type for payroll deduction gifts. /nAugust 2014 Banner Finance 8.10 4-1User GuideReports and Processes 4Reports and Processes This chapter contains inform ation about reports generated by the Banner Finance System, as well as reports for GASB enhancements that you can open with a spreadsheet tool such as Microsoft Excel. The following table ou tlines the contents of this chapter. NoteSample reports are presented in alphabetical order by the report™s seven- character name. Job Submission Job Submission enables you to execute a report without having to ex it the application and return to the operating system. You do not ha ve to know the opera ting system commands Naming ConventionsAn explanation of the seven-ch aracter naming convention that applies to all Banner report s follows this introduction. Attribute ReportingA brief discussion of the ad hoc reporting capabilities of the Banner Finance System. Reports Description A brief explanation of each report™s contents and functionality follows each report heading throughout this chapter. Report ParametersThe following information is provi ded with all report parameters:ŁParameter nameŁIndicator stating if a parame ter is required or optional ŁBrief description of each parameter ŁValid values that must be entered for each required parameter, if applicable Report Sample A sample report follows each set of report parameters. The report sample provides you with a comple te picture of the report. Most samples include the fo llowing information:ŁData page(s) ŁDetailed, itemized report data ŁSummary page ŁGrand totals of all data categories /n4-2Banner Finance 8.10 August 2014User GuideReports and Processes to execute and print the report. A report refers to any Banner SQL* report program. Each report produces actual report output or is written to be a process (for example, posting). Special Print SamplesDue to differences in vendor pr e-printed form requirements, sam ple output is not provided with the following reports and processes in this manual: ŁCheck Print Process (FABCHKP) ŁBatch Check Process (FABCHKS) ŁBid Form Print (FPABIDD) ŁChange Order Form Print (FPACORD) ŁPurchase Order Form Print (FPAPORD) ŁRequisition Form Print (FPARQST) Naming Conventions A seven-character name is associated with all Banner reports and processes. Each letter of this report name corresponds to its numbered position depicted in the following example: NoteUse W, Y, or Z as the first characte r for new client-developed applications built to coexist with Banner Finance. For client-developed forms or modules used within a Banner application, use the system identifier as the first character (for example, F= Finance). Use W, Y, or Z as the second character. Position 1: Primary system owning the report: Position Locations: FBRFEED 1234567A=Advancement B=Property Tax C=Courts D=Cash Drawer F=Finance /nAugust 2014Banner Finance 8.10 4-3User GuideReports and Processes If W, Y, or Z appears as the first character of the re port name, refer to the preceding note. Position 2: Application module owning the repo rt. If the character in position 1 is F, then the character in Position 2 is one of the following: Position 3: Type of report: G=General K=Work Management L=Occupational Tax and License M=MICRO-FAIDS N=Position Control O=Customer Contact P=Human Resources/Payroll/Personnel Q=Electronic Work Queue R=Financial Aid S=Student T=Accounts Receivable U=Utilities V=Voice Response X=Records Indexing W,Y,Z=Reserved for client-developed ap plications that co-exist with BannerA=Accounts Payable B=Budget Development C=Cost Accounting F=Fixed Assets G=General Ledger I=Investment Management O=Operations P=Purchasing and Procurement R=Research Accounting S=Stores Inventory T=Table U=Utilities X=Archive/Purge W,Y,Z=Reserved for client-developed forms or modules used within a Banner application (character in position 1 does not = W, Y, or Z)/n4-4Banner Finance 8.10 August 2014User GuideReports and Processes Positions 4 - 7: Unique four-character abbreviation of the report name. For example, FBRFEED (Finance Budget Feed Process) is named as follows: A=Application, input, or update form B=Base table I=Inquiry form M=Maintenance Form Q=Query form accessed from another form P=Process R=Rule table Repeating tableReport or process V=Validation table view F=Finance B=Budget Development R=Report FEED=Feed Process /n4-5Banner Finance 8.10 August 2014User GuideReports and Processes Accounts Payable Module This section describes each report in the Accounts Payable module. A table provides related parameter information. A report with sample data follows each parameter table. The repo rts are listed alphabetically by their seven-character names. /n4-6Banner Finance 8.10 August 2014User GuideReports and Processes 1099-MISC Forms Report (FAB1099) Description This report creates 1099-MISC forms for selected vendors for reporting to the IRS. Forms print two to a page. Refer to the online help for more information on the 1099 Income Type Maintenance Code Form (FTMITYP). FTMITYP contains the income type co des necessary for 1099 reporting. Desc riptions for the income type codes are standardized by the U. S. Go vernment. Income types include: Box 1 (rents) Should only print if >=600 Box 8 (Substitute pmts in lieu of div/int) Should only print if >=10 Box 2 (Royalties)Should only print if >=10 Box 10 (Crop Insurance) Should only print if >=600 Box 3 (Other income) Should only print if >=600 Box 13 (Excess Golden parachute pmts) Any amount Box 5 (Fishing Boat) Any amount Box 14 (Gross proceeds to an attorney) Any amount Box 6 (Medical and health care pmts) Should only print if >=600 Box 15a (Section 409A Deferrals) Should only print if >=600 Box 7 (non-employee compensation) Should only print if >=600 Box 15b (Section 409A Income) Any amount /n4-7Banner Finance 8.10 August 2014User GuideReports and Processes Parameters NameRequired? Description Values Printer Type (1)Dot, (2)LaserYesType of printer used. 1Dot matrix printer 2Laser printer Reporting Year (YYYY)YesCalendar 1099 reporting yearYY Correction as of DateNoEarliest date corrections were made to a vendor after the original 1099s were produced. Note: Populate this parameter for correction runs only.DD-MON-YYYY Combine or Separate Amounts YesEnter S to combine amount for rents and prizes over $599.99. The remaining amounts report separately. Enter C to combine amounts for rents, prizes, medical, and health care benefits, and non- employee compensation. B ased on the combined amount, the system determines whether a 1099 should be generated. The remaining amounts report separately. C Combined amount SSeparate amount Vendor 1099 Tax IDNo1099 Tax ID for which 1099-MISC forms are being prepared.Valid nine-digit ID. Institution TIN #YesTaxpayer iden tification number (TIN) of the institution.Valid nine-digit ID. /n4-8Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample Banner University Systems & Computer Technology 10000.01 Four Country View Road Malvern PA 19355 610-555-6666 x7777 20000.02 30000.03 69000.08 23-1701520 01-1222333 50000.05 60000.06 NNNN vendor w/ck vendor 221000.22 80000.08 ap address no po address 100000.11 Allmighty CA 17112 130000.13 140000.13 69000.08 PA 150000.15 151000.15 /n4-9Banner Finance 8.10 August 2014User GuideReports and Processes 1099-K Forms Report (FAB199K) Description This report creates 1099-K forms for selected vendors fo r reporting to the IRS. Forms print two to a page. Refer to the online help for more information on the 1099 Income Type Maintenance Code Form (FTMITYP). FTMITYP contains the income type codes ne cessary for 1099 reporting, and the code K1 must be used for 1099-K reporting. Parameters NameRequired? Description Values Reporting Year (YYYY)Yes1099 calendar reporting year. YY Correction as of DateNoEarliest date corrections were made to a vendor after the original 1099s were produced. Note: Use this parameter for correction runs only. DD-MON-YYYY 1099 Tax IDNo1099 Tax ID for which 1099-K forms are being prepared.Valid nine-digit ID. Institution TIN #YesTaxpayer iden tification number (TIN) of the institution.Valid nine-digit ID. /n4-10 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample Banner University 99-9999999 Office of Financial Services 501 DaVinci Office Building Four Country View Road 88-8888888 Malvern PA 19355 610-555-6666 x7777 21795.42 XYZ Company 1345.79 877.21 57.38 1177.44 12876 W. Chatworth Ave Suite 124456 Mailstop ABC7 500.00 11444.79 3412.96 2349.17 Renovo PA 18888 101.33 202.65 303.71 22.99 MS10991 /n4-11 Banner Finance 8.10 August 2014User GuideReports and Processes Batch Check Accounting Process (FABCHKA) Description Listed below are the four processes comprising the Banner Finance Batch Ch eck writing process. Before executing a check processing cycle, you must complete the Batch Check Print Form (FAABAT C) or the Online Check Print Form (FAAONLC). Execute these four individual check processes individually to accomplish sel ecting invoices to be paid, printing checks, producing the check register, and creating the accounting for checks. NoteThese procedures are only examples of how to run checks at your installation. Due to potential differences in site specific modifications and the operating system installed at your site, these procedures may not run exactly as delivered. Pl ease modify them to your site specific standards as is necessary. FABCHK1 is an alternative method to executing FABCHKS and FABCHKP. Just as a report submitted through th e Process Parameter Entr y Form (GJAPCTL), FABCHK1 executes the Batch Check Process (FABCHKS) and the Ch eck Print Process (FABCHKP). FABC HK1 selects and creates the check print file. After FABCHK1 co mpletes successfully, you must execute by the Batch Disbursement Register Process (FABCHKR) and Batch Check Accounting Process (FABCHKA). Name Process Purpose Additional Notes Batch Check ProcessFABCHKSSelects the invoices to be paid This process produces no output. Check Print ProcessFABCHKPPrints the checks You may combine FABCHKS and FABCHKP into the FABCHK1 process. Batch Disbursement Register Process FABCHKRProduces the check register This process produces output. Batch Check Accounting Process FABCHKA Creates the cash disburse ments for the checks written in FABCHKP This process produces no output. After FABCHKA has completed, execute the Posting Program (FGRACTG) to post the checks to the ledgers. /n4-12 Banner Finance 8.10 August 2014User GuideReports and Processes You cannot combine all four of these procedures into one procedure for the following reasons: ŁA procedure within job submission can only point to one printer; FABCHKP and FABCHKR may require different printers because of the specia l forms requirement of the check print. ŁYou cannot execute FABCHKA unless FABCHKP succeeds. The definition of FABCHK1 appears on the GJAJOBS form as a procedure. When you enter FABCHK1 in the Job Name field, GJAPCTL submits FABCHK1. If you do not wish to send the output to the printer after you execute th e procedure (a parameter option on GJAPCTL), the output resides in your home directory. Refer to your site operating procedures at this time. Warning If you rewrite scripts to execute the above procedures, you must modify the reports themselves. Within the reports, hardcode the report name and the procedure name. To execute the report with another script name, you must include the new script name in the JOBNAME1 variable within the report. Currency Conversion If you use foreign currenc y for a given invoice, and the Disbursing Agent Indicator on the Invoice/Credit Memo Form (FAAINVE) equals Y (Yes), run FABCHKD before FABCHKA. Please refer to the Disbursement Check Report (FABCHKD) for a detailed description. If you use a foreign currency and the Disbursing Agent Indicator on FAAINVE equals N (No), FABCHKD processes as follows: ŁCalculates exchange rate at time of check run ŁComputes new invoice amou nt at the base currency ŁCompares the new amount to the existing invoice amount ŁPosts the difference to an exchange rate account ŁChecks to ensure that the disbursing agent process has run to completio n before deleting temporary records This process creates accounting records and writes a reco rd to the Approved Docume nt Table (FOBAPPD). This process does not produce output. You may execute FA BCHKA from the Batch Check Print Form (FAABATC) or through Job Submission. /n4-13 Banner Finance 8.10 August 2014User GuideReports and Processes Disbursement Check Report (FABCHKD) Description The Disbursement Check Report will report all checks writte n to disbursing agents when a foreign currency is required for payment. FABCHKD selects invoices with currencies from the check run for which the Disbursing Agent Indicator on FAAINVE is set to Y (Yes). The check number and name of the foreign currency are printed in the page heading, and the detail information for each vendor is shown in the main body of the report. For each vendor, as identified by the vendor name and address, a list of invoices to be pa id is printed along with the gross amount, discounts, tax amou nt, and net amount (in the fore ign currency) for each invoice. After the list of invoices is printed for each vendor, a model check is printed which contains the total net amount, the total net amount spelled out, the ve ndor name and address, and is in the form of the check that will be issued from the disbursing agent to the vendor. Each currency code begins on a new page. When a new currency code is encountered, the total net amount is printed at the end of the previous currency page. When performing the batc h check writing process, FABCHKD should be run after the Batch Check Selection Process (FABCHKS) and the Batch Check Printing Process (FABCHKP). FABCHKD should be run before the Batch Check Accounting Report (FABCHKA). If checks ar e written to a disbursing agent and FABCHKD is not run before FABCHKA, an error cond ition will be reported in FABCHKA. /n4-14 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 3) Report Sample (Page 2 of 3) REPORT: FABCHKD Development RUN DATE: 07/03/1996 CHECK NO: C1111110 Disbursement Check Report TIME: 12:17 PM DISB AGENT: Canadian National Bank CHECK RUN: 06/25/1996 PAGE: 1 CURRENCY: French Francs <------------------- APPROVED AMOUNTS --------------------> <--- INVOICE NUMBERS ---> DISCOUNT/ WITHHOLDING/ PAYEE/VENDOR NAME INTERNAL VENDOR'S GROSS PREV PAID ADDL CHRG/TAX NET ---------------------------------------------------- -------- ------------------ -------------- -------------- LAB Discount J1000004 CCC 4,444.00 .00 .00 4,444.00 J1000005 CCC 50.00 .00 .00 50.00 Four Thousand Four Hundred Ninety-Four & 00/100******* *4,494.00 LAB Discount 2200 Devereaux Ave. Chicago IL 20045 REPORT: FABCHKD Development RUN DATE: 07/03/1996 CHECK NO: C1111110 Disbursement Check Report TIME: 12:17 PM DISB AGENT: Canadian National Bank CHECK RUN: 06/25/1996 PAGE: 2 CURRENCY: French Francs <------------------- APPROVED AMOUNTS --------------------> <--- INVOICE NUMBERS ---> DISCOUNT/ WITHHOLDING/ PAYEE/VENDOR NAME INTERNAL VENDOR'S GROSS PREV PAID ADDL CHRG/TAX NET -------------------------------------------------------- -------- ------------------ -------------- -------------- Laboratory Supplies, Inc. J1000003 BBB 2,222.00 .00 .00 2,222.00 Two Thousand Two Hundred Twenty-Two & 00/100******** **2,222.00 Laboratory Supplies, Inc. 445 Washington LN Ambler PA 19033 /n4-15 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 3 of 3) REPORT: FABCHKD Development RUN DATE: 07/03/1996 CHECK NO: C1111110 Disbursement Check Report TIME: 12:17 PM DISB AGENT: Canadian National Bank CHECK RUN: 06/25/1996 PAGE: 3 CURRENCY: French Francs CURRENCY TOTAL 7,827.00 /n4-16 Banner Finance 8.10 August 2014User GuideReports and Processes Check Print Process (FABCHKP) Description The Check Print Process enables you to print checks. Use the Batch Check Print Form (FAABATC) or the Online Check Print Form (FAAONLC) to specify the parameters for a printed check. FABCHKP prints a '#' symbol in an address, if required. Names on checks appear in the following format: Name Prefix, First Name, Middle Initial, Last Name Prefix, Last Name, Suffix (for example, Mr. Stephen L. Van Gibson, Jr.). Zero Amount Checks The Batch Check Print Process (FABCHKP) prints zero amount checks with VOID in multiple locations across the face of the check and prints the check in the amount of 0.00 (zero). Consistent with regular check processing, the remittance advice at the top of the zero amount check will list all of the invoic es being paid; that is, it will itemize all of the offsetting invoices and credit memos that net to zero. Zero amount checks are uniquely identified with a check type of Z that is visible on both FTICHKS and FAICHKH, and on the FABCHKR report. The FABCHKP process also updates the FABCHKS_RECON_IND with a status of F (for Final) to reflect that zero amount checks do not need to be reconciled. The checks will never be deposited by the vendor, and as such, they will never be pre sented to the bank for payment. Currency Conversion The following information pe rtains to the printing of checks only, and not to direct deposit payments. The Check Print Process (FABCHKP) and the Batch Di sbursement Register Process (FABCHKR) print an invoice's converted dollar amount as the check amount if currency conversion is being used and the invoice's Disbursing Agent Indicator on FAAINVE is set to Y (Yes). For a given invoice, if fo reign currency is used and the Disbursing Agent Indicator on FAAINVE is set to N (No), FABCHKP prints the currency on the check (for example, French Francs). Report output varies based on your pre-printed form requirements. /n4-17 Banner Finance 8.10 August 2014User GuideReports and Processes Batch Disbursement Regi ster Process (FABCHKR) This process produces a hard copy output generated after the execution of the Batch Check Print Process (FABCHKP) and before the Batch Ch eck Accounting Process (FABCHKA). Th e Batch Check Register Report contains a listing (a register) of only those check numbers printed from the FABCHKP process. The Batch Check Print Process, FABCHKP, is the actual pr inting of checks on special check forms. The following information pe rtains to the printing of checks only, and not to direct deposit payments. ŁIf currency conversion is being used and the invoice's Disbursing Agent Indicator on FAAINVE is set to Y (Yes), the Check Print Process (FABCHKP) and the Batch Disbursement Register Process (FABCHKR) print an invoice's converted dollar amount as th e check amount. ŁFor a given invoice, if fore ign currency is used and the Disbursing Agent Indicator on FAAINVE is set to N (No), FABCHKP prints the currency on the check (for example, French Francs).When Processing Payments by Check Only or by Zero Amount Check You must run the Batch Check Process (FABCHKS) and th e Check Print Process (FABCHKP) before running the Batch Disbursement Register Process (FABCHKR). When Processing Payments by Direct Deposit or by Check and Direct Deposit You run the Batch Check Process (FABCHKS), and either the Direct Deposit File Creation Process (FAPDIRD) or the Canadian Direct Deposit Tape Process (FAPCDIR), before running the Batch Disbursement Register Process (FABCHKR). /n4-18 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample REPORT FABCHKR Development RUN DATE: 05/02/1996 FISCAL YEAR 96 Batch Check Register TIME: 03:47 PM BANK: T1 First National Bank Check Run: 05/02/1996 PAGE: 1 <------------------- APPROVED AMOUNTS --------------------> CHK CHECK <--- INVOICE NUMBERS ---> DISCOUNT/ WITHHOLDING/ TYP NUMBER PAYEE/VENDOR NAME INTERNAL VENDOR'S GROSS PREV PAID ADDL CHG/TAX NET IND -------- ------------------------------ -------- --------------- ---------------- ------------ ------------ ---------------- --- 00000004 Laboratory Supplies, Inc. I0000015 $200.00 $20.00 $.00 $180.00 B 00000005 Laboratory Supplies, Inc. I0000016 $233.00 $23.30 $.00 $209.70 B 00000006 Laboratory Supplies, Inc. I0000017 $344.00 $34.40 $.00 $309.60 B 00000007 Laboratory Supplies, Inc. I0000018 $200.00 $20.00 $.00 $180.00 B 00000008 Laboratory Supplies, Inc. I0000019 $234.00 $23.40 $.00 $210.60 B 00000009 Laboratory Supplies, Inc. I0000020 $300.00 $30.00 $.00 $270.00 B =============== = BANK TOTAL $1,359.9 0/n4-19 Banner Finance 8.10 August 2014User GuideReports and Processes Batch Check Process (FABCHKS) Description This process enables you to select items for payment by check or direct deposit. It does this by evaluating invoices to be paid, within the date an d bank parameters specified. This process does not produce output. The Batch Check process supplies the name of the party who will be recei ving payment (via check or direct deposit) to the Check Print Process (for checks), or to the Direct Deposit Creation Processes (FAPDIRD or FAPCDIR). This enables the checks/dir ect deposits to print by the party™s name, in alphabetic order. Names on checks appear in the following format: Name Prefix, First Name, Middle Initial, Last Name Pref ix, Last Name, Suffix (for example: Mr. Stephen L. Van Gibson, Jr.). Invoices which have not yet been posted cannot be selected for the check process. If there are no parameters on the Recurring Payables Form (FAARUIV), FABCHKS ignores the recurring invoice until those parameters are correctly established. If a Document Level invoice has one or more commodities on hold, FABCHKS will not select any portion of that invoice for checks. FABCHKS supplies the vendor name to the Check Print Process (FABCHKP). Th is enables the checks to print in vendor name order. While the Batch Disbursement Regi ster Process (FABCHKR) lists checks in check number order by default, it is also in vendor name order since the check numbers were assigned by vendor name. Invoices for vendors on payment hold are exclud ed if there is no vendor hold override. NoteAn invoice with a check vendor on payment hol d may still be selected for payment. Payment holds apply only to the invoiced vendor. Zero Amount Checks For zero amount checks, FABCHKS dete rmines the invoices and credit memos for a vendor that net to zero in order to clear the balances. The invoices will marked Paid, the 1099 tables will be upda ted, and the open Accounts Payable balances by fund will be cleared with the zero am ount check postings. Only ve ndors with zero net invoice balances aggregated by the address type and sequence will be selected for the Zero Amount Check run. If any of the invoices that comprise the zero net balance have payment due dates that are later than the check selection date, a zero amount check w ill not be produced. The invoices for each vendor will be aggregated by /n4-20 Banner Finance 8.10 August 2014User GuideReports and Processes vendor address (address type and sequence). Each ve ndor address must have a net invoice total of 0.00 for offsetting invoices and credit memos. If a vendor address has one or more invo ices that meet the selection criteria except that the invoices have a later payment due date than the ch eck selection date, then no ze ro amount check will be produced. All invoices for that vendor address are removed from the Zero Amount Check ru n because there is activity for a future check run. Currency Conversion The following pertains to the printing of chec ks only, and not to direct deposit payments. The Batch Check Process (FABCHKS) prints a payment™s converted dollar amount as the check amount if currency conversion is being used and the payment™s Di sbursing Agent indicator on the Invoice/Credit Memo Query Form (FAAINVE) is set to Y (Yes). For a given payment, if fore ign currency is used and the payment™s Disbursing Agent indicator on the Invoice/Cr edit Memo Query Form (FAAINVE) is set to N (No), then the Batch Check process will print th e currency on the check. Parameters NameRequired? Description Values Check Selection DateNoUsed in busine ss logic for both printed checks and for direct deposit disbursements. /n4-21 Banner Finance 8.10 August 2014User GuideReports and Processes Receiving Matching Process (FABMATC) Description The Receiving Matching Process matches invoice informa tion to receiving informatio n. The report displays invoices that are completely matched, invoices that would be matched if receipts an d adjustments dated after the invoice had not been excluded, invoices awaiting receipts, and invoices that require further analysis in order for a match to be completed. The control parameters determine the processing of the Receiving Goods Form (FPARCVD) and the Invoice/ Credit Memo Form (FAAINVE). FABMAT C uses the information entered in to the documents and governs the actual payment of the invoice. The re ceiver document number is obtained from the Packing Slip Header Table (FPBRCDT). The Receiving Matching Process control parameters app ear on the User Profile Maintenance Form (FOMPROF). Those invoices which have receiving data that is not in su spense will have the Complete indicator reset from R (Receipt required) to Y (Yes). If approvals are turned on for Invoi ces, the document will be forwarded to the Approvals in Process Table (FOBAINP) and will be processed according to the approval queue and routing criteria which apply. If approvals are not turned on for invoi ces, the document will be forwarded to the Approved Documents Table (FOBAPPD) to be pr ocessed in the next posting run. Those invoices which either do not have sufficient receivi ng quantities or which have receiving data that is in suspense will retain a status of R and be evaluated the next time the Receiving/Matching Process is run. There will be some invoices with no receiving information because the purchase was for something which was not formally received, like a service. Your site policy might be to create a packing slip document for the purchase. Alternatively, if there is no rece iving information against a Purchase Order, the Invoice/Credit Memo Form (FAAINVE) enables you to enter the Quantity Accepted field to record that an item has been received for the purposes of completing the invoice. In some cases, there will be a timing issue. If the invoic e has been processed in Accounts Payable before the goods have been received or processed, it migh t be an expediter's job to follow-up and ensure that the goods have been shipped from the vendor from which the receiving is performed. The invoices on the second and third sections of the report must be reviewed. The invoices being held up because of receiving information in suspense cannot be marked complete until the su spense condition is resolved or overridd en. The invoices with in sufficient or no receiving data will remain on the repo rt until the receiving data is entered either because the goods finally arrived or by updating the invoice itself with the receiving information. /n4-22 Banner Finance 8.10 August 2014User GuideReports and Processes You can run this process as often as local procedures can a ccommodate. It would be to your advantage to run it at least once prior to the posting run prior to the check run. This would ensure that all of the current matched invoices get posted and selected by the check process. The report has four sections: When an invoice appears in Section Two, an action may be necessary to co mplete the matching process for the invoice:ŁIf there is pending receipt activity for the invoice, wait for additional receipts to be entered with dates on or before the end of the invoice fiscal period. ŁIf the invoice needs to be changed to a later date to match existing receipts, upda te the invoice transaction date using Invoice/Credit Memo Form (FAAINVE). ŁIf any receipts need to be changed to an earlier date, update the existing receipt transactions using Receiving Goods Form (FPARCVD) to reflect dates received on or before the end of the invoice fiscal period. ŁIf all invoices remaining in the section are ap proved for matching, run FABMATC entering N for Exclude Future Receipts .NoteAn Invoice and Receipt are matched and approved for payment according to fiscal period of the invoice even when a related Receipt Adjust ment exists in the next fiscal period. Adjustments should be recorded at the earliest effective receiving date needed to avoid unwanted payments Section OneInvoices Matched and CompletedListing of invoices that have been matched and marked complete. Section TwoInvoices Not Matched Against Future Receipts Listing of invoices that have sufficient quantity r eceived for matching, but some or all of the necessar y quantity is received afte r the invoice fiscal period. (This section applies only when the parameter Exclude Future Receipts is Y .)Section ThreeInvoices Awaiting ReceiptsListin g of invoices that either have no re ceiving at all or th e received quantity is less than the invoice approved quantity. Section FourReceiving AnalysisListing of invoices that are associated with receiving information which is in suspense. Typically, the quantity recei ved exceeds the Receiving Tolerance amount. /n4-23 Banner Finance 8.10 August 2014User GuideReports and Processes NoteIf the accounting distribution for an invoice item contains multiple charts of accounts with different fiscal period end dates, then any receipts dated after the invoice transaction date are considered future receipts and will be excl uded from the matc hing process when the parameter Exclude Future Receipts is Y .Parameters NameRequired? Description Values Exclude Future ReceiptsYesEnter Y to match invoice items against receipts and adjustments dated no later than the invoice fiscal period, or enter N to match invoice items against receipts with any date. YYes NNo (default)/n4-24 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 4) REPORT FABMATC Development PAGE: 1 Receiving Matching Process RUN DATE: 01/18/1996 Invoices Matched and Completed RUN TIME: 02:09 PM VENDOR VENDOR INVOICE INVOICE PAYMENT APPROVED NUMBER NAME NUMBER DATE DUE DATE TOTAL 00010 National Supplies, Inc. I0000227 01/01/1996 01/31/1996 5000.00 00010 National Supplies, Inc. I0000229 01/01/1996 01/31/1996 5500.00 00011 Office Furniture Warehouse I0000232 01/01/1996 01/31/1996 6000.00 00011 Office Furniture Warehouse I0000237 01/01/1996 01/31/1996 6500.00 /n4-25 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 2 of 4) /n4-26 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 3 of 4) REPORT FABMATC Development PAGE: 3 Receiving Matching Process RUN DATE: 01/18/1996 Invoices Awaiting Receipts RUN TIME: 12:35 PM VENDOR VENDOR NUMBER NAME 00010 National Supplies, Inc. INVOICE INVOICE PAYMENT APPROVED NUMBER DATE DUE DATE TOTAL I0000112 01/01/1996 01/31/1996 6000.00 INV COMMODITY PO PO PO QUANTITY PREVIOUSLY QUANTITY QUANTITY APPROVED ITEM DESCRIPTION NUMBER ITEM U/P ORDERED INVOICED AVAILABLE APPROVED U/P 1 Computer Software P0000545 1 1000.0000 5.00 .00 .00 6.00 1000.0000 INVOICE INVOICE PAYMENT APPROVED NUMBER DATE DUE DATE TOTAL I0000113 01/03/1996 01/31/1996 4000.00 INV COMMODITY PO PO PO QUANTITY PREVIOUSLY QUANTITY QUANTITY APPROVED ITEM DESCRIPTION NUMBER ITEM U/P ORDERED INVOICED AVAILABLE APPROVED U/P 1 Printer P0000556 1 2000.0000 2.00 .00 .00 2.00 2000.0000 /n4-27 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 4 of 4) REPORT FABMATC Development PAGE: 4 Receiving Matching Process RUN DATE: 01/18/199 6 Receiving Analysis RUN TIME: 12:35 PM VENDOR VENDOR NUMBER NAME 00010 National Supplies, Inc. INVOICE INVOICE PAYMENT APPROVED NUMBER DATE DUE DATE TOTAL I0000112 01/01/1996 01/31/1996 6000.00 INV COMMODITY PO PO PO QUANTITY PREVIOUSLY QUANTITY QUANTITY APPROVED ITEM DESCRIPTION NUMBER ITEM U/P ORDERED INVOICED RETURNED APPROVED U/P 1 Computer Software P0000545 1 1000.0000 5.00 .00 0.00 6.00 1000.0000 RECEIVER DCMNT PACKING SLIP USER ID QTY RCVD QTY REJD RDN22 HALPACK132A2 FIMSUSR 5.00 .00 INVOICE INVOICE PAYMENT APPROVED NUMBER DATE DUE DATE TOTAL I0000113 01/03/1996 01/31/1996 4000.00 INV COMMODITY PO PO PO QUANTITY PREVIOUSLY QUANTITY QUANTITY APPROVED ITEM DESCRIPTION NUMBER ITEM U/P ORDERED INVOICED RETURNED APPROVED U/P 1 Printer P0000556 1 2000.0000 2.00 .00 .00 2.00 2000.0000 RECEIVER DCMNT PACKING SLIP USER ID QTY RCVD QTY REJD RDN23 HALPACK132A3 FIMSUSR 2.00 .00 /n4-28 Banner Finance 8.10 August 2014User GuideReports and Processes 1099 File Build Process (FAM1099) Description The FAM1099 process builds the IRS file and produces an audit report displa ying summarized record counts and amounts reported in the IRS file. This process can be used to produce reporting for 1099-MISC and 1099-K, using the choices available in th e Reporting Type parameter. For 1099-MISC, the report indicates the number of records (by record type) created on the 1099, the number of payees, and the summary of amounts by distribution amou nt within income type (N on-employee Compensation, etc.). FAM1099 provides total dollar and record amounts. For 1099-K , the report includes simila r information about the number of record s , but also includes the annual and monthly totals appropriate for 1099-K reporting. Refer to the online help for more information on the 1099 Income Type Maintenance Code Form (FTMITYP). FTMITYP contains the income type co des necessary for 1099 reporting. Inco me type codes are supplied in the seed data. Descriptions for the income type codes are standa rdized by the U. S. Govern ment. For 1099-K reporting, the seed data includes K-1, in addition to those listed below for 1099-MISC reporting: Box 1 (rents) Should only print if >=600 Box 8 (Substitute pmts in lieu of div/int) Should only print if >=10 Box 2 (Royalties) Should only print if >=10 Box 10 (Crop Insurance) Should only print if >=600 Box 3 (Other income) Should only print if >=600 Box 13 (Excess Golden parachute pmts) Any amount Box 5 (Fishing Boat) Any amount Box 14 (Gross proceeds to an attorney) Any amount /n4-29 Banner Finance 8.10 August 2014User GuideReports and Processes Box 6 (Medical and health care pmts) Should only print if >=600 Box 15a (Section 409A Deferrals) Should only print if >=600 Box 7 (non-employee compensation) Should only print if >=600 Box 15b (Section 409A Income) Any amount Parameters NameRequired? Description Values Reporting YearYesCalendar 1099 reporting year YYPrior Year IndicatorNoEnter Y if you are reporting data for a previous tax year. Y = Yes N = NoCombine or Separate Amounts YesEnter S to combine amount for rents and prizes over $599.99. The remaining amounts report separately. Enter C to combine amounts for rents, prizes, medical and health care benefits, and non-employee compensation. Based on the combined amount, the system determines whether a 1099 should be generated. The remaining amounts report separately. SSeparate amount CCombine amount Test/Correction/ Replacement NoType of file. CCorrectionTTest RReplacement Blank OriginalCorrection as of Date NoEarliest date corrections were made to a vendor after the original 1099s were produced. Note: Populate this parameter for correction runs only.DD-MON-YYYY /n4-30 Banner Finance 8.10 August 2014User GuideReports and Processes Institution TIN #YesInstitution TIN # Reporting TypeYesEnter Reporting Type M1099-MISC K1099-K BBothNot used at this timeNo Not used at this timeNo Not used at this timeNo Parameters (cont) NameRequired? Description Values /n4-31 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample - 1099-MISC /n4-32 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample - 1099-K /n4-33 Banner Finance 8.10 August 2014User GuideReports and Processes Purchase Card Transact ions Process (FAPCARD) Description The Temporary Purchase Card Transaction Table (FATCARD ) is populated before the Purchase Card Transactions Process (FAPCARD) is run. FATCARD receives daily PCard transactions. These data can contain several summary records for each company/cam pus representing different posting days. For a diagram of the FAPCARD process flow, refer to Chapter 2, fiProcessing fl.The FAPCARD process includes four steps. 1.Perform edits on FATCARD data The first set of functions performs sum and duplication edits on the data found in FATCARD. Transaction totals received from the bank are compared (Record Types 1 and 2). The resulting totals are expected to be equal. The contro l file's company codes and bank post dates are then compared against previously fed information to ensure there are no duplicates. If sum or duplication errors exist, an error report is written. You must call the bank in question about the problem. All records in FATCARD for the Sy stem ID being processed must be removed. If no summary or duplication errors exist, the Purchase Transaction Fed Control Table (FAB FEDC) is updated and the process continues. 2.Generate a liability journal voucher The second part of this process pe rforms an extrapolation of FOAPAL fo r each card transaction, summarizes by company or campus the amount of transactions be ing processed, and generates a liability Journal Voucher as indicated on the FTVSDAT record. The Transaction Date is the Processing Date (SYSDATE). 3.Populate PCard invoice tables The process populates the FABINVT and FARINVT tables. Two key dates are used: ŁFeed Sweep Date. Date used to determine when invoices should be pulled and fed into Banner Finance. The purpose of this date is to provide the account managers with enough time to perform edits. This date is based on the date the bank flat file was processed plus the user-defined lag days defined in the FTVCARD table. (The feed sweep da te becomes the Invoice Tr ansaction posting date for Banner Finance.) /n4-34 Banner Finance 8.10 August 2014User GuideReports and Processes ŁPayment Due Date. Date based on the payment cutoff date in the Payment Cutoff Schedule (FTMPCSH) plus the specified number of cy cle days defined in the FTVSDAT table. 4.Send notification via GUAMESG to the account manage r defined on the Purchase Card Maintenance Form (FTMCARD).Parameters Name Required? DescriptionValues System ID YesSystem ID used to process records in the Temporary Purchase Card Transaction Table (FATCARD). Any valid system ID System Date Time StampNoSystem da te and time in one of the following formats: YYYYDDMMHHMMSS YYYYDDMM Any valid system date and time Duplicate Override? (Y/N)YesIndicator th at lets you continue processing if duplicate data are found. YYes N No/n4-35 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 2) Report Sample (Page 2 of 2) 17-JAN-2002 03:47:36 PM Development PAGE 1 Load of Purchase Card Interface Transactions FAPCARD AS OF 17-JAN-2002 SYSTEM ID: FAPCARD SYSTEM TIMESTAMP: 20020117040404 CARD TYPE: MC CAMPUS POST DATE TOTAL AMOUNT COUNT SUM AMOUNT SUM COUNT MESSAGE 5301 13-JAN-2002 253723.00 10 253723.00 10 Counts and Amounts match successfully ------------- ---- ------------- ---- REPORT TOTALS: 253723.00 10 253723.00 10 DUPLICATE STATUS CAMPUS POST DATE OVERRIDE DUPLICATE STATUS 5301 13-JAN-2002 N No duplications found BATCH STATUS: FATCARD File successfully processed. 17-JAN-2002 03:47:36 PM Development PAGE 2 Load of Purchase Card Interface Transactions FAPCARD AS OF 17-JAN-2002 * * REPORT CONTROL INFORMATION * * System ID: FAPCARD System Timestamp: 20020117 Duplicate Override Indicator: N Number of records processed: 10 /n4-36 Banner Finance 8.10 August 2014User GuideReports and Processes Canadian Direct Deposit Tape Process (FAPCDIR) Description This process, for Canadian institutions, enables you to create a file of direct deposit transactions to send to your bank/clearing house. The file can be saved as a flat file on disk or other media (tape). The Canadian Direct Deposit Tape Process (FAPCDIR) will review the system for direct deposit payments. The process will then create batches of records, following Canadian Payment Associatio n (CPA) standard record formats. The resulting file can then be sent to the bank/clearing house for processing. NoteYou must run the Batch Check Process (FABCHKS) before running the Canadian Direct Deposit Tape Process (FAPCDIR). Parameters Name Required? DescriptionValues Bank Code YesOption to select an output format used by a particular banking institution for direct deposit processing. CIBCRBC OTH Other (default)/n4-37 Banner Finance 8.10 August 2014User GuideReports and Processes Direct Deposit File Creation Process (FAPDIRD) Description This process enables you to create a file of direct deposit transactions that you will send to your bank/clearing house. The file can be saved as a flat file on disk or other media (tape). The Direct Deposit File Creation Process (FAPDIRD) will review the sy stem for payments to be made via direct deposit. The process will then crea te batches of records, following National Automated Clearing House Association (NACHA) standard record formats. The resulting file can then be sent to the bank/clearing house for processing. You must run the Batch Check Process (FABCHKS) be fore running the Direct Deposit Creation Process (FAPDIRD). FAPDIRD edits International ACH Transa ctions (IATs) to ensure that all ma ndatory fields are complete before transactions are written to the direct deposit tape file. E rror messages are written to the .log file and must be corrected before the direct deposit transactions are written to the .lis file. Refer to a description of the error messages below. NoteAll IATs must be error-free before FAPDIRD creates the ACH deposit tape. The .lis file is empty if there are errors. /n4-38 Banner Finance 8.10 August 2014User GuideReports and Processes Error Message Cause Solution Undefined ACH Transaction Type in GXADIRD for Bank Routing , Account . The ACH transaction type on the Direct Deposit Recipient Form (GXADIRD) is either missing or no longer valid. Access GXADIRD for the check vendor or vendor. Select the bank account indicated in the message. Ensure that a valid ACH transaction type is entered.Undefined ACH Transaction Type for AR refunds in GTVSDAX (Code= ARACHTRAN). There are two possible causes for this error. The default ACH transaction type defined on the Crosswalk Validation Form (GTVSDAX) for Accounts Receivable refunds (ARACHTRAN) is invalid. The institution has not properly defined a default ACH transaction type on GTVSDAX for Accounts Receivable refunds (ARACHTRAN). The ACH transaction type is still UPDATE_ME .Access GTVSDAX. Complete the default ACH transaction type by updating the external code to a valid value. The delivered value UPDATE_ME is not a valid ACH transaction type code. Missing institution street address. Check Installation Controls form GUAINST. The institutional address on the Installation Controls Form (GUAINST) is incomplete.Access GUAINST. Ensure that at least one street address line is entered. Missing institution Nation and/or Zip Code. Check Installation Controls form GUAINST. The institutional address on GUAINST is incomplete. Access GUAINST. Ensure that the nation and/or ZIP code is entered./n4-39 Banner Finance 8.10 August 2014User GuideReports and Processes Missing ACH Information for the bank . The ACH origination information on the Bank Code Rules Form (GXRBANK) is incomplete for the bank code listed.Access GXRBANK. Navigate to the Immediate Destination Information block. Complete the Origin Name and Originating Bank Routing Number fields. Address is missing street address. Check Vendor Maintenance form FTMVEND.There are two possible causes for this error. On GXADIRD, the recipient has an IAT address override. An incomplete address was selected for the recipient, based on the GXADIRD address override. There is no IAT address override on GXADIRD, and the invoiced check vendor address or vendor address is missing street information.Access the Vendor Maintenance Form (FTMVEND) for the check vendor or vendor. Navigate to the Address window. Select the address type and sequence indicated in the message. Enter the address line information. Error Message Cause Solution /n4-40 Banner Finance 8.10 August 2014User GuideReports and Processes Address is missing Nation and/or Zip Code. Check Vendor Maintenance form FTMVEND.There are two possible causes for this error. On GXADIRD, the recipient has an IAT address override. Both the Nation and ZIP code are missing in the address selected for the recipient, based on the GXADIRD address override. There is no IAT address override on GXADIRD, and the invoiced check vendor address or vendor address is missing both Nation and ZIP code. Access FTMVEND for the check vendor or vendor. Navigate to the Address window. Select the address type and sequence indicated in the message. Enter the nation and/or ZIP code.Error Message Cause Solution /n4-41 Banner Finance 8.10 August 2014User GuideReports and Processes Address Type defined in GTVSDAX (Code=xxIATADDR) does not exist for the vendor. There are two possible causes for this error. On GTVSDAX, a default IAT address hierarchy (APIATADDR or ARIATADDR) is defined. The recipient does not have an active address of the type that was selected, based on the hierarchy. The institution has not properly defined a default IAT address hierarchy on GTVSDAX (APIATADDR or ARIATADDR). The address type code is still UPDATE_ME .There are two possible solutions:Access FTMVEND for the check vendor or vendor. Navigate to the Address window. Select the address type indicated in the message. Ensure that the recipient has an active address of this type. Access GTVSDAX. Complete the address hierarchy by updating the external code to a valid value. The delivered UPDATE_ME value is not a valid address type. Error Message Cause Solution /n4-42 Banner Finance 8.10 August 2014User GuideReports and Processes Address does not exist. Check GXADIRD for Bank Routing , Account . On GXADIRD, the recipient has an IAT address override. The recipient has an inactive or missing address, based on the address override.Access FTMVEND for the check vendor or vendor. Navigate to the Address window. Select the address type and sequence indicated in the message. Ensure that the recipient has an active address for the address override entered on GXADIRD. Missing Address in GXADIRD for Prenote with Bank Routing , Account . The Prenote does not have an address associated with the recipient™s bank account. This occurs when both of the following conditions are true: ŁThe recipient does not have an IAT address override on GXADIRD. ŁA default IAT address hierarchy (APIATADDR) is not defined on GTVSDAX. There are two possible solutions:Access GXADIRD for the vendor. Select the bank account indicated in the message. Enter a valid IAT address override. Consider if a default IAT address hierarchy (APIATADDR) is appropriate. (The same hierarchy applies to both Prenote and active accounts.) Parameters Name Required? DescriptionValues Debit transaction 27 required?YesIf this transaction is valued to Y(es), FAPDIRD creates the 627 record for total debits in the FAPDIRD.lis output. With the creation of this record, the file can be sen t to an originating bank that differs from the destination bank. NNo (default)YYes Error Message Cause Solution /n4-43 Banner Finance 8.10 August 2014User GuideReports and Processes Invoice Feed Process (FAPINVT) Description The Invoice Feed Process moves invoice transactions di rectly from the PCard Tran saction Interface tables (FABINVT/FARINVT) into the invoice tables (FABI NVH, FARINVC, and FARINVA). For a diagram of this process, refer to Chapter 2, fiProcessing fl.PCard invoices FARINVT and FABINVT are selected based on a parameter-driven f eed date, and include the following functions.ŁRun on demand. ŁGenerate an invoice document number fro m FOBSEQN, where the prefix is set to S.ŁFeed records from FABINVT/FARINVT into tables FABINVH/FARINVC/FARINVA based on a feed date parameter. ŁFeed one-time vendors. ŁUse Invoice Approvals Process (optio nal). (This is defined on the System_ID record in SDAT.) ŁFeed a Payment Due Date and Invoice Date. ŁFeed Zero Payment vouchers. ŁFeed multiple accoun ting line distributions.ŁFeed Check Vendor. ŁUpdate the PCard Invoice Table (FABINVT) with the generated invoice document number and mark the transaction as being (F)ed. NoteDo not run this process if the Purchase Card Transactions Process (FAPCARD) was run with an option of S, as shown in the following chart. The S option generates a journal voucher with a debit to the incoming source expense from FTVCARD, a credit to the sour ce fund, and a liability accoun t found on the System Data Validation Form (FTVSDAT) defined by campus/company. The full FOAPAL must be defined on FTVCARD and used as is. /n4-44 Banner Finance 8.10 August 2014User GuideReports and Processes Column NameValue Entity/Usage Code (FTVSDAT_Sdat_Code_Entity) FAPCARD Attribute Code (FTVSDAT_Sdat_Code_Attr) SYSTEM_ID Optional Code #1(FTVSDAT_Sdat_Code_Opt_1) FAPCARD Title (FTVSDAT_Title) Purch Code Short Title (FTVSDAT_Short_title) Purch CardData (FTSDAT_Data) SParameters NameRequired? Description Values System IdYesSystem Identif ier Any valid System ID Feed Sweep DateYesDate used to determine when invoices should be pulled and fed into Banner Finance. Any valid date in YYYYMMDDHHSS format Bank CodeYesCode used to identi fy the bank. The value of this field is included in both the invoice header and accounting records. Any valid two-character bank code. If not valued, defaults to a value from the fund.Transaction DateNoDate used for th e invoice header transaction date and for calculating the fiscal period for the accounting records. Any valid date. If not valued, will default to the value of the Feed Sweep Date./n4-45 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample * * REPORT CONTROL INFORMATION - FAPINVT - Current Release 5.4 * * REPORT : FAPINVT Development RUN DATE : 15-JAN-2002 Invoice Feed Process RUN TIME : 02:26:51 System ID : FAPINVT Feed Sweep Date : 15-JAN-2002 Bank Code : U1 /n4-46 Banner Finance 8.10 August 2014User GuideReports and Processes Direct Deposit Transmittal Register Process (FAPTREG) Description This process enables you to create a listing of the summary control totals for the tran sactions contained in the Direct Deposit File. The register should be sent to your bank/clearing hou se, along with the Direct Deposit File. Some of the information that will appear on the register include: Co mpany Name, Dollar Amount, Date of Transmission, and Hash totals. NoteBefore running the Direct Deposit Transmittal Register Process (FAPTREG), you must run either the Direct Deposit File Creation Process (FAPDIRD), or the Canadian Direct Deposit File Creation Process (FAPCDIR). Parameters NameRequired? Description Values Direct Deposit DateYesDate as entere d in the Batch Check Print Form (FAABATC). DD-MON-YYYY Bank CodeYesCode for the bank en tered in the Batch Check Print Form (FAABATC). /n4-47 Banner Finance 8.10 August 2014User GuideReports and Processes Bank Reconciliation - Acti vity Aging Report (FARAAGE) Description This is a report of outstanding checks and deposits, disp layed as outstanding activity in 30 day periods from less than one month to over 120 days. Report Sample Parameters NameRequired? Description Values Standard Date, DD-MON-YYYY YesReconciliation date for th is report (i.e., from this date back).DD-MON-YYYY Check BankYesCheck bank code for the reconciliation. REPORT FARAAGE Development RUN DATE: 04/23/1996 Bank Reconciliation - Activity Aging TIME: 02:52 PM BANK: 03 Third National Bank As of 04/23/1996 PAGE: 1 ACCOUNT: 16-1200-03-9874 <----------------------------- OUTSTANDING ACTIVITY AGING ANALYSIS -----------------------------> TOTAL UP TO 30 DAYS 31 TO 60 DAYS 61 TO 90 DAYS 91 TO 120 DAYS OVER 120 DAYS OUTSTANDING ----------------- ----------------- ----------------- ----------------- ----------------- ----------------- DEPOSITS: $100.00 $.00 $100.00 CHECKS: $386.82 $169.35 $556.17 /n4-48 Banner Finance 8.10 August 2014User GuideReports and Processes Bank Reconciliation Ba lance Report (FARBBAL) Description FARBBAL is a hard copy report of the bank reconciliation. Parameters NameRequired? Description Values Reconciliation DateYesReconci liation date for this re port; (i.e., from this date and prior). DD-MON-YYYY Default = current dateBank CodeYesBank code for the reconciliation. BalanceNoEnter the bank statement balance as of the reconciliation date.Default = 0.00Accrual Period BalanceNoEnter a Y in this parameter if yo u wish to include the activity in the Accrual Period for the General Ledger Balance report amount for a reconciliation date in the final period. YYes NNo (default)/n4-49 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample REPORT FARBBAL Development RUN DATE: 05/02/1996 Bank Reconciliation Balance TIME: 02:31 PM BANK: 03 Third National Bank As of 05/02/1996 PAGE: 1 ACCOUNT: 16-1200-03-9874 GENERAL LEDGER BALANCE $28.06 ADD: OUTSTANDING CHECKS $556.17 MISC. CASH DISBURSEMENTS $.00 ----------------- TOTAL CREDITS $556.17 $556.17 LESS: DEPOSITS IN-TRANSIT $100.00 MISC. CASH RECEIPTS $.00 ----------------- TOTAL DEBITS $100.00 $100.00 ----------------- CURRENT BALANCE $484.23 BALANCE PER BANK STATEMENT $.00 ----------------- UNRECONCILED AMOUNT $484.23 /n4-50 Banner Finance 8.10 August 2014User GuideReports and Processes Bank Reconciliation Report (FARBREC) Description FARBREC provides a hard copy report of bank reconciling items. If the bank tape contains checks which have cleared after the date entered in the Reconciliation Date Parameter, these checks will be treated as not having cleared. If a check has been cancelled after the date entered in the Reconciliation Date Parameter, it will still display as a current check. If a bank mistakenly sends th e same check number twice, Bank Reconciliation will reconcile the first occurrence of that check but will leave the other occurrence as an unreconciled item.Refer to the online help for detailed information on the Bank Tape Rec onciliation Form (FAABREC). Parameters NameRequired? Description Values Reconciliation DateYesReconci liation date for this re port (i.e., from this date and prior). DD-MON-YYYY Default = current dateBank CodeYesBank code for the reconciliation. Type of ReconciliationNoType of reconciliation options. FFinal reconciliationRRegular reconciliation Reconcile DepositsYesInclude Deposits in Reconciliation.YYes NNoDefault = NStart Date for ReconciliationNoIdentify Start Date (tha t is, earlier than oldest outstanding reconciliation item). /n4-51 Banner Finance 8.10 August 2014User GuideReports and Processes Check Register Report (FARCHKR) Description FARCHKR lists checks by check number an d date for a specific date range. This report sorts by bank code, check number, and vendor name. The Check Register displays vendor/payee name, corresponding invoice numbers, and check amounts. In addition, it displays vendor check totals, invoice totals, and a total amount of each bank. Populate the From Range Date and the To Range Date parameters to print a cumulati ve check report. FARCHKR prints cancelled checks if the check cancellation date is less than the da te specified in the Range of Dates parameters. If, however, the check was cancelled after the reporting peri od, it will display as not cancelled. For a given invoice, if foreign currency is used and the Disbursing Agent Indicator on FAAINVE is set to N (No), FARCHKR prints the currency description on the check register (for example, French Francs). One-time vendor information is included. NoteA vendor number does not display in the Payee/Vendor Number column for one-time vendors.Parameters NameRequired? Description Values fiFromfl Range Date,DD-MON-YYYY YesBeginning date of the check register.DD-MON-YYYY fiTofl Range Date, DD-MON-YYYY YesEnd date of the check register.DD-MON-YYYY Bank CodeNoBank code for the sp ecific bank.Any valid bank code. Report layout option [A/V]NoCode that determines how the report output is displayed. AAccounting Distribution (default value) VVendor Invoice Layout /n4-52 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 2) REPORT FARCHKR Development RUN DATE: 08/19/1996 FISCAL YEAR 96 Check Register TIME: 02:40 PM BANK: T1 First National Bank From 01/01/1996 To 04/01/1996 PAGE: 1 CURRENCY: UNITED STATES DOLLARS CHECK PAYEE/VENDOR <--- INVOICE NUMBER ---> NUMBER DATE NUMBER NAME VENDOR'S INTERNAL FUND ORGN ACCT PROG CHECK AMOUNT ----------------- ---------------------------------------- --------------- -------- ------ ------ ------ ------ -------------- R5555552 02/20/1996 00005 Mail Order LAB Equipment RLOONE43 1000 215 6310 620 1,200.00 R5555553 02/20/1996 National Good Line Inc. RLOONE44 1000 215 6310 620 100.00 R6666660 02/20/1996 AutoCorp RLOONE60 1000 215 6310 620 100.00 R6666661 02/20/1996 00005 Mail Order LAB Equipment RLOONE61 1000 215 6310 620 120.00 R6666662 02/20/1996 Air Corp RLOONE62 1000 215 6310 620 200.00 R6666663 02/20/1996 00005 Mail Order LAB Equipment RLOONE63 1000 215 6310 620 200.00 R8888880 02/20/1996 Oxford Computer Inc. RLOONE80 1000 215 6310 620 100.00 R8888881 02/20/1996 VIP Computer Inc. RLOONE81 1000 215 6310 620 100.00 R8888882 02/20/1996 VIP Computer Inc. RLOONE82 1000 215 6310 620 200.00 R9999999 02/21/1996 00012 National Laboratory Supplies RLOFRM30 1000 215 6310 620 110.00 S1111111 01/17/1996 00009 ABC Office Supplies Limited I000784 1000 215 6310 620 1,100.00 S1111112 01/17/1996 PC1111111 Ace Hardware Service PJC00041 103000 120 6010 620 10.00 /n4-53 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 2 of 2) REPORT FARCHKR Development RUN DATE: 08/19/1996 FISCAL YEAR 96 Check Register TIME: 02:40 PM BANK: T1 First National Bank (cont.) From 01/01/1996 To 04/01/1996 PAGE: 2 CURRENCY: UNITED STATES DOLLARS CHECK PAYEE/VENDOR <--- INVOICE NUMBER ---> NUMBER DATE NUMBER NAME VENDOR'S INTERNAL FUND ORGN ACCT PROG CHECK AMOUNT ----------------- ---------------------------------------- --------------- -------- ------ ------ ------ ------ -------------- S1111113 01/17/1996 PC1111111 Ace Hardware Service PJC00031 103000 120 6010 620 55.00 S1111114 01/17/1996 PC1111111 Ace Hardware Service PJC00042 103000 120 6010 620 1.00 S1111115 01/17/1996 PC1111111 Ace Hardware Service PJC00043 103000 120 6010 620 1.00 S1111116 01/17/1996 PC1111111 Ace Hardware Service PJC00044 103000 120 6010 620 11.00 S1111117 01/17/1996 PC1111111 Ace Hardware Service PJC00045 103000 120 6010 620 16.50 S1111118 01/17/1996 00012 National Laboratory Supplies I0000001 1000 215 6310 620 1,100.00 T0000002 02/26/1996 Voided Check T0000003 03/01/1996 Voided Check T0000010 03/01/1996 00001 Laboratory Supplies Inc. GLIN2191 1000 220 6111 620 500.00 00016 Fitzpatrick Davies Brown CPA T0000011 03/01/1996 00001 Laboratory Supplies Inc. GLINV219 1000 220 6111 620 1,000.00 00016 Fitzpatrick Davies Brown CPA ============== UNITED STATES DOLLARS BANK TOTAL 6,224.50 /n4-54 Banner Finance 8.10 August 2014User GuideReports and Processes Cash Requirements Report (FARCSHR) Description This report displays, by bank code and name, predicted cash requirements for an inst allation's bank(s) based on payment due dates. Parameters NameRequired? Description Values As of Date YesDate to select data for reporting. DD-MON-YYYY Default = current dateFirst Range Number of DaysNoNumber of days for the first range. 0-99Second Range Number of Days NoNumber of days for the second range. 0-99 Third Range Number of DaysNoNumber of days for the third range. 0-99 /n4-55 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 2) Report Sample (Page 2 of 2) REPORT FARCSHR Development RUN DATE: 05/03/1996 FISCAL YEAR 96 Cash Requirements Report TIME: 02:15 PM As Of 05/03/1996 PAGE: 1 <------------------------------ AMOUNT TO BE PAID WITHIN ------------------------------> BANK EXPIRED EXPIRED EXPIRED NO NAME 10 DAYS DISCOUNT 20 DAYS DISCOUNT 30 DAYS DISCOUN T ---------------------------------- -------------- ---------- -------------- ---------- -------------- ---------- T1 First National Bank $106.30 $10.00 $106.30 $10.00 $106.30 $10.00 REPORT FARCSHR Development RUN DATE: 05/03/1996 FISCAL YEAR 96 Cash Requirements Report TIME: 02:15 PM As Of 05/03/1996 PAGE: 2 <------------------------------ AMOUNT TO BE PAID WITHIN ------------------------------> BANK EXPIRED EXPIRED EXPIRED NO NAME 10 DAYS DISCOUNT 20 DAYS DISCOUNT 30 DAYS DISCOUN T ---------------------------------- -------------- ---------- -------------- ---------- -------------- ---------- GRAND TOTAL $106.30 $10.00 $106.30 $10.00 $106.30 $10.00 /n4-56 Banner Finance 8.10 August 2014User GuideReports and Processes Batch Direct Deposit Advice Print Process (FARDIRD) Description This process enables you to print direct deposit remittance advice forms. The advice form can be sent to the party who will be receiving payment by direct deposit. The printing of direct deposit advices is not required. You must run the Direct Deposit File Creation Process (FAPDIRD) or the Canadian Direct Deposit Tape Process (FAPCDIR) before running the Direct De posit Advice Print Process (FARDIRD). /n4-57 Banner Finance 8.10 August 2014User GuideReports and Processes Invoice Aging Report (FARIAGE) Description This report provides an aging of open invoices from 30 to 120 days and over. This aids in the management of the Accounts Payables process. Report Sample Parameters NameRequired? Description Values As of Date YesDate to select data for reporting. DD-MON-YYYY Default = current dateREPORT FARIAGE Development RUN DATE: 05/08/1996 Invoice Aging Report TIME: 02 :05 PM As Of 05/08/1996 PAGE: 1 INVOICE VENDOR/PAYEE PAYMENT <---------------------- AMOUNT OVER ---------------------- > DATE NUMBER NAME INVOICE DUE DATE 30 DAYS 60 DAYS 90 DAYS 120 DAYS IND -------- ---------------------------------------- -------- -------- -------------- -------------- -------------- -------------- --- 10/26/1989 350000002 Energy System I0000005 10/26/1989 $2,345.00 10/27/1989 310000002 BANNER CORP. I0000010 10/27/1989 $13,000.00 389000001 Spellman, Sam J. F1 10/27/1989 $375 .00 H S1 10/27/1989 $62 .50 H 10/30/1989 310000002 BANNER CORP. I0000012 10/30/1989 $250,000.00 ============== ============== ============== ============== TOTAL $.00 $.00 $.00 $265,782.50 /n4-58 Banner Finance 8.10 August 2014User GuideReports and Processes Invoice Activity Report (FARINVA) Description The Invoice Activity Report enables you to print detail and summ ary invoice activity information for a specified period of time, bank vendor, or user. This report gathers the total amount of invoices processed by each person during the specified time period, as well as the total amount of invoices proc essed on each day during the specified time period, and the total amount of invoices by ba nk code during the specified period of time. This report enables you to: ŁObtain a listing and total amount of all invoic es by bank code during a specified time period ŁObtain a listing and total amount of all invoices for a particular vendor during a specified time period ŁObtain a listing and total amount of all invoices for and processed by a sp ecific individual during a specified time periodParameters NameRequired? Description Values From Invoice Activity DateYesBeginning of a time period for which the invoice activity information will be printed. This field is mandatory and cannot be left blank. DD-MON-YYYY To Invoice Activity DateYesEnding of a time period for which the invoice activity information will be printed. This field is mandatory and cannot be left blank. DD-MON-YYYY Bank CodeNoCode used to iden tify banks. Populating this parameter will limit this report to one bank. User IDNoUser identification code. Populating this parameter will limit the report to one user. Vendor IDNoVendor identification code. Populating this parameter will limit the report to one vendor. /n4-59 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample FARINVA 3.0 Development 08-NOV-1995 03:44:48 PM FISCAL YEAR 96 Invoice Activity Report PAGE: 1 18-OCT-1995 through 20-OCT-1995 BANK SL First National Bank ACTIVITY VENDOR/PAYEE INVOICE INVOICE USER ID DATE NUMBER NAME DUE DATE NUMBER DATE AMOUNT ST C A H/S/C ___ _ _____ _ __ __ __ _ _ _____ FIMSUSR 10/19/1995 00010 LAB Corporation 10/18/1995 I000100 10/18/1995 $321.59 O N N N N Y 10/19/1995 I0000100 10/19/1995 $533.18 O N N N N Y 10/19/1995 I0000101 10/19/1995 -$533.18 O N N N N Y -------------- TOTAL DATE $321.59 10/20/1995 00010 LAB Corporation 10/20/1995 I0000896 10/20/1995 $1,151.00 O N N N N N -------------- TOTAL DATE $1,151.00 -------------- TOTAL USER $1,472.59 ============== TOTAL BANK $1,472.59 /n4-60 Banner Finance 8.10 August 2014User GuideReports and Processes Invoice Selection Report (FARINVS) Description This report displays the invoices which will be paid on th e next check run based on payment due dates. This report sorts by bank code and includes invoi ce amount and check amount for each vendor, as well as the total bank invoice amount and check amount. The discount amount is deducted from the invoice amount regardless of the number of remaining discount days. State and Federal ta xes are deducted from the check amount if the invoice's 1099 Indicator is set to Y.The invoice amount is the net amount found on the In voice/Credit Memo Query Fo rm (FAIINVE). The check amount is the dollar amount to be used by the Check Printing Process FABCHKP. One-time vendor information is included. NoteA vendor number does not display in the Payee/Vendor Number column for one-time vendors. Invoices for vendors on payment hold are exclud ed if there is no vendor hold override. NoteAn invoice with a check vendor on payment hol d may still be included. Payment holds apply only to the invoiced vendor. This report selects and prints invoices for specified bank codes. By allowing yo u to specify bank co des, this report can be used to select and print invoices that appear in the next check run which can be run for one bank code at a time. If no bank code is specified, then all invoices will be selected and prin ted as normal, regardless of the bank code. Parameters NameRequired? Description Values Next Check Run, DD-MON-YYYY YesDate for the next check run. This date identifies invoices that will be paid in the next check run. If this parameter is blank, the current date is used. DD-MON-YYYY Bank CodeNoCode used to iden tify banks. Populating this parameter will limit this report to one bank. /n4-61 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample REPORT FARINVS Development RUN DATE: 08/19/1996 Invoice Selection Report TIME: 12:48 PM BANK 01 Next Check Run: 01/01/1996 PAGE: 1 VENDOR/PAYEE INVOICE NUMBER NAME DUE DATE NUMBER DATE INVOICE CHECK AMOUNT AMOUNT ----------------------------------------- -------- -------- -------- -------------- -------------- 00009 ABC Office Supplies Limited 06/07/1996 I0001178 05/07/1996 $1,000.00 $1,000.00 05/31/1996 I0001276 05/21/1996 $2,143.36 $2,143.36 -------------- -------------- TOTAL VENDOR $3,143.36 $3,143.36 Ace Hardware Service 08/11/1996 PJC00052 08/11/1996 $150.00 $150.00 Allen, Roberta, Marie. 09/10/1996 S0000054 09/10/1996 $5.00 $5.00 Arnold, Hap 07/31/1996 S0000052 07/31/1995 $20.00 $20.00 817856001 Capriotti, June 08/13/1996 S0000125 08/13/1996 $30.00 $30.00 00006 Computer Warehouse 05/30/1996 HAL00031 05/20/1996 $8.10 $8.10 05/31/1996 HAL00032 05/21/1996 $22.50 $22.50 06/06/1996 HAL00035 05/27/1996 $14.40 $14.40 07/05/1996 HAL00037 06/04/1996 $2.00 $2.00 05/31/1996 HAL00041 05/21/1996 $13.00 $13.00 06/10/1996 HAL00042 06/05/1996 $200.00 $200.00 06/10/1996 HAL00043 06/05/1996 $100.00 $100.00 06/10/1996 HAL0004A 06/05/1996 $100.00 $100.00 07/02/1996 HALCA001 06/22/1996 $45.00 $45.00 06/30/1996 HALCA01A 06/22/1996 $100.00 $100.00 05/23/1996 I0001209 05/13/1996 $.90 $.90 05/25/1996 I0001226 05/15/1996 $1.80 $1.80 05/25/1996 I0001227 05/15/1996 $2.70 $2.70 -------------- -------------- TOTAL VENDOR $610.40 $610.40 159489559 Gibson, Stephen, L. 12/24/91 S0000067 12/24/91 $20.00 $20.00 /n4-62 Banner Finance 8.10 August 2014User GuideReports and Processes Invoices Awaiting Rece iver Report (FARIREC) Description This report lists invoice, commodity, and receiving information for invoices awaiting the final receiving/matching process. Invoice data includes in voice number, invoice da te, and payment due. Co mmodity data includes commodity item and amount due. Receiving data includes the purchase or der and packing slip number. The receiver document number is obtained from the Packin g Slip Header Table (FPBRCDT). Invoices that have had their Complete Indicator set to Y and are required display an R upon requery in the Complete Indicator field. The R identifies that the invoice is awaiti ng the receiving/matching process. The R is updated to Y by the system when the Invoice/Receiving Matching Process is complete for that invoice. Parameters NameRequired? Description Values Vendor Code NoVendor code for which you want to list outstanding invoices. More than one vendor code may be entered. Payment Due As of DateNoInvoice records with a payment due date that is less than or equal to date specified will be retrieved. Default is the current date which will retrieve all invoices awaiting the Invo ice/Receiving Matching Process. DD-MON-YYYY Default = current date/n4-63 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample FARIREC Development 25-OCT-1996 09:57 AM Invoices Awaiting Receiver Report PA GE: 1 As Of 25-OCT-1996 VENDOR/PAYEE INVOICE INVOICE PAYMENT ITEM NET PO RECEIVER PACKING NUMBER NAME NUMBER DATE DUE DATE NUM AMOUNT DUE NUMBER DOCUMENT SLIP ----------------------------------------- --------- ----------- ----------- ---- ---------------- -------- -------- --------------- 00006 Computer Warehouse TGKI0502 23-JUN-1996 03-JUL-1996 1 163.43 TGKP0502 ================ VENDOR TOTAL 163.43 00006 Computer Warehouse TGKI0503 23-JUN-1996 03-JUL-1996 1 227.07 TGKP0503 ================ VENDOR TOTAL 227.07 00006 Computer Warehouse TGKI0504 23-JUN-1996 03-JUL-1996 1 834.44 TGKP0504 ================ VENDOR TOTAL 834.44 /n4-64 Banner Finance 8.10 August 2014User GuideReports and Processes Open Invoice Report (FAROINV) Description The Open Invoice Report provides deta ils of the invoices and credit memos that were/are open based on the As of Date selected by the user. When th e report is executed using an As of Date prior to the current system date, the invoices or credit memos displayed will include any s ubsequent check informatio n as well as any cancelled invoice, credit memos, and/or checks . When necessary, the report appropriatel y displays the amount of taxes not paid to the vendor (indicated when the TAXL code appear s in the SRCE column rather than the INVC code) along with the invoice amount.The report includes invoices and credit memos that are open based on the As of Date entered by the user. Invoices or credit memos that are paid as of the current date but were open based on the As of Date are also included with the related check inform ation provided. As well any invo ices or credit memos that have been cancelled as of the current date but were open based on the As of Date are provided. An invoice may appear several times on the report showing its various iterations when the invoice itself or subseque nt checks have been cancelled and reestablished or when the invoice incl udes taxes not paid to th e vendor (TAXL). When invoices are reported more than once based on the As of Date entered by the user, it is important to look at the check number, check date, cancel date and/or source information to correctly evaluate the current stat us of the invoice document and its amount. Due to known issues related to main tenance of transaction history for recu rring payables, this report will only reflect the first submission of a re curring invoice and its related activity. Subsequent submissions will not be included in the report regardless of payment status for the As of Date entered.The Cancel Date column on the report serves two purposes. When an in voice has been paid and the subsequent check cancelled (with or without reestab lishing the invoice) then this date reflects the check cancellation date. If the invoice has not been paid and the invoice itself has been cancelled (with or without reestablishing the invoice), then this date refl ects the date of the invoice cancellation. There are several issues of note when the report generate d contains data for invoices that have been cancelled and reestablished. There are two mechanis ms for canceling and reestablishing invoices. If the invoice has not been paid, the invoice may be cancelled with or without reest ablishment on the Invoice/Cr edit Memo Cancellation Form (FAAINVD). If the invoice has been paid then the invoice may be cancelled w ith or without reestablishment on the Check Cancellation Form (FAACHKS). The issues outlined below regarding cancellation and reestablishment are the same for either mechanism unless stated specifically. ŁWhen an invoice is cance lled with a cancellation transaction date greater than the invoice™s original transaction and reestablished invoice is re-completed and re-posted with the same transaction date as the original posting, the invoic e will appear twice as of that date. Fo r example, an invoice is posted with a /n4-65 Banner Finance 8.10 August 2014User GuideReports and Processes transaction date of 01/02/2000 and is cancelled and reestablished on 01/10/2000. The user then re- completes and re-posts the invoice leaving the transaction date of 01/02/2000. When the Open Invoice Report is run as of 01/02/2000 the invoice will be liste d twice once showing that it has been cancelled and once showing it has been reestablished and is awaiting payment. If the repo rt is run as of 01/10/2000 the invoice will be reported only once as original iteration of the invoice is now cancelled as of 01/10/2000 and is no longer open. ŁWhen an invoice has been paid and the check has been cancelled and the invoice reestablished the check amount will be used for the invoice amount as the invoice amount may be changed when the invoice is re- completed and re-posted. ŁWhen a previously unpaid invoice is cancelled and reestablished, no amount will display in the invoice amount field as the invoice amount may be change d when the invoice is re-complete and re-posted. ŁWhen an invoice has been cancelled the TAXL am ount may not display if the invoice has been reestablished. The TAXL amount will only display wh en the invoice has not been reestablished or until the reestablished invoice is re-completed and re-posted. Once the reestablis hed invoice is re-complete and re- posted the TAXL amount is overwr itten with the amount fo r the new iteration of the invoice and therefore can no longer displayed the amounts for previous iterations of invoices. Parameters NameRequired? Description Values Chart of AccountsYesChart of accounts for which you want to create a report.As of DateYesDate that specifies which invoices and credit memos you want to include in th e report. Banner prints information about invoices and credit memos that were open on the As of Date . DD-MON-YYYY Default = system date Fund Type CodeNoFund type you want to include in the report. /n4-66 Banner Finance 8.10 August 2014User GuideReports and Processes Fund Option NoWay you want to enter fund codes. AAutomatically enter all fund codes. (default value) REnter a range of fund codes. WSearch for specific fund codes using a wildcard.SEnter specific fund codes. From Fund First fund code in a series. Enter only if Fund Option = R.To Fund Last fund code in a series. Enter only if Fund Option = R.Fund Fund codes that you would like to include in the report. Enter only if Fund Option = W or S. You may use a wildcard (%) if Fund Option = W.Parameters (cont) NameRequired? Description Values /n4-67 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 2) Report Sample (Page 2 of 2) FAROINV 4.1 Banner University 12/31/99 13:01:19 Open Invoice Report PAGE 1 AS OF 16-NOV-1999 COAS: B Banner University FTYP: 10 Unrestricted FUND: 1110 Current Education and General CHECK CHECK CANCEL VENDOR INVOICE CM TRAN DATE INVOICE AMOUNT NUMBER DATE DATE ORGN ACCT PROG SRCE National Supplies I0000076 11/16/99 600.00 11002 7210 10 INVC National Supplies I0000078 11/16/99 300.00 11002 7520 10 INVC National Supplies I0000086 11/23/99 100.00 11002 7210 10 INVC -------------- FUND Total: 1,000.00 FUND: 1200 Current Designated Office Max I0000082 11/22/99 3,000.00 11005 7510 10 INVC Office Max I0000083 11/22/99 150.00 11005 7210 10 INVC Office Max I0000084 11/22/99 325.86 11005 7510 10 INVC Office Max I0000085 11/22/99 4,501.00 11005 7510 10 INVC -------------- FUND Total: 7,976.86 -------------- FTYP Total: 8,976.86 -------------- Grand Total: 8,976.86 FAROINV 4.1 Banner University 12/31/99 13:01:19 Open Invoice Report PAGE 1 AS OF 16-NOV-1999 * * REPORT CONTROL INFORMATION * * PARAMETER SEQUENCE NUMBER: 14803 CHART OF ACCOUNTS: B AS OF DATE: 16-NOV-1999 FTYP: ALL FUND: 1110 FUND: 1200 NUMBER OF PRINTED LINES PER PAGE: 55 /n4-68 Banner Finance 8.10 August 2014User GuideReports and Processes Vendor Alphabetical Listing Report (FARVALP) Description This report lists vendors in alphabetical order. This report includes the vendor's contact information as well as Discount Code, Group Tax Code, and Tax ID. Vendor Type Codes are initially defined on the Vendor Type Code Maintenance Form (FTMVTYP). Discount codes are initia lly defined on the Discount Terms List Values Form (FTVDISC).Parameters NameRequired? Description Values Vendor Type 1NoNumber one vendor type code selection Vendor Type 2NoNumber two vendor type code selection Vendor Type 3NoNumber three vendor type code selection Vendor Type 4NoNumber four vendor type code selection Vendor Type 5NoNumber five vendor type code selection Vendor Type 6NoNumber six vendor type code selection Vendor Type 7NoNumber seven vendor type code selection Vendor Type 8NoNumber eight vendor type code selection Vendor Type 9NoNumber nine vendor type code selection Vendor Type 10NoNumber ten vendor type code selection 1099 Vendors only (Y/N)NoDetermines display of 1099 vendors only. Options are Y to display only 1099 vendors or N for a display that is not limited to 1099 vendors. YYes NNo (default)Vendor Grouping Indicator NoDetermines vendor groupings. Options are 1 for one vendor group selection or M for multiple vendor group selections. 1 or M/n4-69 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample REPORT FARVALP Banner University RUN DATE: 12/04/1996 Vendor Alphabetical Listing TIME: 10:11 AM PAGE: 1 VENDOR/ VENDOR/ DISC PAYEE NAME PAYEE NO CONTACT VENDOR TYPES CODE GROUP TAX ID ------------------------------ --------- ------------------------------ ----------------------------- ---- ----- --------- 1099 Vendor - Income Type = NC @00000166 1 1112 ADDRESS TYPE STREET 1/CITY - STATE - ZIP STREET 2/COUNTRY STREET 3/PHONE - EXTENSION ------------------------------ ------------------------------ ------------------------------ ------------------------------ Mailing 1234 Any Street Smallville OH 11111 ABC Office Supplies Limited 00009 Pat Farrel SB 1 ADDRESS TYPE STREET 1/CITY - STATE - ZIP STREET 2/COUNTRY STREET 3/PHONE - EXTENSION ------------------------------ ------------------------------ ------------------------------ ------------------------------ Billing 1 Kelly Drive Philadelphia PA 19103 United States of America 215-345-3187 Business 1 ABC Drive Philadelphia PA 19103 United States of America 215-345-3187 Aaman Company, Limited 477777777 Margaret Ternowchek 1 ADDRESS TYPE STREET 1/CITY - STATE - ZIP STREET 2/COUNTRY STREET 3/PHONE - EXTENSION ------------------------------ ------------------------------ ------------------------------ ------------------------------ Billing 780 Smith Court Ambler PA 19033 Permanent 888 Abby Lane Chicago IL 60202 Business 111 Albion Way Andrews Hall Suite A1 Aurora AK 60202 /n4-70 Banner Finance 8.10 August 2014User GuideReports and Processes Vendor History Report (FARVHST) Description This report shows payment activity da ta for a vendor including check number, check date, invoice number and invoice date, PO number, invoice and check amounts, and vendor total. Vendor activity is displayed on a range of dates basis. One-time vendor informatio n is included. Note that a vendor number does not display in the Payee/Vendor Number column for one-time vendors. Parameters NameRequired? Description Values Start Date, DD-MON-YYYY YesStarting activity date from whic h you want to report.DD-MON-YYYY End Date, DD-MON-YYYY NoEnding activity date to which you want to report.DD-MON-YYYY Vendor Selection OptionNoType of vendor. 1Specific vendor 2 One-time vendor 3All vendors Vendor CodeNoRequired only for specific vendors (that is, when Vendor Selection Option parameter is set to 1).Any valid vendor code. /n4-71 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample REPORT FARVHST Banner University RUN DATE: 08/19/1996 FISCAL YEAR 1996 Vendor History Report TIME: 12:35 PM 01/01/1996 - 05/01/1996 PAGE: 1 VENDOR/PAYEE CHECK <--- INVOICE NUMBER ---> INVOICE PO NUMBER NAME BK NUMBER DATE VENDOR'S INTERNAL DATE NUMBER INVOICE AMOUNT CHECK AMOUNT ------------------------------------- -- -------- -------- --------------- -------- -------- -------- -------------- -------------- 00006 Computer Warehouse US E1113817 01/10/1996 I0000775 01/09/1996 P0000796 $318.00 $318.00 Allen, Roberta, Marie. T1 P0000037 01/17/1996 I000784 01/10/1996 $1,100.00 $1,100.00 T1 S1111111 01/17/1996 I000784 01/10/1996 $1,100.00 $1,100.00 US E1113815 01/10/1996 91INV022 12/04/1995 $10.00 $10.00 US E1113950 02/24/1996 I0000908 02/24/1996 $70.00 $70.00 -------------- VENDOR TOTAL $2,280.00 Arnold, Hap AA H0000001 03/02/1996 I0000837 01/16/1996 $100.00 $100.00 T1 B0000002 01/18/1996 I0000679 12/11/1995 P0000742 $270.00 $270.00 T1 B0000003 01/18/1996 I0000680 12/11/1995 P0000742 $400.00 $400.00 -------------- VENDOR TOTAL $770.00 Houbson, Leslie US E1113810 01/08/1996 I0000769 01/08/1996 $100.00 $100.00 US E1113901 02/03/1996 I0000836 01/16/1996 P0000863 -$50.00 I0000845 01/17/1996 P0000863 $100.00 $50.00 -------------- VENDOR TOTAL $150.00 /n4-72 Banner Finance 8.10 August 2014User GuideReports and Processes Vendor Numerical Listing Report (FARVNUM) Description This report lists the vendors in numerical order by ID number. FARVNUM includes the vendor's contact information and Discount Code, Group Tax Code, and Tax ID. Parameters NameRequired? Description Values Vendor Type 1NoNumber one vendor type code selection Vendor Type 2NoNumber two vendor type code selection Vendor Type 3NoNumber three vendor type code selection Vendor Type 4NoNumber four vendor type code selection Vendor Type 5NoNumber five vendor type code selection Vendor Type 6NoNumber six vendor type code selection Vendor Type 7NoNumber seven vendor type code selection Vendor Type 8NoNumber eight vendor type code selection Vendor Type 9NoNumber nine vendor type code selection Vendor Type 10NoNumber ten vendor type code selection 1099 Vendors onlyNoDetermines display of 1099 vendors only. Options are Y to display only 1099 vendors or N for a display that is not limited to 1099 vendors. Y Yes N No (default) Vendor Grouping Indicator (Y/N) NoDetermines vendor groupings. Options are 1 for one vendor group selection or M for multiple vendor group selections. 1 or M/n4-73 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample REPORT FARVNUM Banner University RUN DATE: 12/04/1996 Vendor Numerical Listing TIME: 10:26 AM PAGE: 1 VENDOR/PAYEE DISC NUMBER NAME/CHECK NAME CONTACT VENDOR TYPES CODE GROUP TAX ID --------- ------------------------------ ------------------------------ ----------------------------- ---- ----- --------- 00003 Mike & Sons Supplies Bill Burke MN 01 M ADDRESS TYPE STREET 1/CITY - STATE - ZIP STREET 2/COUNTRY STREET 3/PHONE - EXTENSION ------------------------------ ------------------------------ ------------------------------ ------------------------------ Business 456 Cambria Ave Philadelphia PA 19107 United States of America 215-754-4500 00004 Lydon's Chemistry Equipment Mitch Lydon 1 ADDRESS TYPE STREET 1/CITY - STATE - ZIP STREET 2/COUNTRY STREET 3/PHONE - EXTENSION ------------------------------ ------------------------------ ------------------------------ ------------------------------ Business 2438 St. Vincent Street Philadelphia PA 19111 United States of America 215-342-1700 00005 Mail Order LAB Equipment Dennis Cowley 1 ADDRESS TYPE STREET 1/CITY - STATE - ZIP STREET 2/COUNTRY STREET 3/PHONE - EXTENSION ------------------------------ ------------------------------ ------------------------------ ------------------------------ Billing 1450 Rodeo Drive Los Angeles CA 34567 United States of America 576-432-7831 243 Mailing 456 Topeka Blvd Ventura CA 34500 United States of America 987-390-9800 /n4-74 Banner Finance 8.10 August 2014User GuideReports and Processes 1099 Reporting/Withholdin g Status Report (FARWHLD) Description This report indicates U.S. Federal Government and appr opriate State Government w ithholding tax and reporting data by vendor for those purchases subject to the IRS 10 99 form reporting requiremen ts. Columns include amounts for reportable, withheld, and paid over to the taxing authority. Parameters NameRequired? Description Values Reporting Year, (YY)YesCalendar 1099 reporting year YYAs of Date, DD-MON-YYYY YesDate to select data for reporting. DD-MON-YYYY Default = current dateInstitution TINYesTaxpayer Iden tification Number (TIN) of the InstitutionValid nine digit ID Include 1099-MISC Payments?YesYes to include 1099-MISC data No to exclude Y or NInclude 1099-K Payments?YesYes to include 1099-K data No to exclude Y or N/n4-75 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 2) Report Sample (Page 2 of 2) REPORT FARWHLD Banner Development Environment RUN DATE: 08/13/1996 REPORT YEAR 96 1099 Reporting/Withholding Status Report TIME: 03:14 PM As Of 08/10/1996 PAGE: 1 VENDOR/PAYEE <--------- WITHHELD --------> <-------- PAID OVER --------> RPT_ID NAME REPORTABLE FEDERAL STATE FEDERAL STATE BALANCE ----------------------------------------- -------------- -------------- -------------- -------------- -------------- -------------- Alex R. Banta $5,135.80 $410.00 $205.00 $.00 $.00 $615.00 ABC Corporation sasi-2 Textile Corporation $11,901.00 $123.90 $247.80 $.00 $.00 $371.70 ============== ============== ============== ============== ============== ============== TOTAL ALL VENDORS $17,036.80 $533.90 $452.80 $.00 $.00 $986.70 TOTAL FEDERAL BALANCE $533.90 TOTAL STATE BALANCE $452.80 REPORT FARWHLD Banner Development Environment RUN DATE: 08/13/1996 1099 Reporting/Withholding Status Report TIME: 03:14 PM As Of 08/10/1996 PAGE: 2 * * REPORT CONTROL INFORMATION * * RPTNAME: FARWHLD PARAMETER SEQUENCE NUMBER: REPORTING YEAR: 96 AS OF DATE: 08/10/1996 NUMBER OF PRINTED LINES PER PAGE: 55 /n4-76 Banner Finance 8.10 August 2014User GuideReports and Processes 1099 Reporting/Withholding Audit Report (FARWHLY) Description This report contains the U.S. Federal Government and ap propriate State Government w ithholding tax and reporting data by vendor for those purchases subject to the IR S 1099 Form reporting requ irements. Columns include Reportable Amounts, Federal and State Withheld , and Federal and State Paid Over amounts all within income type. Use this report to verify the a ccuracy of distributions made to each vendor within income type. This report sorts by vendor ID. Parameters NameRequired? Description Values Reporting Year, (YY)YesCalendar 1099 reporting year YYAs of Date (DD-MON-YYYY) YesDate to select data for reporting. DD-MON-YYYY Default = current dateInstitution TINYesTaxpayer Iden tification Number (TIN) of the InstitutionValid nine digit ID Include 1099-MISC Payments?YesYes to include 1099-MISC data No to exclude Y or NInclude 1099-K Payments?YesYes to include 1099-K data No to exclude Y or N/n4-77 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 2) Report Sample (Page 2 of 2) REPORT FARWHLY Banner Development Environment RUN DATE: 08/13/1996 REPORT YEAR 96 1099 Reporting/Withholding Audit Report TIME: 03:13 PM As Of 08/10/1996 PAGE: 1 VENDOR/PAYEE <--------- WITHHELD --------> <-------- PAID OVER --------> RPT_ID NAME ITYP REPORTABLE FEDERAL STATE FEDERAL STATE BALANCE ----------------------------------------- -------------- -------------- -------------- -------------- -------------- -------------- Alex R. Banta RE $5,135.80 $410.00 $205.00 $.00 $.00 $615.00 ABC Corporation Textile Corporation PR $11,901.00 $123.90 $247.80 $.00 $.00 $371.70 ============== ============== ============== ============== ============== ============== TOTAL ALL VENDORS $17,036.80 $533.90 $452.80 $.00 $.00 $986.70 TOTAL FEDERAL BALANCE $533.90 TOTAL STATE BALANCE $452.80 REPORT FARWHLY Banner Development Environment RUN DATE: 08/13/1996 1099 Reporting/Withholding Status Report TIME: 03:13 PM As Of 08/10/1996 PAGE: 2 * * REPORT CONTROL INFORMATION * * * RPTNAME: FARWHLY PARAMETER SEQUENCE NUMBER: REPORTING YEAR: 96 AS OF DATE: 08/10/1996 NUMBER OF PRINTED LINES PER PAGE: 55 /n4-78 Banner Finance 8.10 August 2014User GuideReports and Processes 1099 Forms Test Patterns (FAT1099) Description This process prints test patterns for 10 99 forms, two forms per page. A sample test pattern is provided following the parameters.Sample Test Pattern Parameters NameRequired? Description Values Print Test Pattern- 1, 2, or N NoEnter Y to print test patterns, or enter N to suppress printing.YYes N Noxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx x xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxx xx xxxxxxxxxxxxx xxxxxxxxxxxxx /n4-79 Banner Finance 8.10 August 2014User GuideReports and Processes Budget Development Module This section describes each report in the Budget De velopment module. A table provides related parameter information. A report with sample data follows each parameter table. The repo rts are listed alphabetically by their seven-character names. /n4-80 Banner Finance 8.10 August 2014User GuideReports and Processes Budget Defaults SS Ma ss Update (FBPBDEF) Description This process allows an Administrator to control defaults for how budget info rmation will be displayed to users in Self-Service Budget Development. Run th is process to automatically insert and/or update each User's default values to use the same values as the Budget Worksheet template specified by a parameter. Users with a FOMPROF record allowing Self-Servi ce Access will be processed.The user defaults are updated in the table FOBPRTO for the template type R EPORTBDEF and will then be applied when using any of the following options: ŁMy Worksheets ŁCreate Budget Development Query ŁCreate Budget Worksheet The following default values will be upda ted for each user in the population ŁBudget Types (such as Adopted, Permanent Adjustme nts, Temporary Adopted, Temporary Adjustments) ŁBudget DurationŁFinancial Manager originŁAccount Types ŁDeleted Items NoteChanges made by a User in Self-Service Budget Development can overwrite these values for the specific User and will remain until the next time th e process is run. Parameters NameRequired? Description Values Report Mode Report Mode: (A)udit only no updates, (U)pdate database.AProcess Mode (U)pdate to existing Users, (A)dd defaults to new Users, (B)oth update and add. B/n4-81 Banner Finance 8.10 August 2014User GuideReports and Processes Default Template Name Enter 'Saved Query' name for Budget Worksheet. Validated against FOBPRTO_NAME. Verify 'Saved Query' name on Budget Worksheet web page, or work with IT to view existing table values. User ID Enter User ID identified with the 'Saved Query' default name. Validated against GOAEACC. Print User Names Print a list of Users that were updated, Yes or No.N Population Selection Indicator Enter Population Selection Entry Indicator.N Application ID Enter the name of the Population Selection Application. Selection IDEnter the Population Selection ID. Creator IDEnter the Creator of the Population Selection. Parameters (cont) NameRequired? Description Values /n4-82 Banner Finance 8.10 August 2014User GuideReports and Processes Approved Distributed Budget Report (FBRAPPD) Description The Approved Distributed Budget Report lists the distributed approved budget, the distributed current year budget, the distributed prior year budget, and the variance from the ap proved to the current budget. This report is sorted by organization, fund, program, activity, location, and account. Parameters NameRequired? Description Values Budget Year YesTwo-digit budget year for reporting. YY Chart of AccountsYesChart of accounts for reporting. As of Date (DD-MON-YYYY) NoDate to select data for reporting. DD-MON-YYYY Default = current dateBudget IDYesBudget ID for reporting. Print Net TotalsNoEnter Y to print net totals. YYes (default) NNoSpecific OrganizationNoOrganization for reporting. Organization LevelNoOrganization level for the specific organization, if entered. Enter E for As Exists or a value from 1 to 8 for a specific organization level. Amounts will be rolled to this level in the report. E As exists (default) 1-8 Specific organization level Specific FundNoFund used for reporting. Fund Level NoFund level for the sp ecific fund, if entered. Enter E for As Exists or a value from 1 to 5 for a specific fund level. Amounts will be rolled to this level in the report.EAs exists (default value) 1-5Specific fund level Specific ProgramNoProgram for reporting. /n4-83 Banner Finance 8.10 August 2014User GuideReports and Processes Program LevelNoProgram level for th e specific program, if entered. Enter E for As Exists or a value from 1 to 5 for a specific program level. Am ounts will be rolled to this level in the report. E As exists (default) 1-5Specific program levelSpecific ActivityNoActivity for reporting. Specific LocationNoLocation for reporting. Location LevelNoLocation level for th e specific location, if entered. Enter E for As Exists or a value from 1 to 5 for a specific location level. Amounts will be rolled to this level in the report. EAs exists (default)1-5Specific location levelSpecific Account NoAccount for reporting. Account LevelNoAccount level for th e specific account, if entered. Enter E for As Exists or a value from 1 to 4 for a specific account level. Am ounts will be rolled to this level in the report. E As exists (default 1-4Specific account levelParameters (cont) NameRequired? Description Values /n4-84 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 3) 03/08/1997 12:06:04 Banner University PAGE 1BUDGET YEAR 96 Approved Distributed Budget FBRAPPD Operating Budget for FY 96 As of 30-oct-1995 ORGANIZATION: 101 Office of the Provost FUND: 102000 Current Operating Funds Prog/ APPROVED CURRENT YEAR PRIOR YEAR ** VARIANCE ** Actv/ BUDGET BUDGET BUDGET APPROVED BUDGET TO Locn CODE TITLE 1996 1995 CURRENT YEAR 400 Academic Support Program AMOUNT PERCEN T01 Executive Management 10 Old Campus ACCOUNT TITLE PERIOD 5000 Salary & Wages 1 587,666.66 .00 .00 587,666.66 .000 2 587,666.67 .00 .00 587,666.67 .000 3 587,666.67 .00 .00 587,666.67 .000 TOTAL: Salary & Wages 1,763,000.00 .00 .00 1,763,000.00 .000 TOTAL: Academic Support Program Total revenues .00 .00 .00 .00 .000 Total labor 1,763,000.00 .00 .00 1,763,000.00 .000 Total expense .00 .00 .00 .00 .000 Total transfers .00 .00 .00 .00 .000 Total net -1,763,000.00 .00 .00 -1,763,000.00 .000 600 Institutional Administration 01 Executive Management 10 Old Campus 5000 Salary & Wages 1 133,000.00 .00 .00 133,000.00 .000 2 133,000.00 .00 .00 133,000.00 .000 3 133,000.00 .00 .00 133,000.00 .000 ** CONTINUED ON NEXT PAGE ** /n4-85 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 2 of 3) Report Sample (Page 3 of 3) *** CONTINUED FROM PREVIOUS PAGE ** TOTAL: Salary & Wages 399,000.00 .00 .00 399,000.00 .000 TOTAL: Institutional Administration Total revenues .00 .00 .00 .00 .000 Total labor 399,000.00 .00 .00 399,000.00 .000 Total expense .00 .00 .00 .00 .000 Total transfers .00 .00 .00 .00 .000 Total net -399,000.00 .00 .00 -399,000.00 .000 TOTAL: Current Operating Funds Total revenues .00 .00 .00 .00 .000 Total labor 2,162,000.00 .00 .00 2,162,000.00 .000 Total expense .00 .00 .00 .00 .000 Total transfers .00 .00 .00 .00 .000 Total net -2,162,000.00 .00 .00 -2,162,000.00 .000 03/08/1997 12:06:04 Banner University PAGE 2 BUDGET YEAR 96 Approved Distributed Budget FBRAPPD Operating Budget for FY 96 AS OF 30-oct-1995 ORGANIZATION: 101 Office of the Provost FUND: 102000 Current Operating Funds Prog/ APPROVED CURRENT YEAR PRIOR YEAR * VARIANCE ** Actv/ BUDGET BUDGET BUDGET APPROVED BUDGET TO Locn CODE TITLE 1996 1995 CURRENT YEAR 600 Institutional Administration AMOUNT PERCEN T01 Executive Management 10 Old Campus ACCOUNT TITLE PERIOD TOTAL: Office of the Provost Total revenues .00 .00 .00 .00 .000 Total labor 2,162,000.00 .00 .00 2,162,000.00 .000 Total expense .00 .00 .00 .00 .000 Total transfers .00 .00 .00 .00 .000 Total net -2,162,000.00 .00 .00 -2,162,000.00 .000 /n4-86 Banner Finance 8.10 August 2014User GuideReports and Processes Approved Budget Report (FBRAPPR) Description The Approved Budget Report lists the approved budget, the current year budget, the prior year budget, and the variance from the approved to the current budget. This repo rt is sorted by organization, fund, program, activity, location, and account. Parameters NameRequired? Description Values Budget Year YesTwo-digit budget year for reporting. YY Chart of AccountsYesChart of accounts for reporting. As of Date (DD-MON-YYYY) NoDate to select data for reporting. DD-MON-YYYY Default = current dateBudget IDYesBudget ID for reporting. Print Net TotalsYesEnter Y to print net totals. YYes (default) NNoSpecific OrganizationNoOrganization for reporting. Organization LevelNoOrganization level for the specific organization, if entered. Enter E for As Exists or a value from 1 to 8 for a specific organization level. Amounts will be rolled to this level in the report. E As exists (default) 1-8Specific organization level Specific FundNoFund used for reporting. Fund Level NoFund level for the sp ecific fund, if entered. Enter E for As Exists or a value from 1 to 5 for a specific fund level. Amounts will be rolled to this level in the report.EAs exists (default)1-5 Specific fund level Specific ProgramNoProgram for reporting. /n4-87 Banner Finance 8.10 August 2014User GuideReports and Processes Program LevelNoProgram level for th e specific program, if entered. Enter E for As Exists or a value from 1 to 5 for a specific program level. Am ounts will be rolled to this level in the report. EAs exists (default)1-5Specific program levelSpecific ActivityNoActivity for reporting. Specific LocationNoLocation for reporting. Location LevelNoLocation level for th e specific location, if entered. Enter E for As Exists or a value from 1 to 5 for a specific location level. Amounts will be rolled to this level in the report. E As exists (default) 1-5 Specific location level Specific Account NoAcco unt used for reporting.Account LevelNoAccount level for th e specific account, if entered. Enter E for As Exists or a value from 1 to 4 for a specific account level. Am ounts will be rolled to this level in the report. E As exists (default) 1-4Specific account levelParameters (cont) NameRequired? Description Values /n4-88 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 2) 03/08/91 10:14:09 Banner University PAGE 1 BUDGET YEAR 96 Approved Budget FBRAPPR Operating Budget for FY 96 AS OF 30-oct-1995 ORGANIZATION: 101 Office of the Provost FUND: 102000 Unrestricted Funds Prog/ APPROVED CURRENT YEAR PRIOR YEAR ** VARIANCE ** Actv/ BUDGET BUDGET BUDGET APPROVED BUDGET TO Locn CODE TITLE 1996 1995 CURRENT YEAR 400 Academic Support Program AMOUNT PERCEN T01 Executive Management 10 Old Campus ACCOUNT TITLE 5000 Salary & Wages 1,763,000.00 .00 .00 1,763,000.00 .000 TOTAL: Old Campus 1,763,000.00 .00 .00 1,763,000.00 .000 TOTAL: Executive Management 1,763,000.00 .00 .00 1,763,000.00 .000 TOTAL: Academic Support Program Total revenues .00 .00 .00 .00 .000 Total labor 1,763,000.00 .00 .00 1,763,000.00 .000 Total expense .00 .00 .00 .00 .000 Total transfers .00 .00 .00 .00 .000 Total net -1,763,000.00 .00 .00 -1,763,000.00 .000 TOTAL: Current Operating Funds Total revenues .00 .00 .00 .00 .000 Total labor 1,763,000.00 .00 .00 1,763,000.00 .000 Total expense .00 .00 .00 .00 .000 Total transfers .00 .00 .00 .00 .000 Total net -1,763,000.00 .00 .00 -1,763,000.00 .000 /n4-89 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 2 of 2) 03/08/91 10:14:09 Banner University PAGE 2 BUDGET YEAR 96 Approved Budget FBRAPPR Operating Budget for FY 96 AS OF 30-OCT-1995 ORGANIZATION: 101 Office of the Provost FUND: 102000 Unrestricted Funds Prog/ APPROVED CURRENT YEAR PRIOR YEAR ** VARIANCE * Actv/ BUDGET BUDGET BUDGET APPROVED BUDGET TO Locn CODE TITLE 1996 1995 CURRENT YEAR 600 Institutional Administration AMOUNT PERCEN T01 Executive Management 10 Old Campus ACCOUNT TITLE TOTAL: Office of the Provost Total revenues .00 .00 .00 .00 .000 Total labor 2,162,000.00 .00 .00 2,162,000.00 .000 Total expense .00 .00 .00 .00 .000 Total transfers .00 .00 .00 .00 .000 Total net -2,162,000.00 .00 .00 -2,162,000.00 .000 /n4-90 Banner Finance 8.10 August 2014User GuideReports and Processes Budget Build Process (FBRBDBB) Description This process is used to build phases and distributed budget records accord ing to the parameters entered on the Budget Process Control Pa rameter Form (FBABPRC). NoteIf any of these pa rameters are null, then all values will be included. Phases may be created based on the Operating Ledger (FGBOPAL) or the Budget Line Item Table (FBBBLIN). This process produces no output. /n4-91 Banner Finance 8.10 August 2014User GuideReports and Processes Distribution Proces s Summary (FBRBDDS) Description FBRBDDS provides a summary of the off-line process used to distribute amounts from the budget line item table into periodic amounts in the distribution table. This process produces no output. /n4-92 Banner Finance 8.10 August 2014User GuideReports and Processes Budget Roll to Gene ral Ledger (FBRBDRL) Description FBRBDRL rolls budget amounts into the finance ledgers. En ter values in the parameters for the budget roll on the Budget Process Control Parameter Form (FBABPRC). Wh en you execute FBRBDRL, re cords are written to the Transaction Input Table (FGBTRNI). Generate these two re ports to view any errors encountered during the budget roll process: ŁInterface Process (FGRTRNI) ŁTransaction Error Report (FGRTRNR) Report Sample 07/01/1995 08:29:17 Banner University PAGE 1 Budget Roll to General Ledger FBRBDRL As of 01-JUL-1995 * * REPORT CONTROL INFORMATION * * * BUDGET ID: FY93 BUDGET PHASE: FINAL CHART OF ACCOUNTS: A PERMANENT RULE CODE: BD01 TEMPORARY RULE CODE: BD03 ROLL PERCENTAGE: 100.000 REPEAT ROLL INDICATOR: DESCRIPTION: budg roll DOCUMENT CODE: L0000042 SYSTEM ID: BUDGET SYSTEM DATE: 19930701082917 ACTIVATION DATE: 01-JUL-1995 TRANSACTION HEADER AMOUNT: 225220.00 PARAMETER SEQUENCE NUMBER: NUMBER OF PRINTED LINES PER PAGE: 55 COUNT OF INSERTS TO FGBTRNI: 8423 RECORD COUNT: 1 /n4-93 Banner Finance 8.10 August 2014User GuideReports and Processes Finance Budget Feed Process (FBRFEED) Description This process is used to mo ve Position Control budget information from the Positio n Control module into the Finance Budget tables. All FOAPAL data is transferre d between modules. Both the Budget Line Item Table (FBBBLIN) and the corresponding Distribute Table (FBRD IST) are affected by the FBRFEED process. FBRFEED reads the GURFEED table which has data supplied by the Finance In terface Process, NHPFIN2. FBRFEED decides which budget module tables to update. Enter new Position Control information on the Position Definition Form (NBAPOSN). Specify Active or Working Budgets in the Fringe Total Block. Bo th Active and Working Budgets are sent to the Finance Budget Tables when this process is run. Run the Finance Interface Extract Process NHPFIN1. Run the Finance Interface Process NHPFIN2. NHPFIN2 configures the records into GURFEED format. Run the FBRFEED process. Parameters NameRequired? Description Values Report Mode NoReport Mode options are: V to examine the data that will be processed, or S to actually run the updates. S or VProcess ALL IndicatorNoProcess ALL Indicator options are: Y to process all records or N to process selected records. YYes NNoTime Stamp NoEnables direct specific processing. A date value only processes all batches for that day; a specific timestamp will do only that one process.DD-MON-YYYY[HH24MISS] /n4-94 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample PAGE 1 REPORT : FBRFEED Banner University RUN DATE 11/18/1996 Finance Budget Feed Process RUN TIME 04:14 PM SYSTEM ID TIMESTAMP DOCUMENT DESCRIPTION AMOUNT COUNT --------- ------------------ -------- ----------------------------------- -------------- ------ POSNBUD 19911114132318 F0000748 Banner HR / Position Batch Header 25455.94 1 POSNBUD 19911115170601 F0000754 Banner HR / Position Batch Header 515810.40 3 -------------- ------ REPORT TOTALS: 541266.34 4 4 TRANSACTIONS LINE ITEM INSERTS: 0 LINE ITEM UPDATES: 3 DISTRIBUTION UPDATES: 1 /n4-95 Banner Finance 8.10 August 2014User GuideReports and Processes Budget Mass Change Process (FBRMCHG) Description This process permits you to make global budget changes, by organization, to ad just budget items by flat amounts or percentages. Parameters used by this process are defined on the Mass Budget Changes Form (FBAMCHG). Report Sample 04/26/1996 19:46:19 Banner University PAGE 1 Budget Mass Change Process FBRMCHG As of 26-APR-1996 BUDG BUDG COA INDEX ORGN FUND PROG ACCT ACTV LOCN DUR DIST AMOUNT PCT ID PHASE W/IN MANT91 M91P1 T 125 1000 111 1010 410 1001 P N 10.000 MANT91 M91P2 T 125 1000 111 1010 410 1001 P N 5.000 /n4-96 Banner Finance 8.10 August 2014User GuideReports and Processes Budget Worksheet Report (FBRWKSH) Description This report displays up to three budget phases with curre nt year and prior year budget amounts from the budget file. This report is sorted by organization, fund, progra m, activity, location, and accoun t. Use this as a worksheet for the new year's budget. Parameters NameRequired? Description Values Budget Year YesTwo digit budget year to report. YY Chart of AccountsYesChart of accounts for reporting. Budget IDYesBudget ID for reporting. Budget Phase 1 NoFirst budget phase for reporting. Budget Phase 2NoSecond bu dget phase for reporting. Budget Phase 3NoThird budget phase for reporting. As of Date (DD-MON-YYYY) NoDate to select data for reporting. DD-MON-YYYY Default = current datePrint Net TotalsNoEnter Y to print net totals. YYes (default) NNoSpecific OrganizationNoOrganization for reporting. Specific FundNoFund for reporting. Specific Program NoProgram for reporting. Specific ActivityNoActivity for reporting. Specific LocationNoLocation for reporting. Specific Account NoAccount for reporting. /n4-97 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 2) 03/07/91 11:03:50 Banner University PAGE 1 BUDGET YEAR 96 Budget Worksheet FBRWKSH Fiscal Year '96 Budget AS OF 05-feb-1995 ORGANIZATION: 103 Vice President for Administration FUND: 103000 Current Operating Funds - unrestric PRIOR YEAR CURRENT YEAR PHASE 1: PHASE 2: PHASE 3: 1990 1991 ---------------- ---------------- ---------------- ---------------- ---------------- PROGRAM:610 Executive Management ACTIVITY: 01 Executive Management LOCATION: 16 Vice President Admin - Suite 10 ACCOUNT:6111 Office Supply Accounts 4,000.00 .00 .00 .00 .00 6310 Capital Purchases - Computers 100,800.00 .00 .00 .00 .00 6330 Capital Purchases - Lab Equipment 4,000.00 .00 .00 .00 .00 6340 Capital Purchases - Vehicles 18,500.00 .00 .00 .00 .00 6410 Utilities Expense - Electric 10,600.00 .00 .00 .00 .00 PROGRAM TOTAL: Total Revenue .00 .00 .00 .00 .00 Total Labor .00 .00 .00 .00 .00 Total Expense 137,900.00 .00 .00 .00 .00 Total Transfers .00 .00 .00 .00 .00 Total Net -137,900.00 .00 .00 .00 .00 ** CONTINUED ON NEXT PAGE ** /n4-98 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 2 of 2) *** CONTINUED FROM PREVIOUS PAGE ** PROGRAM:640 General Administration ACTIVITY: Activity not budgeted LOCATION: Location not budgeted ACCOUNT:6111 Office Supply Accounts .00 950.00 .00 .00 .00 PROGRAM TOTAL: Total Revenue .00 .00 .00 .00 .00 Total Labor .00 .00 .00 .00 .00 Total Expense .00 950.00 .00 .00 .00 Total Transfers .00 .00 .00 .00 .00 Total Net .00 -950.00 .00 .00 .00 FUND TOTAL: Total Revenue .00 .00 .00 .00 .00 Total Labor .00 .00 .00 .00 .00 Total Expense 137,900.00 950.00 .00 .00 .00 Total Transfers .00 .00 .00 .00 .00 Total Net -137,900.00 -950.00 .00 .00 .00 /n4-99 Banner Finance 8.10 August 2014User GuideReports and Processes Cost Accounting ModuleThis section describes each report in the Cost Accounting module. A table prov ides related parameter information. A report with sample data follows each parameter table. The reports are listed alphabetically by their seven- character names. /n4-100 Banner Finance 8.10 August 2014User GuideReports and Processes Cost Accounting Billing Process (FCBBILL) Description The Cost Accounting Billing Repo rt prints a summary of all billing charges by project and by project rate type for the current billing cycle. Cate gory rate types list in order of the se quence assigned on the Rate Type Code Maintenance Form (FTMRTYP). All of the internal rate codes associated with the category rate types list the following:ŁCurrent billing rateŁNumber of units charged for this billing cycle ŁAny prior billing charges for that rate code ŁCurrent billing charge If no charges occurred during this billing cycle for a rate type, only Previous Billing and Total Billing columns display. Totals display for each rate type which are prev ious and total billing amounts. Customer and project totals display for the following columns: ŁPrevious Billing ŁCurrent BillingŁTotal Billing FTBBILL takes into account a start and en d date for project billing transactions. If the Update Database indicator is set to N, the report is generated in a test mode which produces FCBBILL without updating the database. Set the indicator to Y to generate FCBBILL and to do the following: ŁCreate Billing Detail Report records ŁCreate history records for the Project History Table (FCBPHST) ŁCreate charge records for the Project/Customer Charges Table (FCBPRJC) ŁCreate Transaction Input Table (FGBTRNI) records ŁUpdate inventory, equipment, and employee database fields The parameter table entry for this billing cycle is deleted at the end of report execution. The parameter table entry is always deleted whether this report is run in test mode or database update mode. All detail char ges entered on the /n4-101 Banner Finance 8.10 August 2014User GuideReports and Processes Cost Accounting Maintenance Form (FCAACCT) that were selected for projects processed during this billing cycle are deleted. Submit this report through the Job Submission feature or define parameters on the Cost Accounting Batch Parameter Maintenance Form (FCAPARM). NoteThe Document Number parameter is required when the Update Database indicator is populated with Y. If you specify N for the Update Database Indicator, then Document Number is optional. The Update Database indicator will not accept a null value. After you run the billing process in update mode, conclu de the billing run by executing the Transaction Interface Process (FGRTRNI). This list of parameters is only accessible through th e Cost Accounting Batch Parameter Maintenance Form (FCAPARM). If you submit this report through Job Submission you will be prompted for only two parameters: Parameter Sequence Numb er and Number of Printed Lines Per Page. /n4-102 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample REPORT FCBBILL Banner University RUN DATE: 11/08/91 FISCAL YEAR 1992 Billing Report TIME: 11:04 AM PAGE: 1 CUSTOMER #: 310 CUSTOMER NAME: Johnson, John CUSTOMER ADDRESS: Business Center Malvern PA 19355 CUSTOMER CHARGE % 100.000 PROJECT CODE: M126 PROJECT DESC: Office Renovation START DATE: 05-NOV-91 END DATE: CATEGORY RATE CODE RATE UNITS PREVIOUS BILLING CURRENT BILLING TOTAL BILLING Direct Labor .00 DLOH 5.000 40.00 200.00 DLST 20.000 40.00 800.00 1000.00 Equipment Rental .00 REQP 7.000 6.00 42.00 REQP 15.000 1.00 15.00 57.00 Inventory Handling .00 INHD 18.000 5.00 90.00 INHD 22.000 4.00 88.00 178.00 CUSTOMER TOTAL .00 1235.00 1235.00 PROJECT TOTAL .00 1235.00 1235.00 /n4-103 Banner Finance 8.10 August 2014User GuideReports and Processes Equipment Rental Rate Calculation Report (FCBEQPT) Description This report displays the results of th e equipment rental rate calculations for all employees and equipment within an organization. The automatic labor rate calc ulation process for equipment rental provides the ability to calculate a new rate value for internal rate codes associated to rate types of Equipm ent Rental. This new rate valu e is stored in the Internal Rates Table (FCBRATE) with a new effective date. This process also produces a paper report listing all items used to perform the calculations as well as the resulting valued rates. The final process of this report resets the equipment actual machine hours in the Equipment Validation Table (FTVEQPT) to zero and resets the employee's actual direct hours and actual indirect ho urs in the Employee Table (FCBEMPL) to zero. The organization's current year uncommitted budget for all defined equipment handling accounts is used in the calculatio ns to derive a new rate value. This list of parameters is only accessible through th e Cost Accounting Batch Parameter Maintenance Form (FCAPARM). If you submit this report through Job Submission, you will be prompted for only two parameters: Parameter Sequence Numb er and Number of Printed Lines Per Page. /n4-104 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 3) REPORT FCBEQPT Banner University RUN DATE: 12/06/91 FISCAL YEAR 1992 Equipment Rental Rate Calculation TIME: 11:26 AM PAGE: 1 COA: T TITLE: Banner University ORGANIZATION: 165 TITLE: Mechanical Engineering RATE CODE : REQP DESC : Equipment Rental EMPLOYEE# NAME WAGES BENEFITS TOTAL LABOR AVAILABLE HRS VAC SICK HOL OTHER PRODUCTIVE HOURS DIRECT INDRCT DIRECT INDIRECT 213450066 Butler, Nora A. 40,000.00 1,000.00 41,000.00 2,080 80 96 96 2,080.00 0.00 777010005 Smith, Lisa B. 30,000.00 1,500.00 31,500.00 2,080 2,080 120 96 96 2,080.00 2,080.00 777010007 Dean, Thomas R. 60,000.00 3,000.00 63,000.00 2,080 120 96 96 2,080.00 0.00 777010008 Evans, Ruth W. 55,000.00 55,000.00 2,080 160 96 96 2,080.00 0.00 777010011 Adams, Eugene M. 40,000.00 1,000.00 41,000.00 2,080 40 80 96 8 1,856.00 0.00 777010027 Smith, Joshua 55,000.00 175.00 55,175.00 2,080 0 80 96 96 16 1,792.00 0.00 777010028 Smith, Jane 2,000.00 300.00 2,300.00 80 10 4 6 8 0 64.00 8.00 TOTAL ORGANIZATION 282,000.00 6,975.00 288,975.00 12,560 2,090 604 566 584 24 12,032.00 2,088.00 DIRECT LABOR RATE 0.191 INDIRECT LABOR RATE 1.102 ACCOUNT TITLE AMOUNT 6180 Indirect Cost Charges 160.00 6400 Utilities Expense 15.00 TOTAL OTHER COSTS 175.00 **** CONTINUED ON NEXT PAGE **** /n4-105 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 2 of 3) Report Sample (Page 3 of 3) **** CONTINUED FROM PREVIOUS PAGE **** EQUIP NO DESCRIPTION LABOR MAINTENANCE SUPPLIES DEPRECIATION MACHINE COSTS HOURS AVAIL RATE PS0000002 paint sprayer type 2 1,000.00 20.00 5.00 350.00 1,375.00 300.00 41.788 PS0000003 paint sprayer type 3 500.00 30.00 12.00 200.00 742.00 270.00 36.232 PS0000004 paint sprayer type 4 400.00 10.00 5.00 300.00 715.00 200.00 28.378 PS0000005 paint sprayer type 5 700.00 35.00 20.00 375.00 1,130.00 500.00 64.268 PS0000001 Sears Fine Quality Paint Sprayer #1 500.00 20.00 10.00 50.00 580.00 100.00 18.202 REPORT FCBEQPT Banner University RUN DATE: 12/06/91 FISCAL YEAR 1992 Equipment Rental Rate Calculation TIME: 11:26 AM PAGE: 2 COA: T TITLE: Banner University ORGANIZATION: 165 TITLE: Mechanical Engineering RATE CODE : REQP DESC : Equipment Rental EQUIP NO DESCRIPTION LABOR MAINTENANCE SUPPLIES DEPRECIATION MACHINE COSTS HOURS AVAIL RATE PS-000001 Paint Sprayer Fine Quality 1,000.00 10.00 10.00 200.00 1,220.00 50.00 30.601 TOTAL ORGANIZATION 4,100.00 125.00 62.00 1,475.00 5,762.00 1,420.00 /n4-106 Banner Finance 8.10 August 2014User GuideReports and Processes Inventory Handling Rate Calculation Report (FCBINVT) Description This report displays the result of the inventory handlin g rate calculation for all employee and inventory items associated with an organization. The automatic labor rate calculation pr ocess for inventory handling provides the ability to calculate a new rate value for internal rate codes associated to rate types of inventory handling. Th is new rate value is stored in the Internal Rates Table (FCBRATE) with a new effective date . This process also produces a paper report listing all items used to perform the calc ulations as well as the resulting valued rates. The final pr ocess of this report resets the inventory actual units in the In ventory Validation Table (FTVINVT) to zero and resets the employee's actual direct hours and actual indirect hours in the Employee Table (FCBEMPL) to zero. The organization's current year uncommitted budget for all defined inventory handling account s is used in the calculatio ns to derive a new rate value. This list of parameters is only accessible through th e Cost Accounting Batch Parameter Maintenance Form (FCAPARM). If you submit this report through Job Submission, you will be prompted for only two parameters: Parameter Sequence Numb er and Number of Printed Lines Per Page. /n4-107 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample REPORT FCBINVT Banner University RUN DATE: 12/06/199 7FISCAL YEAR 97 Inventory Handling Rate Calculation TIME: 03:51 P M PAGE: 1 COA: T TITLE: Banner University ORGANIZATION: 165 TITLE: Mechanical Engineering RATE CODE : INHD DESC : Inventory Handling EMPLOYEE# NAME WAGES BENEFITS TOTAL LABOR AVAILABLE HRS VAC SICK HOL OTHER PRODUCTIVE HOURS DIRECT INDRCT DIRECT INDIRECT 213450066 Butler, Nora A. 40,000.00 1,000.00 41,000.00 2,080 80 96 96 2,080.00 0.00 777010005 Smith, Lisa B. 30,000.00 1,500.00 31,500.00 2,080 2,080 120 96 96 2,080.00 2,080.00 777010007 Dean, Thomas R. 60,000.00 3,000.00 63,000.00 2,080 120 96 96 2,080.00 0.00 777010008 Evans, Ruth W. 55,000.00 55,000.00 2,080 160 96 96 2,080.00 0.00 777010011 Adams, Eugene M. 40,000.00 1,000.00 41,000.00 2,080 40 80 96 8 1,856.00 0.00 777010027 Smith, Joshua 55,000.00 175.00 55,175.00 2,080 0 80 96 96 16 1,792.00 0.00 777010028 Smith, Jane 2,000.00 300.00 2,300.00 80 10 4 6 8 0 64.00 8.00 TOTAL ORGANIZATION 282,000.00 6,975.00 288,975.00 12,560 2,090 604 566 584 24 12,032.00 2,088.00 DIRECT LABOR RATE 0.191 INDIRECT LABOR RATE 1.102 ACCOUNT TITLE AMOUNT 6180 Indirect Cost Charges 160.00 6400 Utilities Expense 15.00 TOTAL OTHER COSTS 175.00 INVENTORY DESCRIPTION UNIT PRICE ESTIMATED UNITS RATE LB-PAINT Light Blue Paint 25.00 100 26.761 DB-PAINT Dark Blue Paint 20.00 100 21.761 /n4-108 Banner Finance 8.10 August 2014User GuideReports and Processes Labor Rate Calculation Report (FCBLABR) Description This report is designed to display results for the calculatio n of a direct or indirect la bor rate for employees within an organization associated with classification cod es. Labor rates are printed for each rate code. The automatic rate calculation process for direct and indirect labor provid es the ability to calculate a new rate value for internal rate codes associate d to rate types of direct labor and indirect labor. This new rate value is stored in the Internal Rates Table (FCBRATE) with a new effective date . This process also produces a paper report listing all items used to perform the calc ulations as well as the resultin g valued rates. The final function of this report resets the employee's actual direct hours and actual indir ect hours in the Employee Table (FCBEMPL) to zero. This list of parameters is only accessible through th e Cost Accounting Batch Parameter Maintenance Form (FCAPARM). If you submit this report through Job Submission, you will be prompted for only two parameters: Parameter Sequence Numb er and Number of Printed Lines Per Page. Report Sample REPORT FCBLABR Banner University RUN DATE: 12/03/1997 FISCAL YEAR 97 Labor Rate Calculation TIME: 04:21 P M PAGE: 1 COA: T TITLE: Banner University ORGANIZATION: 165 TITLE: Mechanical Engineering RATE CODE: DLOH DESC : Direct Labor Overhead CLASS CODE: CLER DESC : Clerical Employee Classification EMPLOYEE# NAME WAGES BENEFITS TOTAL LABOR AVAILABLE HRS VAC SICK HOL OTHER PRODUCTIVE HOURS DIRECT INDRCT DIRECT INDIRECT 777010005 Smith, Lisa B. 30,000.00 1,500.00 31,500.00 2,080 2,080 120 96 96 2,080.00 2,080.00 777010028 Smith, Jane 2,000.00 300.00 2,300.00 80 10 4 6 8 0 64.00 8.00 RATE TOTAL 32,000.00 1,800.00 33,800.00 2,160 2,090 124 102 104 0 2,144.00 2,088.00 LABOR RATE 15.765 /n4-109 Banner Finance 8.10 August 2014User GuideReports and Processes Material Management Rate Ca lculation Report (FCBMATL) Description This report is designed to display the results of the material management rate calculation process for all employees and material management accounts associated with an organization. The automatic labor rate calculation pr ocess for material management provid es the ability to calculate a new rate value for internal rate codes associated to rate types of material management. This new rate value is stored in the Internal Rates Table (FCBRATE) with a new effective date . This process also produces a paper report listing all items used to perform the calc ulations as well as the resultin g valued rates. The final function of this report resets the employee's actual direct hours and actual indirect hours in the Employee Table (FCBEMPL) to zero. The organization's current year uncommitted budget for all defined material management accounts is used in the calculations to derive a new rate value. This list of parameters is only accessible through th e Cost Accounting Batch Parameter Maintenance Form (FCAPARM). If you submit this report through Job Submission, you will be prompted for only two parameters: Parameter Sequence Numb er and Number of Printed Lines Per Page. /n4-110 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample REPORT FCBMATL Banner University RUN DATE: 12/10/199 7FISCAL YEAR 97 Material Management Rate Calculation TIME: 10:08 A M PAGE: 1 COA: T TITLE: Banner University ORGANIZATION: 165 TITLE: Mechanical Engineering RATE CODE : MMTS DESC : MECH Material Management EMPLOYEE# NAME AVAILABLE HRS VAC SICK HOLDY OTHER PRODUCTIVE DIRECT INDRCT HOURS 213450066 Butler, Nora A. 2,080 80 96 96 2,080.00 777010005 Smith, Lisa B. 2,080 2,080 120 96 96 4,160.00 777010007 Dean, Thomas R. 2,080 120 96 96 2,080.00 777010008 Evans, Ruth W. 2,080 160 96 96 2,080.00 777010011 Adams, Eugene M. 2,080 40 80 96 8 1,856.00 777010027 Smith, Joshua 2,080 0 80 96 96 16 1,792.00 777010028 Smith, Jane 80 10 4 6 8 0 72.00 TOTAL ORGANIZATION 12,560 2,090 604 566 584 24 14,120.00 ACCOUNT TITLE AMOUNT 6180 Indirect Cost Charges 2485.00 6400 Utilities Expense 15.00 TOTAL OTHER COSTS 2500.00 MATERIAL MANAGEMENT RATE 0.177 /n4-111 Banner Finance 8.10 August 2014User GuideReports and Processes Cost Accounting Billing Detail Report (FCRBDTR) Description The Billing Detail Report prints billing details by project, cost type, and rate code . Maximum billing amount and charge percentage are printed for each customer. All cost types and employee name, inventory code, or equipment code charged for a project are displayed along with the inte rnal rate code and dollar rate amount (or external rate code and dollar amount). The number of units and billed amount charged to the co st type and rate code display. The Billed Date prints for each ra te code displayed. If a docume nt reference number is associ ated with an internal rate code, it displays under rate code al ong with the document type code.This report is generated when Y is entered in the Update Database indicat or on the Cost Accounting Billing Report (FCBBILL). FCRBDTR displays all of the transactions from th e project's inception to the last billing cycle run of the project. /n4-112 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample REPORT FCRBDTR Banner University RUN DATE: 11/08/1997 Billing Detail Report TIME: 11:05 A M PAGE: 1 CUSTOMER CUSTOMER MAX BILLABLE CHARGE NUMBER NAME AMOUNT PERCENT 310 Johnson, John 25000.00 100.000 PROJECT: M126 DESC: Office Renovation COST TRANS EMPLOYEE/ INVENTORY/ EQUIPMENT/ TYPE DATE NAME DESC DESC EL 08-NOV-1996 PS-000001 Paint Sprayer Fine Quality RATE CODE INTERNAL RATE EXTERNAL RATE CODE EXTERNAL RATE UNITS BILLED AMOUNT BILLED DATE REQP Eqpmnt Ren 7.000 6.00 42.00 08-NOV-1996 REQP Eqpmnt Ren 15.000 1.00 15.00 08-NOV-1996 COST TRANS EMPLOYEE/ INVENTORY/ EQUIPMENT/ TYPE DATE NAME DESC DESC IN 08-NOV-1996 OW-PAINT Off White Paint RATE CODE INTERNAL RATE EXTERNAL RATE CODE EXTERNAL RATE UNITS BILLED AMOUNT BILLED DATE INHD Inv Handle 18.000 5.00 90.00 08-NOV-1996 INHD Inv Handle 22.000 4.00 88.00 08-NOV-1996 COST TRANS EMPLOYEE/ INVENTORY/ EQUIPMENT/ TYPE DATE NAME DESC DESC LB 08-NOV-1996 777010005 Brown, Lisa R. RATE CODE INTERNAL RATE EXTERNAL RATE CODE EXTERNAL RATE UNITS BILLED AMOUNT BILLED DATE DLOH DL Ovrhead 5.000 40.00 200.00 08-NOV-1996 DLST DL Standar 20.000 40.00 800.00 08-NOV-1996 /n4-113 Banner Finance 8.10 August 2014User GuideReports and Processes C/A Rate Schedule Report (FCRSCHD) Description The Cost Accounting Rate Schedule Report prints all internal and external rates within each rate type by chart of accounts and organization code. Supply an As of Date to generate this report. Parameters NameRequired? DescriptionValues As of Date (DD-MON-YYYY) NoDate to select for reporting. DD-MON-YYYY Default = current date/n4-114 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample REPORT FCRSCHD Banner University RUN DATE: 11/07/1997 FISCAL YEAR 97 C/A Rate Schedule Report TIME: 12:11 P M As Of 11/07/1997 PAGE: 1 Chart of Accounts: T Organization: 165 Mechanical Engineering RATE TYPE INTERNAL RATE EXTERNAL RATE INTERNAL ADJUSTMENT EXTERNAL CODE DESCRIPTION CODE DESCRIPTION RATE AMOUNT PERCENT RATE Direct Labor DLDT DL Dbltime M0 Noop 40.000 .00 40.000 DLDT DL Dbltime P50 Add 50 40.000 50.000 60.000 DLOH DL Ovrhead 5.000 DLOT DL Ovrtime M0 Noop 30.000 .00 30.000 DLOT DL Ovrtime P25 Add 25 30.000 25.000 37.500 DLSA DL Sys Ana 40.000 DLSR DL Sr Sys 50.000 DLST DL Standar M0 Noop 20.000 .000 20.000 DLST DL Standar M0 Noop 22.000 .000 20.000 DLST DL Standar M0 Noop 24.000 .000 20.000 Indirect Labor ILOH IL Ovrhead 5.000 Inventory Handling INHD Inv Handle P1P Add 1 Per 18.000 1.000 18.180 INHD Inv Handle P25 Add 25 18.000 25.000 22.500 INHD Inv Handle 7.000 INHD Inv Handle 22.000 Equipment Rental REQP Eqpmnt Ren 7.000 REQP Eqpmnt Ren M0 Noop 15.000 .00 15.000 REQP Eqpmnt Ren P1P Add 1 Per 15.000 /n4-115 Banner Finance 8.10 August 2014User GuideReports and Processes C/A Variance Analysis Report (FCRVARA) Description Supply an As of Date to generate the Cost Accounting Variance Analysis Report. Report Sample Parameters NameRequired? DescriptionValues As of Date (DD-MON-YYYY) NoDate to select for reporting. DD-MON-YYYY Default = current dateREPORT FCRVARA Banner University RUN DATE: 01/08/1997 FISCAL YEAR 97 C/A Variance Analysis Report TIME: 01:32 P M As Of 01/08/1997 PAGE: 1 Chart of Accounts: T Organization: 350 Physical Plant ---------------- UNITS --------------- - EMPLOYEE NAME RATE TYPE ESTIMATED ACTUAL VARIANC E 777010027 Smith, Joshua Direct Labor 2080.00 243.00 1837.0 0 Direct Charges 0.0 0 Direct Charges 0.0 0 Direct Charges 0.0 0 777010027 Smith, Joshua Direct Labor 2080.00 243.00 1837.0 0 Direct Charges 0.0 0 Direct Charges 0.0 0 Direct Charges 0.0 0 Direct Charges 0.0 0 Direct Charges 0.0 0 777010011 Adams, Eugene M. Indirect Labor 2080.00 00.00 2080.0 0 Inventory Handling 0.0 0 777010005 Smith, Lisa B Direct Labor 2080.00 210.00 1870.00 777010005 Smith, Lisa B Direct Labor 2080.00 210.00 1870.0 0/n4-116 Banner Finance 8.10 August 2014User GuideReports and Processes Fixed Assets Module This section describes each report in the Fixed Assets mo dule. A table provides relate d parameter information. A report with sample data follows each parameter table. The reports are listed alphabetically by their seven-character names. /n4-117 Banner Finance 8.10 August 2014User GuideReports and Processes Depreciation Process (FFPDEPR) Description The Depreciation Process (FFPDEPR) will calculate deprec iation for any open periods from the Last Depreciation Date up to the Depreciation Date you specify in the process parameters, with the exception of prior period or ficatch-upfl depreciation. In this case, you must run the Depreciation Process to calculate and (where appropriate) post this prior depreciation before the asset record will be considered for current depreciation. This date can only be entered in the form of month and year. A variety of parameters enable you to limit the records that will be consid ered for the process. You may run the Depreciation Process in audit or update mode. Both modes will produce a re port, but only the update mode will amend the appropriate deprecia tion-related records. You may enter one or more charts in the Chart of Accounts parameter, but the selected Chart of Account records must have identical Fiscal Year records (FTVFSYR table). Only one year of prior period depreciation can be calcul ated and posted per run. Th is limitation applies because the accounting usually differs for postings in either the prior year or in th e current year. Any depreciation record that is incomplete or is split across two or more charts will be flagged for errors by the Depreciation Process. The process will proceed to completion for all of the other records. Parameters NameRequired? DescriptionValues Asset Type NoUser-defined code wh ich describes an asset category for grouping, reporting, and depreciation purposes. Leave this parameter blank to include all asset types. Depreciation Method CodeNoUser-defined designatio n for the combination of internal depreciation method code and first year option. Leave blank to include all depreciation method codes. Depreciation FrequencyYesPeriodic ba sis for the depreciation calculation. AAnnual (default) SSemi-annual QQuarterlyM Monthly/n4-118 Banner Finance 8.10 August 2014User GuideReports and Processes Chart of AccountsYesChart of accounts code where the depreciation expense accounts exist and to which the depreciation postings will be made.Depreciation Month and Year YesEnter the month and year up to which depreciation will be calculated. For catch-up of prior year depreciation, enter the last fiscal month and the fiscal year. Enter the month using one of these formats: Łnumeric (e.g., 01, 02, etc.) Łfull name (e.g., JANUARY, FEBRUARY, etc.) Łabbreviated (e.g., JAN, FEB, etc.) MM-YYYY MM-YY MONTH-YYYY MONTH-YYMON-YYYY MON-YYPosting Date (DD-MON-YYYY) YesEnter the transaction date for posting depreciation to the Operating Account Ledger and the General Ledger. DD-MON-YYYY Default = current dateExecution Mode (A/U)YesEnter A (Audit) in this parameter to generate an fias iffl report only (no records will be changed), or enter U (Update) in this pa rameter to amend the appropriate depreciation-related records and generate the report. AAudit mode (default)UUpdate mode Report Type YesCode that determines whether a summary report or a detailed report will be produced. The summary report is a summary of expense account distribution postings. Postings are for individual assets. The detail report shows deprec iation for each account distribution on each selected record. DDetail (default) SSummaryParameters (cont) NameRequired? DescriptionValues /n4-119 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample - Detail Report (Page 1 of 2) Report Sample - Detail Report (Page 2 of 2) FFPDEPR 3.0 Banner Development Environment 12/11/1996 14:44:04 Fixed Asset Depreciation Detail Report PAGE 1 Fst Est Permanent Seq Asset Last Depr Depr Year Life Rem Adjusted Salvage Depr Current Accum. Post Tag No Description Date Method Opt Yrs Life Cost Value Freq Depr Depr Ind --------- ---- ------------------- ----------- ------ ---- ---- ---- ------------ ---------- ---- ---------- ------------ ---- JC0001 1 Vehicles 31-DEC-1996 SP PR 2 12 6600.00 0.00 M 472.06 4711.77 P AP0010 1 Vehicles 31-DEC-1996 SP PR 4 36 5940.00 300.00 M 122.20 1240.93 P TP246 1 CB antenna 31-DEC-1996 SP PR 5 54 100.00 0.00 M 5.00 55.00 P P00000326 1 Standard Double Ped 31-DEC-1996 SP PR 7 78 509.91 0.00 M 36.42 36.42 P SU9700715 2 P-200 PC w/32 MB ED 31-DEC-1996 SP PR 3 35 1447.67 100.00 M 37.44 37.44 P Otag Code Error Message ---------- ------------------------------------------------------------------------------------- T00000255 Prior years have not been depreciated T00000176 Prior years have not been depreciated FFPDEPR 3.0 Banner Development Environment 12/11/1996 14:44:04 Fixed Asset Depreciation Detail Report PAGE 2 * * REPORT CONTROL INFORMATION (FFPDEPR RELEASE 3.0) * * Parameters have been entered from Host Prompt. Parameter Name Value Message _____ ____ _________ Parameter Seq No: 26950 Adjustment doc code: Asty Code: All Depr Method Code: SP Depr Frequency: M Monthly Depreciation Chart of accounts: B Depreciation Date: 31-DEC-1996 Posting Date: 11-DEC-1996 Execution Mode: A Audit Report Type: D Detail Line Count: 55 Chosen number of lines per page /n4-120 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample - Summary Report (Page 1 of 2) Report Sample - Summary Report (Page 2 of 2) FFPDEPR 3.0 Banner Development Environment 12/11/1996 15:13:45 Fixed Asset Depreciation Summary Report PAGE 2 Fund Code Account Code Depr Amount --------- ------------ -------------- 9601 3951 122.20 4997 7931 472.06 1001 7951 5.00 3997 7941 36.42 4998 7951 37.44 Otag Code Error Message ---------- ------------------------------------------------------------------------------------- T00000255 Prior years have not been depreciated T00000176 Prior years have not been depreciated FFPDEPR 3.0 Banner Development Environment 12/11/1996 15:13:45 Fixed Asset Depreciation Summary Report PAGE 2 * * REPORT CONTROL INFORMATION (FFPDEPR RELEASE 3.0) * * Parameters have been entered from Host Prompt. Parameter Name Value Message ____ __ _________ Parameter Seq No: 26954 Adjustment doc code: Asty Code: All Depr Method Code: SP Depr Frequency: M Monthly Depreciation Chart of accounts: B Depreciation Date: 31-DEC-1996 Posting Date: 11-DEC-1996 Execution Mode: A Audit Report Type: S Summary Line Count: 55 Chosen number of lines per page /n4-121 Banner Finance 8.10 August 2014User GuideReports and Processes Fixed Asset Origination Tag Ex traction Process (FFPOEXT) Description This process provides a consistent method of creating orig ination tag entries for the Asset Master record from the Procurement and Payables modules. Data from the invoice is fed into a collector ta ble (FFBOTAG) during the Posting Process to dete rmine whether an origination tag should be created, additional acquisition data should be updated, or the origination tag should be updated with cancellation inform ation. If records in FFBOTAG have a non-invoice document reference, this process inserts records into the Fi xed Assets Dtag tables (FFBDTGH, FFRDTGA, and FFRDTGD.) This process also prevents or igination tags from being ge nerated before the invoice has been approved or when a transaction rolls back in posting or matching process. Refer to Chapter 2, fiProcessing fl for more details. The one exception to this pr ocess will be the origination tag created from receiving. In this case, the receiving process will feed the appropriate data to the collector table (FFBOTAG). Th e Receiving Proces s does not create accounting records for the asset. The report created in this process func tions as an audit trail which describes th e Origination tags to be created. This includes the Origination tag nu mber, the invoice or receiving document used to create the origination tag, and the purchase order number. In addition, the invoice or receiving line item is provided. The report is always sorted by Document Number, Document Item Number, Purcha se Order Number, and Purchase Order Item Number. Parameters NameRequired? DescriptionValues Audit or Update ModeYesEnter A (Audit) in this parameter to generate an fias iffl report only (no origination tags will be created), or enter U (Update) in this parameter to create the origination tags and generate the report. AAudit mode (default)UUpdate mode /n4-122 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 3) Report Sample (Page 2 of 3) PAGE 1 FFPOEXT 5.3.1 DEVELOPMENT RUN DATE 10/29/2002 Fixed Asset Orig. Tag Extract RUN TIME 02:03 PM Document # Item Commodity Description Origination PO Amount Cap Action Taken Tag Number CW2678 1 Supplies T00007099 150.00 T Tag created from Invoice I0010900 2 1211000000 Desk, Classroom, Woo T00007100 P0007278 16.00 T Tag created from Invoice I0010900 2 1211000000 Desk, Classroom, Woo T00007101 P0007278 16.00 T Tag created from Invoice I0010901 2 1211000000 Desk, Classroom, Woo T00007102 P0007278 16.07 T Tag created from Invoice CW1111 1 Supplies T00007098 200.00 T Tag created from Invoice DMI1023G 1 Supplies T00007103 73000.00 I Tag created from Invoice I0010944 1 COMMODITY FROM GEN. T00007105 E0000515 50.00 I Tag created from Invoice PAGE 2 FFPOEXT 5.3.1 DEVELOPMENT RUN DATE 10/29/2002 Fixed Asset Orig. Tag Extract RUN TIME 02:03 PM Document Tag Extract information Document # Type Sub # Seq Description Document Tag Amount Cap U0002143 ISS 1 Dtag Created D00007030 441.54 N H0003987 DCR 1 Dtag Created D00007031 -10.00 N /n4-123 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 3 of 3) The following chart contains a brief description of each fiel d that is displayed on the Fixed Asset Origination Tag Extract Report. PAGE 4 FFPOEXT 5.3.1 DEVELOPMENT RUN DATE 10/29/2002 Fixed Asset Orig. Tag Extract RUN TIME 02:03 PM * * REPORT CONTROL INFORMATION * * Parameters have been entered via Job Submission. Parameter Name Value Message ____ __ _________ Parameter Seq No: 978440 Report Mode: U Update Mode Line Count: 55 Field Description Document NumberInvoice or receiving docu ment number of the transaction processed. ItemCommodity line item from either the invoice or the receiving document. CommodityCommodity code of the fixed asset. DescriptionAsset description from the asset master record (FFBMAST). Origination TagNumber of the or igination tag created and assigned by the system in this process for this transaction. PO NumberPurchase order number related to the transaction processed. AmountCost of the asset. CapIndicator ( FARINVCCAP_TAG_CODE ) that shows whether or not the asset is capitalized. Action TakenDescription of the action taken by the process; for example, Tag created from Invoice ./n4-124 Banner Finance 8.10 August 2014User GuideReports and Processes Fixed Asset/Asset Group Report (FFRAGRP) Description The Fixed Asset/Asset Group Repo rt allows you to select a specified asset master record or a group of asset master records that are associated as attachments or components. This report shows al l of the data elements which appear in the FFRMAST report. Parameters NameRequired? DescriptionValues Specific Asset(s)NoSpecific asset tag number for reporting. The asset tag can be an origination ta g or a permanent tag. Multiple entries and wildcard characters are permitted. This parameter is required if the Primary Tag parameter is not entered. Primary TagNoPermanent tag number of the parent asset. This tag number appears on the asset master records that are associated with the parent asset as attachments or components. This parameter is required if the Specific Asset parameter is not entered. This parameter takes precedence over Specific Asset if both are entered. /n4-125 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 3) 12-DEC-1996 14:08:58 Banner Development Environment PAGE 1 Fixed Asset/Asset Group Report FFRAGRP 3.0 PERMANENT TAG: TP72 DATE: 30-OCT-1996 SYSTEM STATUS: I ORIGINATION TAG: T00000072 DATE: 28-OCT-1996 USER STATUS: PRIMARY TAG: SUB TYPE C/A: TITLED TO: Auxiliary Services IN USE IND: N COND CODE: DESCRIPTION: Vehicles COMMODITY: TFX003 Vehicles ASSET TYPE: AC GIFT ITEM: N RESPONSIBLE CHART: A Banner University ACQUISITION CODE: DN RESPONSIBLE ORGANIZATION: 629 Auxiliary Services ACQUISITION DATE: 05-NOV-1996 LOCATION: 10 WORK IN PROGRESS: TRANSFER DATE: ------------------------------------------------- ACQUISITION DATA ------------------------------------------------ -VENDOR: FR09 Fisher Ford, PO NUM PO ITEM INV NUM INV ITEM INV DATE RCVD NUM RCVD DATE IN SERV DATE LAST INV DATE PCT USE DJRP9704 1 INV9704 1 28-OCT-1996 RCR9704 Make: Ford Serial Number/VIN: 5678 9325 7623 Model: 4x4 Part #/Vehicle Tag: EXP 104 Manufacturer: Ford Barcode: User Ref Number: Replacement Book Value Market Value Insurance Total Cost 41,078.00 ------------------------------------------------- FUNDING SOURCE DATA ------------------------------------------------ -Fund Orgn Acct Prog Actv Locn Pct Original Cost Attachment 1010 629 2140 920 10 100 41,078.00 ------------------------------------------------- CAPITALIZATION DATA ------------------------------------------------ -Cap Date: 28-OCT-1996 Cap Fund Asset Acct Eq Acct Pct Capitalization Attachment 4998 1930 3901 100 41,078.00 /n4-126 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 2 of 3) 12-DEC-1996 14:08:58 Banner Development Environment PAGE 2 Fixed Asset/Asset Group Report FFRAGRP 3.0 PERMANENT TAG: TP82 DATE: 31-OCT-1996 SYSTEM STATUS: G ORIGINATION TAG: T00000082 DATE: 31-OCT-1996 USER STATUS: I PRIMARY TAG: TP72 SUB TYPE C/A: C TITLED TO: IN USE IND: N COND CODE: 10 DESCRIPTION: Trailer COMMODITY: TFX004 Trailer ASSET TYPE: AC GIFT ITEM: Y RESPONSIBLE CHART: A University ACQUISITION CODE: DN RESPONSIBLE ORGANIZATION: 629 Auxiliary Services ACQUISITION DATE: 30-OCT-1996 LOCATION: 10 WORK IN PROGRESS: N TRANSFER DATE: ------------------------------------------------- ACQUISITION DATA ------------------------------------------------ -VENDOR:PO NUM PO ITEM INV NUM INV ITEM INV DATE RCVD NUM RCVD DATE IN SERV DATE LAST INV DATE PCT USE D 30-OCT-1996 Make: Ford Serial Number/VIN: T532 5463 1271 Model: Part #/Vehicle Tag: Manufacturer: Ford Barcode: User Ref Number: Replacement Book Value Market Value Insurance Total Cost 10,000.00 10,030.00 10,030.00 10,200.00 10,100.00 ------------------------------------------------- USER ATTRIBUTES ------------------------------------------------ -CATEGORY F ------------------------------------------------- FUNDING SOURCE DATA ------------------------------------------------ -Fund Orgn Acct Prog Actv Locn Pct Original Cost Attachment 3100 12603 1930 90 10 33 10,100.00 ------------------------------------------------- CAPITALIZATION DATA ------------------------------------------------ -Cap Date: 31-OCT-1996 Cap Fund Asset Acct Eq Acct Pct Capitalization Attachment 3100 1930 3901 100 10,100.00 /n4-127 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 3 of 3) 12-DEC-1996 14:08:58 Banner Development Environment PAGE 3 Fixed Asset/Asset Group Report FFRAGRP 2.1.11 * * REPORT CONTROL INFORMATION * * Parameter Name Value Message _____ __ _________ Parameter Seq No 27058 Parameter From Host Asset Tag Primary Tag TP72 Number of lines per page 55 Record Count 2 /n4-128 Banner Finance 8.10 August 2014User GuideReports and Processes Fixed Asset DTAG Aging Report (FFRDTGA) Description This report displays the aging of Pending Dtags as of a gi ven cutoff date. Information displays on the report by document type (Journal Voucher, Direct Cash Receipts, Stores Issues) and provides a breakdown of the account over different periods, such as 31-60 days, 61-90 days, and over 90 days. Parameters NameRequired? DescriptionValues 01COANoCode for the chart of accounts. Valid chart of accounts or blank for All (default value)02FundNoFund code associated with the Dtag.Valid fund code or blank for All (default value)03AccountNoAccount code associated with the Dtag.Valid account code or blank for All (default value)04Aging by NoOne of two options for aging of Dtags. 1Document transaction date (default value)2Dtag extract date 05Cutoff date NoDate for which report is to be run.Valid da te or sysdate (default value) /n4-129 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 2) Report Sample (Page 2 of 2) 24-JUN-2002 11:09:05 AM Development PAGE 1 Fixed Asset DTAG Aging Report FFRDTGA (0 to 30 days) (31 to 60 days) (61 to 90 days) (over 90 days) ----------- ------------------------- ------------------------- ------------------------- ------------------------- Count Amount Count Amount Count Amount Count Amoun tDocument Type: DCR Direct Cash Receipts P 0 0.00 4 -100,003,100.00 5 1,800.00 6 11,000.00 Document Type: ISS Issues P 0 0.00 1 8,830.71 6 1,500.00 2 1,765.14 Document Type: JV Journal Document P 9 -18,066.67 26 100,012,110.00 20 8,345.00 11 -4,966.35 ----------- ------------------------- ------------------------- ------------------------- ------------------------- Summary P 9 -18,066.67 31 17,840.71 31 11,645.00 19 7,798.79 ----------- ------------------------- ------------------------- ------------------------- ------------------------- 24-JUN-2002 11:09:05 AM Development PAGE 2 Fixed Asset DTAG Aging Report FFRDTGA * * REPORT CONTROL INFORMATION * * Chart of Account: Fund Code: Account Code: Aging by: 1 Cutoff date: 30-JUN-2002 Activity Date: 24-JUN-2002 /n4-130 Banner Finance 8.10 August 2014User GuideReports and Processes Fixed Asset DTAG Transaction Report (FFRDTGT) Description This report displays Dtag transac tion information as specified in the parameters of the report. Parameters NameRequired? DescriptionValues Document NumberNoNon-invoice document number. Specific document or blank for all Include Document TextNoDocument text indicator. YYes (default) NNoDocument TypeNoDocument type of the source document. 1Journal Voucher 2Direct Cash Receipt blankAll (default) Dtag Status NoStatus of the document tag. PPendingRResolvedBlankAll (default) Dtag from DateNoBeginning date for the Dtag. Valid date or 01-Oct.-1988 . Dtag To Date NoEnding date for the Dtag. Valid date or sysdate. Sysdate (that is, current date) is the default value. COANoCode for the Chart of Accounts. Valid COA or blank for All (default value) Fund CodeNoFund code associated with th e Dtag.Valid Fund or blank for All (default value) Account CodeNoAccount code associated with th e Dtag.Valid Account code or blank for All (default value)Sort Option NoSort order for items in the report. 1Chart of Accounts (default) 2Document number/n4-131 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 1 of 3) 24-JUN-2002 11:04:02 AM Development PAGE 1 Fixed Asset DTAG Transaction Report FFRDTGT Doc Dtag Dtag Ptag Action Document Seq Dtag Stat Date Otag COA Fund Orgn Account Prog Location Date Ref Deposit Amount Document Type: JV Journal Document Document Number: J0003048 Transaction Date: 06/03/02 Extraction Date: 06/03/02 Document Text: 1 D00007000 R 06/03/02 N00000287 B 1110 09 7810 90 06/04/02 -1,200.00 2 D00007001 P 06/03/02 T00007025 B 1110 09 7810 90 -1,200.00 3 D00007002 P 06/03/02 B 1110 09 7810 90 -1,200.00 4 D00007003 P 06/03/02 B 1110 09 7810 90 -1,200.00 5 D00007004 P 06/03/02 B 1110 09 7810 90 -1,200.00 Document J0003048 Total: -6,000.00 Document Number: J0003069 Transaction Date: 06/06/02 Extraction Date: 06/06/02 Document Text: 1 D00007005 P 06/06/02 N00000294 B 1110 09 7810 90 -4,916.67 Document J0003069 Total: -4,916.67 Document Number: J0003074 Transaction Date: 06/11/02 Extraction Date: 06/11/02 Document Text: 1 D00007006 R 06/11/02 N00000298 B 1110 09 7810 90 06/11/02 -1,500.00 Document J0003074 Total: -1,500.00 Document Number: J0003075 Transaction Date: 06/11/02 Extraction Date: 06/11/02 Document Text: 1 D00007007 R 06/11/02 N00000299 B 1110 10 7810 20 06/11/02 -1,750.00 Document J0003075 Total: -1,750.00 /n4-132 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 2 of 3) Document Number: J0003076 Transaction Date: 06/11/02 Extraction Date: 06/11/02 Document Text: 1 D00007008 R 06/11/02 N00000300 B 1110 09 7810 90 06/11/02 -1,750.00 2 D00007009 R 06/11/02 N00000301 B 1110 09 7810 90 06/11/02 -1,750.00 3 D00007010 P 06/11/02 B 1110 09 7810 90 -1,750.00 4 D00007011 P 06/11/02 B 1110 09 7810 90 -1,750.00 5 D00007012 P 06/11/02 B 1110 09 7810 90 -1,750.00 Document J0003076 Total: -8,750.00 Document Number: J0003079 Transaction Date: 06/12/02 Extraction Date: 06/12/02 Document Text: 24-JUN-2002 11:04:02 AM Development PAGE 2 Fixed Asset DTAG Transaction Report FFRDTGT Doc Dtag Dtag Ptag Action Document Seq Dtag Stat Date Otag COA Fund Orgn Account Prog Location Date Ref Deposit Amount 1 D00007013 R 06/12/02 N00000306 B 1110 09 7810 90 06/12/02 -1,750.00 Document J0003079 Total: -1,750.00 Document Number: J0003080 Transaction Date: 06/12/02 Extraction Date: 06/12/02 Document Text: 1 D00007014 P 06/12/02 B 1110 09 7810 90 -3,100.00 2 D00007015 R 06/12/02 N00000308 B 1110 09 7810 90 06/12/02 -3,000.00 Document J0003080 Total: -6,100.00 Document Type Summary: Count Amount P 9 -18,066.67 R 7 -12,700.00 Total 16 -30,766.67 /n4-133 Banner Finance 8.10 August 2014User GuideReports and Processes Report Sample (Page 3 of 3) 24-JUN-2002 11:04:02 AM Development PAGE 3 Fixed Asset DTAG Transaction Report FFRDTGT * * REPORT CONTROL INFORMATION * * Document Number: Document Text: Y Document Type: Dtag Status: Dtag From Date: 01-JUN-2002 Dtag To Date: 24-JUN-2002 Chart of Account: Fund Code: Account Code: Sort Option: 2 Activity Date: 24-JUN-2002 /n4-134 Banner Finance 8.10 August 2014User GuideReports and Processes Fixed Asset Master Re cord Report (FFRMAST) Description This report produces a printed record of all of the data appearing on the Asset Master record for selected assets. Parameters NameRequired? DescriptionValues System Status of the asset NoCurrent system status of the fixed asset master record.D Disposed R Origination tag created from receiving documentIOrigination tag created from invoice document GGift/donationCCancelled invoice or check VConverted incompleteMConverted complete User Status of the assetNoOne-character us er-defined status code for this asset. Validated against FTVSDAT; the Entity is FFBMAST and the Attribute is UserStatus_Code . Responsible Chart of AccountsNoChart of accounts for reporting. Responsible Organization NoOrganization for