Finance SS 8.7 User Guide

Banner Finance Self-ServiceUser GuideRelease 8.7August 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 Self-Service 8.7 software. /nContentsBanner Finance Self-Service 8.7User GuideAugust 2014Banner Finance Self-Service 8.7 iii User GuideContentsChapter 1Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-1 Setting up Banner Finance Self-Service . . . . . . . . . . . . . . . . . . . . . . 1-1 Assigning the Financ e Data Tailor Role . . . . . . . . . . . . . . . . . . . . . . . . 1-1 Establishing a Finance User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1 Establishing Access to Budget Development . . . . . . . . . . . . . . . . . . . . . 1-2 Enable Self Service Budget Development Menu . . . . . . . . . . . . . . . . . . 1-3 Enable Self Servic e Budget Development . . . . . . . . . . . . . . . . . . . . . . 1-3 Set up User Access to Budget Development . . . . . . . . . . . . . . . . . . . . 1-3 Establish Organization Code Access . . . . . . . . . . . . . . . . . . . . . . . . . 1-3 Establish Fund Type/Code Access . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4 Functions and Features of Banner Finance Self-Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4 Code Lookup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4 Chart of Accounts Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4 Title Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5 Index Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5 Maximum Rows to Return . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6 Default Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6 Saving Transactions and Queries as Templates . . . . . . . . . . . . . . . . . . . 1-7 Naming Conventions for Templates and Queries . . . . . . . . . . . . . . . . . . 1-7 Personal and Shared Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7 Preventing Overwrites of Existing Templates . . . . . . . . . . . . . . . . . . . . 1-7 Deleting Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8 Completing a Data Entry Form, Budget Development Worksheet, or Lock Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8 Data Entry Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8 Budget Development Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8 Lock Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8 Using the Site Preferences Maintenance Page . . . . . . . . . . . . . . . . . . . . 1-8 Package Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-9 Cascading Style Sheets (CSS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-9 /n ivBanner Finance Self-Service 8.7 August 2014User GuideContents Chapter 2Finance Queries and Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-1 Finance Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1 Budget Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2 Parameters for Budget Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2 Successful Budget Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3 Comparison Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3 Budget Queries with Pending Documents . . . . . . . . . . . . . . . . . . . . . . . 2-3 Downloading Query Data to a Spreadsheet . . . . . . . . . . . . . . . . . . . . . . 2-5 Data With a Leading Zero . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6 Saving Queries as Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6 User Calculated Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7 Budget Status by Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7 Levels to a Budget Status by Account . . . . . . . . . . . . . . . . . . . . . . . . 2-7 Creating a Budget Status by Account . . . . . . . . . . . . . . . . . . . . . . . . . 2-8 Budget Status by Organizational Hierarchy . . . . . . . . . . . . . . . . . . . . . . 2-9 Levels to a Budget Status by Organizational Hierarchy . . . . . . . . . . . . . . 2-10 Creating a Budget Status by Organizational Hierarchy . . . . . . . . . . . . . . . 2-10 Budget Quick Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 Payroll Expense Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12 Creating a Payroll Expense Detail . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12 Encumbrance Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13 Encumbrance Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13 Header Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13 Detail Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13 Document Accounting Distributions Page . . . . . . . . . . . . . . . . . . . . . . . 2-14 Header Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14 Detail Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14 Requisition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15 Conditions Required for a Web Requisition to be Processed . . . . . . . . . . . . 2-15 Things to Remember about Requisitions . . . . . . . . . . . . . . . . . . . . . . . . 2-15 Default Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15 Header Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-16 Commodity Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21 Calculated Commodity Amounts Section . . . . . . . . . . . . . . . . . . . . . . . 2-22 FOAPAL Distribution Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23 /nAugust 2014Banner Finance Self-Service 8.7 vUser GuideContentsDocument Lookup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25 Code Lookup Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 Document/Commodity Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 Enter (Document/Item #)Text, Print . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 Enter (Document/Item #)Text, No Print . . . . . . . . . . . . . . . . . . . . . . . . 2-26 Saving the Document Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27 Completing the Document Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27 Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27 Conditions Required for a Web Purchase Order to be Processed . . . . . . . . . 2-27 Things to Remember about Purchase Orders . . . . . . . . . . . . . . . . . . . . . 2-27 Default Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-28 Header Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-28 Commodity Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-34 Calculated Commodity Amounts Section . . . . . . . . . . . . . . . . . . . . . . . 2-36 FOAPAL Distribution Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-37 Document Lookup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-39 Code Lookup Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-39 Approve Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-40 Approve Documents Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-40 Approving a Document in Non-Sufficient Funds (NSF) Status . . . . . . . . . . . . 2-42 View Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-43 Document Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-45 Header Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-45 Commodity Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-46 Accounting Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-46 Related Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-47 Document Approval Status and History . . . . . . . . . . . . . . . . . . . . . . . . 2-47 Header Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-47 List of Approvals Required . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-47 Approvals Recorded . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-48 Budget Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-48 Multiple Line Budget Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-50 Budget Development . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-52 My Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-53 Create Budget Development Query . . . . . . . . . . . . . . . . . . . . . . . . . . 2-54 /n viBanner Finance Self-Service 8.7 August 2014User GuideContents Creating a Budget Development Query . . . . . . . . . . . . . . . . . . . . . . . 2-54 Budget Development Query Sections . . . . . . . . . . . . . . . . . . . . . . . . 2-57 Create Budget Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-58 Creating a Budget Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-58 Budget Development Worksheet Sections . . . . . . . . . . . . . . . . . . . . . . 2-61 Changing a Budget Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-65 Maintain Organization Lock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-66 Lock and Unlock - Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-66 Setting up an Organization Lock . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-66 Budget Development History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-68 Reviewing History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-68 Budget Developmen t History Sections . . . . . . . . . . . . . . . . . . . . . . . . 2-68 Salary Planner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-69 Delete Finance Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-69 Chapter 3Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-1 Salary Planner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 -1Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2 Master Salary Planner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2 Budget Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2 Finance Budget User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3 /nAugust 2014 Banner Finance Self-Service 8.7 1-1User GuideOverview 1Overview The Banner Finance Self-Service application enables your installation to deliver optimal customer service using the convenience, spee d, and technology of the World Wide Web. The application gives users simplified access to information in your Banner Finance System.With Banner Finance Self-Service, you can a ccess query information, submit transactions to the common database, and approve document s. Access to the form s and queries granted to each user is defined by the implem entation of Fund/Organization Security and Approval Queues in Banner, and by the implementation of Rule Class Security for creation of new documents. This chapter includes information ab out how to set up and access Finance Self-Service, and provides detailed information about some of its available features. For information about Web UI and accessibility, please refer to the Banner Web Tailor User Guide.Setting up Banner Finance Self-Service This section contains informa tion about the Finance Data Ta ilor Role and how to establish a new user on Banner Finance Self-Service and Budget Development. Assigning the Finance Data Tailor Role This role, assigned via WebTa ilor, exists in the TWTVROLE table and must be assigned to individual users. The Finance Data Tailor Role should be given only to the user or users responsible for maintaining the Finance Site Preferences page. This role enables your institution to grant permission to selected users to update field titles for the Banner Finance Self-Service Budget and Encumbrance Queries without providing access to a ll of WebTailor. This role is granted by the WebTailor Administrator via the User Roles link. Establishing a Finance User Before a new user can access Banner Finance Self-Service, you must confirm or complete the following:ŁCreate a valid Banner ID. from any Identification Form, such as FOAIDEN or SPAIDEN. ŁVerify that the user has a valid Oracle User ID. /n1-2Banner Finance Self-Service 8.7 August 2014User GuideOverview ŁCreate a Finance User Profile for the Oracle ID via FOMPROF and select the Self Service Access Indicator. ŁCreate a relationship between the Oracle ID and the Banner ID by entering the Banner ID via FOMPROF or on the Enterprise Access Control Form (GOAEACC). ŁEnable a Personal Identification Number (PIN) via one of the Third Party Access Forms (GOATPAC or GOATPAD). NoteFor additional information about these forms and the creation of PINs, refer to the Banner Web General User Guide and the Banner General User Guide.There are three Self-Service indicators on FOMPROF. ŁSelf Service Access indicator. This indicator is displayed in the Authorizations block of the User Profile Maintenance window. The default value is unchecked so that the users will not automa tically have access to Self-Service. Select this check box if you want to establish user access to Budget Development or Payroll Expense detail.NoteWhen you create or update a Profile and a valid Banner ID is entered, the system will automatically select this check box. You can uncheck the box if this user should not have Self-Service access. ŁPayroll Expense Detail Access indicator. You can check the Payroll Expense Detail Access check box in the Authorizations block to access the payroll expense data. Payroll Expense Detail option is visible in the Budget Queries Type drop- down list and is also available from Budget Status by Account , if the indicator is selected. ŁSelf Service Budget Access indicator. This indicator is displayed in the Self- Service Budget Planner Authorizations bl ock of the User Profile Maintenance window. When you select this check box, the two other drop-down lists that display in the same block 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 Authority (default value), Query Authority, and Both-Query & Posting .Establishing Access to Budget Development Before users at your institution can access Budget Development in Banner Finance Self- Service, you will need to perfo rm the following procedures. /nAugust 2014Banner Finance Self-Service 8.7 1-3User GuideOverview Enable Self Service Budget Development Menu Your Banner Finance Self-Service software ha s been delivered with the menu for Budget Development disabled. To enab le the link, a WebTailor administrator must access the Budget Development menu ( bmenu.P_FinanceBudDevlMnu ) via the Web Menus and Procedures option, then copy Base line to Local and select the Enabled Indicator check box. For additional information about ho w to enable a menu, please refer to the Banner Web Tailor User Guide .Enable Self Service Budget Development ŁOn FOASYSC, select the check box labelled Self Service Budget Development. This enables the Self-Service Budget Development pages and the Fund/ Organization security for these pages. ŁYou may also select the Self Service Budget Development History check box. Making this selection enables creation of audit history records that include deleted rows. For additional information, see fiBudget Development History fl on page2-68 . NoteThere is no check box to turn off Self-Service 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. Set up User Access to Budget Development ŁOn FOMPROF, indicate user access to Budget Deve lopment by selecting the Self Service Budget Access check box. When Budget Development is selected, the two other pull-down lists will become active. ŁUse the Budget Master Fund pull-down list to specify user access to funds and the Budget Master Organization pull-down list to establish user access to organizations. Choices include No Authority (default value), Query Authority, and Both-Query & Postin g.Establish Organization Code Access On FOMUSOR, enter the highest-level organizati on code for this user and select the level of access from the Self Service Budget Access pull-down list. The access level you select here applies to all children (a lso referred to as successors) in the hierarchy of this organization. Options include: None (default value), Query; and Query&Posting . NoteFor you to have access in Budget Development Self-Service, you must have at least query access in Finance fund/org security. /n1-4Banner Finance Self-Service 8.7 August 2014User GuideOverview Establish Fund Ty pe/Code AccessOn FOMUSFN, enter the highest-le vel Fund type or Fund code for this user and select the allowable level of access from the Self Service Budget Access pull-down list. Options include None (default value), Query (view), and Query&Posting .For you to have query access in Budget Devel opment Self-Service, you must have at least query access in Finance fund/org security. Functions and Features of Banner Finance Self-Service Banner Finance Self-Service delivers several aids to help you locat e information within the Banner Finance database. Code Lookup Many of the Banner Finance Self-Service pages enable you to look up different codes related to the task at hand. ŁOn Budget, Budget Development, and Encumbrance Query parameter pages, the Code Lookup page displays when you se lect a button for a chart-specific element. ŁFor Requisition, Purchase Order, and Budg et Transfer entry, a query area is available at the bottom of the page. ŁOn the Budget Development worksheet, a code lookup page displays when you select the Account/Program Code hyperlink. Chart of Accounts Criteria In this field, you can enter a chart of accounts for the elements that are chart-specific, or you can enter a percent sign (% ) as a wildcard character. Chart-specific elements include the following. ŁAccount ŁActivityŁFundŁIndexŁLocationŁOrganization ŁProgram/nAugust 2014Banner Finance Self-Service 8.7 1-5User GuideOverview Elements that are not chart-specific include the following. ŁAddress type ŁBuyerŁChartŁCommodity ŁDiscount ŁShipŁVendor ŁCurrencyŁUnit of Measure ŁTax Group Title CriteriaIf wildcards are placed before and afte r the criteria (%Tuit%) entered in the Title Criteria field, the values returned will contain the criteria in any part of the actual value. If %Tuit% is entered when searching on the type fiac count,fl the following list is returned: Ł2113 Graduate Tuition Ł2115 Undergraduate Tuition Ł2118 Tuition & fees Ł2220 Tuition-Non residence Students If the wildcard was entered only after the crite ria (Tuit%), the values returned will begin with the criteria entered. If Tuit% is entered when searching on the type fiaccount,fl the following list is returned: Ł2118 Tuition and fees Ł2220 Tuition-Non residence Students NoteVendor Name is not case sensitive. All other Title queries are case sensitive. Index Code When you use an Account Index code in Finan ce Self Service, it serves as a data entry shortcut only. Information associated with the code you sel ect may overwrite information that you previously entered on the page the ne xt time you Submit or Validate, and the code will not be saved with your template or document. /n1-6Banner Finance Self-Service 8.7 August 2014User GuideOverview Maximum Rows to Return You can manipulate the fiMaximum Rows to Returnfl to limit the number of possible matches. The delivered defau lt is ten lines, but you may sel ect from any of the following values: Ł10Ł25Ł50Ł75Ł100 Ł1000 Ł10000 Default Values When a pull-down list has a value of None or an entry box is NULL and you select the Validate button, the system places the default value, if available, into this field. If you enter a value into this field before you select Validate , the system does not overwrite the value you entered. When appropriate, a message displays to let you know you have entered a value that differs from the system de fault. Fields affected by this functionality include the following:ŁCurrency Code ŁAddress Type ŁAddress Sequence ŁVendor Contact ŁDiscount Code ŁAttention To ŁCommodity Description ŁUnit of Measure ŁTax Group /nAugust 2014Banner Finance Self-Service 8.7 1-7User GuideOverview Saving Transactions an d Queries as Templates You can save completed transactions and querie s as templates for future use. For example, to save a template as Dept YTD , enter this name in the Save Query A s or Save as Template field before selecting Continue for a query or Complete for an entry page. NoteDifferent capitalization cannot be used to save the same template name multiple times. That is, MyTemplate and mytemplate are equivalent names. Naming Conventions for Templates and Queries Certain characters present a security risk and cann ot be used as part of a template or query name. The list of excluded characters includes the semicolon, colon, slash, ampersand, at sign, and question mark.SunGard Higher Education recommends that you delete existing templates that include these characters. You can either use SQL to remove the unacceptable characters, or access the Delete Finance Template option to delete the templates. For more information, see fiDeleting Templates fl on page1-8 .Personal and Shared Templates There are two types of templates, Personal and Shared. ŁA Personal template is retrievable only by the user who created it. ŁA Shared template is retrievable by any user. After a form or query is saved as a templa te, it can be retrieved at any time and the information or parameters can be changed. When the template is submitted for completion, it is sent through the validation process again. Preventing Overwrites of Existing Templates To prevent accidental overwrites of existin g templates, Banner Finance Self-Service delivers the Save As warning message to interrupt a potential unwanted save: Warning! You are about to overwri te the existing shared template! This message is displayed when you try to sav e a template with the same name and type as a previously saved Budget Query, Encumbranc e Query, Budget Tran sfer, Multiple Budget Transfer, Requisition, or Purchase Order (regardless of upper or lower case). At this point, you have the following choices: ŁSelect Overwrite to erase the old template and update it with the new one. /n1-8Banner Finance Self-Service 8.7 August 2014User GuideOverview ŁSelect Cancel to return to the screen, re name the template, and select Complete, or don™t name the template and select Complete. This will allow completion, if all the information is valid, but will not save the new template. NoteYou can have a Purchase Order call ed Supply Order and a Requisition called Supply Order. The Save As warning occurs only when you attempt to save a template of the same name and document type. Deleting Templates Delete Finance Template is an option on th e Finance Menu that enables you to delete templates or queries. This can be helpful when you rename templates and want to remove the original through the user interface. The ability to dele te templates depends on the privileges associated with your user ID. For detailed info rmation, refer to fiDelete Finance Template fl on page2-69 .Completing a Data Entry Form, Budget Development Worksheet, or Lock Organization Data Entry Form ŁYou can successfully complete a data entry fo rm when the budget is available at the time of data entry. ŁYou will not be able to complete a data entry form if the check box for NSF override authority has been selected. ŁYou must complete your data entry forms as soon as you finish data entry. If forms are left in process, all info rmation entered will be lost. Budget Development Worksheet You can save the information you entered on a Budget Development Worksheet by selecting the Post button from the worksheet page. Lock Organization To save the changes you entered on th e Lock Organization pages, select the Update button.Using the Site Prefer ences Maintenance Page The Site Preferences maintenance page is available on the WebTailor menu. Users assigned the Finance Data Tailor role can acc ess this page to customize field titles for budget and encumbrance queries. /nAugust 2014Banner Finance Self-Service 8.7 1-9User GuideOverview To customize field titles, erase the word(s) in the column to the right, type in the new word, and select Save. The new wo rd then appears in the Left column (Site Default) and the right column (N ew Site Default). Any changes made apply to all users at the client site. Package Names All Banner Finance Self-Service packag e names begin with the letters BWFK. Cascading Style Sheets (CSS) To increase the control your institution has over its web pages, Banner Finance Self- Service uses Cascading Style Sheets (CSS). Th ese style sheets describe how documents are presented on screens and in print, a nd can even specify how abbreviations are pronounced by screen readers. CSSs tend to result in highly structured web pages, which lend themselves to speech synthesizers. /n1-10 Banner Finance Self-Service 8.7 August 2014User GuideOverview /nAugust 2014 Banner Finance Self-Service 8.7 2-1User GuideFinance Queries and Transactions 2Finance Queries and Transactions This chapter provides information about how to access and use each query and transaction available from the Banner Finance Self-Service main menu: ŁfiBudget Queriesfl on page2-2 ŁfiEncumbrance Query fl on page2-13 ŁfiRequisitionfl on page2-15 ŁfiPurchase Order fl on page2-27 ŁfiApprove Documents fl on page2-40 ŁfiView Document fl on page2-43 ŁfiBudget Transfer fl on page2-48 ŁfiMultiple Line Budget Transfer fl on page2-50 ŁfiBudget Development fl on page2-52 ŁfiDelete Finance Template fl on page2-69 For information about setting up Banner Finance Self-Service, or for general information about Banner Finance Self-Service features and functions, refer to Chapter 1, fiOverviewfl.Finance Main MenuFinance queries and transactions are listed on the Banner Finance Self-Service main menu. Perform the following steps to access this menu. 1.Select the Login link in the secured access area of the home page. 2.Enter your ID and Personal Identification Number (PIN). The ID must be a valid Banner ID, and the PIN must be the PIN maintained on the Third Party Access Forms (GOATPAC or GOATPAD). The entry can be alphanumeric, depending on the preference of your institution, and can be case sensitive. If you have not provided a PIN Hint Questi on and Response, the system asks you to supply this information. 3.When PIN entries match, the system disp lays the Main Menu. This includes the Finance option if you are eligible to use Finance functions . For additional information /n2-2Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions about this authentication process, refer to the section entitled fiEstablishing a Finance User fl on page1-1 .NoteIf you forget your PIN, you can select the Forgot PIN? button. The Security Answer page provides your Hint Question. Provide the answer and select Submit Answer. Enter a new PIN, select Reset PIN, and continue. 4.Select the Finance option from the Main Me nu. The system then displays the Banner Finance Self-Service main menu. Budget QueriesThe Budget Queries link enables you to review operating ledger information for transactions entered through Banner Finance Self-Service and Banner Finance, and download the data to a Co mma Separated Value file (. csv ) for use with a third-party tool such as Microsoft Excel. You may build or retrieve four different types of queries. ŁfiBudget Status by Account fl on page2-7 ŁfiBudget Status by Organizational Hierarchy fl on page2-9 ŁfiBudget Quick Query fl on page2-11 ŁfiPayroll Expense Detailfl on page2-12 Parameters for Budget Queries You may choose from the following Operating Ledger Data. For Budget Quick Queries, only one parameter page is displayed. The ledger fields in the following list that are marked with an asterisk () are displayed in the Query Results section of your query. ŁAdopted Budget ŁBudget Adjustment ŁAdjusted Budget ŁTemporary Budget ŁAccounted Budget ŁYear to Date ŁEncumbrances ŁReservations ŁCommitments/nAugust 2014Banner Finance Self-Service 8.7 2-3User GuideFinance Queries and Transactions ŁAvailable Balance (abal) * Successful Budget QueriesA Budget Query is successful under the following conditions.ŁFiscal period and Fiscal year must be entered. Comparison Fiscal year and Comparison Fiscal period are optional. ŁChart of Accounts is a required field.ŁA value must be entered in either the Organization or Grant field for a query to be submitted. NoteBudget Query by Organization Hierarchy may not be used with Grants. ŁA wildcard ( %) is an acceptable value for Fund, Organization, Account , or Program . When a wildcard is used, an additi onal column on the results page displays the values for that FOAP element. ŁIf Grant is populated, all retrieved da ta is Grant Inception to Date from the Grant Ledger. The Fiscal year and period entered are translated to a calendar date, which is used to calculate the Grant year and period for the query. ŁIf Grant is not populated, all information retr ieved is Fiscal Year to Date from the Operating Ledger. ŁYou must have Fund/Organization Query access. If you enter a wildcard, then the system will retrieve data for the Funds and Organizations for which privileges are given. Comparison QueriesWhen you choose your desired parameters, you may select a Fiscal Period and Year to compare to the required Fiscal Period and Year . With this selection, all the details that are retrieved will be placed next to the corresponding Comparison Fiscal Period .Budget Queries with Pending Documents You can uses Budget Queries to view the av ailable balances recorded in the Operating Ledger which includes just the posted activity , and you can also choose to view Available Balance information used for non-sufficient funds (NSF) checking which includes both posted and unposted activity: /n2-4Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Click View Pending Documents drilling down to display the Pending Documents List which is a report of unposted documents. Tip The button is accompanied by a prev iew message indicating either that fiPending documents existfl or fiNo pending documents existfl for the Report Parameters. You can view additional document informatio n or relevant approvals information when there is a link shown for a pending document. Click View Pending documents to display a summary report of Available Balances used for NSF checking. The budget query Report Parameters are used as the input for the budget control key. Tip The View Pending Documents button can be used to report Available Balances used for NSF checking even when there are no pending documents. The Pending Document List and the Available Balances Summary are independent reports but they are derived using the same Report Parameters. You may need to adjust your parameters according to the desired output. Tip For the Available Balance Summary, a wildcard (%) is an acceptable value for Account codes. Wildcards for Fund, Organization and Program may only be used if they ar e not part of the control key. Warning The Posted Amount column isn't calculated from the operating ledger if Combination Control is active for a fund or an organization with hierarchical budgeting control. Instead the Posted Amount is simply calculated as the difference between Available Balance and Pending Amount. NoteFor a Control Period other than Annual, it's the selected report period not the system date that determines the co ntrol period for Available Balance Summary. The View Pending Documents button will not be present for inception-to-date grant queries or if NSF checking is inactive Statuses appearing in the Pending Documents List are selected from one of the status codes below. The first applicable status is displayed. /nAugust 2014Banner Finance Self-Service 8.7 2-5User GuideFinance Queries and Transactions Downloading Query Data to a Spreadsheet You can download budget query data to a Comma Separated Value file ( .csv ) and then edit or analyze it according to your reporting needs. The downloaded information consists of the header data followed by the query de tails. For comparison queries, amounts are grouped by Fiscal Period and Year. ŁWhen you select the Download Selected Ledger Columns button, the system downloads only those amounts (Adjusted Budget, Year to Date, etc.) that you selected previously. ŁWhen you select the Download All Ledger Columns button, the system downloads all available operating ledger amounts for the criteria entered. Additional FOAPAL information, including two levels of account type and fund type detail, are downloaded whenever possible. Al l the FOAPAL codes and titles are displayed in the same column for both types of downloads to facilita te downloading and combining of multiple queries. Once the user selects either of the download buttons, a File Download popup window appears. NoteIf the File Download po pup window does not appear after you select either of the download buttons, the server side settings may need to be set in order to establish the MIME type csv (comma separated value). Please contact the Web Server System Administrator. Code Description In Travel/TEMDocument type used by Banner Travel and Expense Management To Be PostedCompleted document waiting in the posting queue or the deferred edit queue In ApprovalsCompleted document completed but final approval is not yet recorded ErrorOrphan record in FGRBAKO (accounting sequence is already posted, or the document no longer exists) Receipt PendingCompleted invoice waiting for matching DisapprovedIncomplete document with disapproval history (excluding general encumbrance change documents) IncompleteIncomplete document in process UndefinedDocument with an undetermined status /n2-6Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions After selecting the Download button from the File Download popup window, you may perform one of th e following actions. ŁOpen the file from its current location. After you associate the . csv (comma separated value) file type with a PC application, the open file option will automatically open the application and read in the data. Note that spreadsh eets may treat any field with a leading zero as a number and drop the leading zero. This affects th e display of the Fiscal Period, and may have more significant impact if any FO APAL codes begin with a leading zero. ŁSave the file to disk.Provide the path and file na me in which to store the da ta on your computer. The save option is particularly useful in cont rolling the importing of data to Excel and maintaining the leadin g zero, if necessary. Data With a Leading Zero When data in one of the columns have a leading zero, save the file as a . txt file. Then, if you use Microsoft Excel to open the file, the Text Import Wizard appears. Use the Text Import Wizard, as follows. 1.Select Delimited and then Next .2.Select Comma as the Delimiter for your data, set Text Qualifier to none, and select Next.3.Scroll down to the detail (a bout row 17). Select the colu mns that have leading zeros and change the format from General to Text . Other columns will be converted to numbers or text, depending on the column contents. 4.Select Finish.5.To save your file as a Microsoft Excel file, select Save As on the File menu, and under File Type, select the Microsoft Excel Workbook .Saving Queries as Templates A query can be saved as a template on each page. Be aware that each time a query is saved, only the information entere d up to that point is saved. You can actually save a query at each level under a different name, creating several templates, each with its own detail or path. This functionality enables you to save the qu ery and retrieve it at a later time for quick reference or customizing. It al so enables your site to deliver queries to all of its users, allowing them to customize them to their personal or organizational needs. /nAugust 2014Banner Finance Self-Service 8.7 2-7User GuideFinance Queries and Transactions At the bottom of each screen is the Save Query As field. Enter the name for the query to be saved in this field, then select the Shared check box to save the query as a shared query (all users may retrieve it), or leave the check box blank to save the query as a personal query (only the person who created the query may retrieve it). User Calculated Columns The detail screen provides the capability to add user-calculated columns to a query. You may add, subtract, multiply, divide, or get a percentage (variance) of any two Operating Ledger Columns, choose where they should be displayed, and name them. These columns may be removed, saved, or added from a query or template at any time. NoteTo remove a column from a template , you must first re move the column, and then save the template again. Budget Status by Account The Budget Status by Account option allows you to review budget information by account(s) for the Fiscal Period, Year, an d Commitment Type (all, committed, or uncommitted) by the following. ŁSpecific FOAPAL/Index values ŁSpecific Organization ŁAll Organizations ŁGrant (If Grant information is queried, the information retrieved is Grant Inception to Date.)ŁFund Type ŁAccount Type ŁRevenue Accounts Levels to a Budget Status by Account There are four levels to a Budget Status by Account. ŁAccount Detail Œ Totals by acco unt for all columns selected ŁTransaction Detail Œ Transaction Date , Activity Date, Document Code, Description, Amount and Rule ClassŁDocument Detail with Related Document s view Œ Chart of Accounts, Fund, Organization, Account, Program, Activ ity, Location, Amount, and Rule Class ŁView the document /n2-8Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions You can view budget information from the a ccount level, drillin g down through the transaction detail to all of the accounting sequences for a specific document, while viewing any related documents that exist. Creating a Budget Status by Account When you select the Budget Queries link fro m the Financial Information menu, a screen appears on which you may create (build) a quer y by Account or Organizational Hierarchy, or retrieve a query that already exists. 1.To either create or retrieve a query, sel ect the desired option from the appropriate pull-down list and select the action butto n. The Operating Ledger Data selection screen is displayed. 2.Select or deselect the columns to be displayed on the report. 3.Enter a name for the query on the Save Query As field. 4.Select Continue to save the query. The Parameters selection screen is displayed. 5.Enter the Fiscal Year and Period to date and the Commitment Type for the query. FOAPAL values are entered and re venue accounts may be included. NoteEither Organization or Grant is required. The wildcard (%) is an appropriate value for Organization .The Organization Budget Status by Account or Grant Inception to Date by Account Report is retrieved. The parameters that you selected are displayed in the heading of the report.Account totals are displayed under the previously selecte d operating ledger columns and the underlined links provide access to the transaction detail level. 6.Click View Pending Documents to display the Pending Do cuments List that is a report of unposted documents, and also display a summary report of Available Balances used for non-suffic ient funds (NSF) checking. For additional information, refer to the section entitled fifiBudget Queries with Pending Documents fl on page2-3 7.Select Download All Ledger Columns to download all the budget status query information to a spreadsheet, or select Download Selected Ledger Columns to save specified information. For additional information, refer to the section entitled fiDownloading Query Data to a Spreadsheetfl on page2-5 ./nAugust 2014Banner Finance Self-Service 8.7 2-9User GuideFinance Queries and Transactions 8.Select the underlined link on the Document Number to retrieve the Document Detail and Related Documents Report. This report displays the FOAPAL values for all accounting sequences that are on the Document Selected. When the Transaction Report is retrieved, the report generated shows detail that makes up the displayed total by Document number and Rule Class. 9.At the bottom of this report is a Related Do cuments View that lets you see all related documents. The Transaction Date, Document Type, Document Code, and Status Indicator are displayed. Select the document number to view the document. 10. Click View Payroll Expense Detail to retrieve information for all accounts in the query. Select Download All Columns to download all the payroll expense data to a spreadsheet.NoteYou can select a link from the Account column in the Query Results list to retrieve payroll expense details for accounts that belong to internal account type 60. Budget Status by Orga nizational Hierarchy The Budget Status by Organizational Hierarchy option enables you to review budget information for organizations. ŁHierarchical Structure ŁSpecific Funds, high-level Organizations, Accounts, and Programs ŁFund Type ŁAccount Type ŁRevenue Accounts /n2-10 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Levels to a Budget Status by Organizational Hierarchy There are seven levels fo r this type of query. ŁOrganizational Hierarchy Œ Totals for selec ted columns by reporting organizations. ŁExternal Account Type (Level 1) Œ Totals for all level 1 account types by selected columns.ŁExternal Account Type (Level 2) Œ Totals for all level 2 account types by selected columns.ŁAccount Detail Œ Totals by acco unt for all selected columns. ŁTransaction Detail Œ Transaction Date , Activity Date, Document Code, Description, Amount, and Rule Class. ŁDocument Detail with Related Document s view Œ Chart of Accounts, Fund, Organization, Account, Program, Activ ity, Location, Amount, and Rule Class. ŁView the document. Creating a Budget Status by Organizational Hierarchy When you select the Budget Queries link, a scr een appears where you can create (build) a query by Organizational Hierarchy, or retrieve a query that already exists. 1.Select the desired option from the appropriate pull-down list and choose the action button. The Operating Ledger Data selection screen is displayed. 2.Select or deselect columns to display on the report. 3.Enter a name for the query in the Save Query As field. 4.Select Continue to save the query. The Parameters selection screen is displayed. 5.Enter the fiscal year and period to date fo r the query, a Chart of Accounts, and a high- level reporting Organization. You can also enter a name in the Save Query As field. NoteBudget Status by Organizational Hie rarchy may not be used with Grants. 6.Select the Submit Query button to save the query. Budg et information is retrieved for all reporting organizations for the selected operating ledger columns. 7.Select the underlined link to retrieve budget detail for a specific organization. Blank spaces in a column indicate that data cannot be retrieved. After you select a specific organization, budget information for that organization™s External Account Type level one is displayed. Links are provided that retrieve External Account Type le vel two information for th e specified account type. /nAugust 2014Banner Finance Self-Service 8.7 2-11 User GuideFinance Queries and Transactions 8.Select the underlined link to retrieve budget information for that organization™s External Account Type level two. After External Account Type level two inform ation is retrieved, you can view budget information at this level for selected columns. 9.To retrieve detail for each a ccount, select the underlined link.At successive levels, the Organization B udget Status by Organization, by Account Type, and by Account reports are retrieved. The parameters you selected are displayed in the header of the report. 10. Click View Pending Documents to display the Pending Do cuments List that is a report of unposted documents, and also display a summary report of Available Balances used for non-suffic ient funds (NSF) checking. For additional information, refer to the section entitled fifiBudget Queries with Pending Documents fl on page2-3 11. Select Download All Ledger Columns to download all the budget status query information to an Excel spreadsheet, or select Download Selected Ledger Columns to save specified information to an Excel spreadsheet. For additional information, refer to fiDownloading Query Data to a Spreadsheet fl on page2-5 .12. When the Transaction Report is retrieved, the report generated shows detail that makes up the displayed total by Docume nt number and Rule Class. Select the underlined link on the Document number to retr ieve the Document Detail and Related Documents Report. This report displays all the FOAPAL values for all accounting sequences that are on the document selected. 13. At the bottom of this report is a Related Documents View. This listing enables you to see all related documents. The Transactio n Date, Document Type, Document Code, and Status Indicator are displayed. Sel ect the document number to view the document. Budget Quick Query This query provides you with simplified access to the current status of a budget and displays information similar to that available on the Organization Budget Status Form (FGIBDST). When you choose this op tion, be aware of the following. ŁOnly one parameter page disp lays for this query. Ledger fields displayed include the following: Adjusted Balance, Year to Date, Net Commitments, and Available Balance.ŁYou can enter the fiscal year. Data di splayed will be th rough period 14./n2-12 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions ŁYou can specify Chart and FOAPAL informa tion and use the percent sign (%) as a wildcard.ŁYou may use the Save Query As field to save this query under a name of your choice. Payroll Expense Detail The Payroll Expense Detail option allows you to review the entire payroll distribution data for the Fiscal year and Fiscal period by: ŁSpecific FOAPAL/Index values ŁSpecific Organization ŁAll Organizations ŁGrant (If Grant information is queried, the information retrieved is Grant Inception to Date).ŁFund Type ŁAccount Type Creating a Payroll Expense Detail When you select the Budget Queries link from the Financial In formation menu, you will be directed to the page where you can either create (build) a query by selecting Payroll Expense Detail option from the Type drop-down list or retrieve a query that already exists. 1.To either create or retrieve a query, sel ect the desired option from the appropriate drop-down list and sele ct the action button. 2.Enter a name for the query in the Save Query As field. 3.Click Continue to save the query. The Parameters selection window is displayed. 4.Enter the Fiscal Year and Fiscal Period for the query. FOAPAL values are entered. NoteEither Organization or Grant is required. The wildcard (%) is an appropriate value for Organization .The Payroll Expense Detail Repo rt is retrieved. The parameters that you selected are displayed in the heading of the report. /nAugust 2014Banner Finance Self-Service 8.7 2-13 User GuideFinance Queries and Transactions Totals displayed under the previously select ed links provide access to the transaction detail level. 5.Select Download All Columns to download all the payroll expense data to a spreadsheet. Encumbrance Query The Encumbrance Query allows users to view encumbrance information by account for specified FOAPAL parameters (Fund, Organization, Account, Program, Activity and Location). You can enter any or all values for these parameters as long as you populate either the Organization or Grant field before submitting a query. NoteThe wildcard (%) is an acceptable en try for Fund, Organization, Account, and Program. Encumbrance Summary Report Once the parameters are select ed for a particular query a nd submitted, th e Encumbrance query brings back information on the related encumbrances by account. The Encumbrance Summary Report displays the following information. Header Information ŁEnding date of the fiscal period for which the report is generated ŁChart of Accounts ŁFOAPAL Elements entered on Parameters Screen Detail Information ŁAccount ŁDocument Code ŁDescription (Vendor or Encumbrance Description) ŁOriginal Encumbrance Amount ŁEncumbrance Adjustments ŁEncumbrance Liquidations ŁYear to date Amount ŁCurrent Commitments/n2-14 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions ŁPercentage Used ŁScreen Total ŁRunning Total ŁReport Total You can then select the underlined Document Code link to view the specific accounting distribution(s) that make up the entire docu ment. Select the document code on the next page to view the document. Document Accounting Distributions Page The following informatio n is displayed on the Document Accounting Distributions page.Header Information ŁEnding date of the fiscal period for which the report is generated ŁChart of Accounts ŁDocument Number ŁTransaction Description (Vendor or Encumbrance Description) ŁDocument Date Detail Information ŁDocument Code ŁRule ClassŁOriginal Encumbrance ŁEncumbrance Adjustments ŁEncumbrance Liquidations ŁYear to Date ŁItem Number ŁSequence Number ŁFund ŁOrganization ŁAccount ŁProgram /nAugust 2014Banner Finance Self-Service 8.7 2-15 User GuideFinance Queries and Transactions ŁActivity ŁLocationRequisition The Requisition interfaces with th e Banner requisition tables. After a document is saved or completed, it can be queried in Banner via the Banner Requis ition Inquiry Form (FPIREQN).The Web version of Banner Finance™s requis ition is data entry only. Once the documents are completed on the Web, the procurem ent process continues only in Banner. Conditions Required for a Web Requisition to be Processed ŁThe method of data entry must be document level accounting. ŁFund/Organization and Rule Class security access must be enabled. ŁAvailable budget must be present to comp lete and post a transaction. There is no NSF override.Things to Remember about Requisitions ŁYou can mix stores and non-stores commodities as long as you use OPAL accounts. ŁYou cannot mix GL and OPAL accounts no matter what type of commodities. ŁIf you use stores commodities, you can have only one GL accounting sequence. ŁYou can always mix fixed asset commod ities and non-fixed asset commodities. ŁSituations can occur in which one sequ ence has an expens e account with an associated fixed asset account, and the next sequence has an expense account without a fixed asset account. In this s ituation, the requisition (when completed) will display a message stating that the mix and match these accounts give you is an incomplete fixed asset record. ŁIf the Automatic Buyer Assignment option is turned on, the buyer is assigned to the requisition.Default Values For each of the following listed fields , when a pull-down list has a value of None or an entry box is NULL and you select the Validate button, the system places the default value, if available, into the field. /n2-16 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions If you enter a value into the field before you select Validate, the system does not overwrite the value you entered. When appropriate, a message displays to let you know you have entered a value that differs from the system default. Fields affected by this func tionality include the following. ŁAddress Type ŁAddress Sequence ŁVendor Contact ŁCurrency Code ŁDiscount Code ŁAttention To ŁCommodity Description ŁUnit of Measure ŁTax Group Header Section If you enter a value into some fields before you select Validate , the system does not overwrite the value you en tered. For details, see fiDefault Values fl on page2-15 .Fields Descriptions Search In Process Requisitions Allows you to search for and open an in process document. Use Template Pull-down list of available templates. Transaction Date Date the requisition information will be recorded in the ledger. For successful Web processing, the date must be in an open period, and budget must exist. Delivery Date Date that delivery is required . The delivery date must be equal to or greater than the transaction date. Vendor ID Vendor ID that the requestor provides. Vendor Validate When this button is selected, the system confirms that the vendor ID entered is valid, defaults values for Address Type and Sequence Number from FTMVEND, and displays the vendor name and address. /nAugust 2014Banner Finance Self-Service 8.7 2-17 User GuideFinance Queries and Transactions Address Type Code that identifies the cl assification of address; for example BU (business address), BI (billing address), and HO (home address). If you specify a vendor, the default Address Type on the Vendor Maintenance Form (FTMVEND) automatically populates this fi eld (if it has been entered on FTMVEND). Address Sequence Sequence to be used for the a ddress type for this vendor. If the user specifies a vendor, the default address type Sequence Number on the Vendor Maintenance Form (FTMVEND) automatically popula tes this field (if entered on that form). Vendor Contact Vendor contact name. The value in this field defaults from the Vendor Maintenance Form (FTMVEND). If the vendor contact you entered does not match the Vendor Contact field on FTMVEND, the following message is displayed: Warning: Vendor Contact entered does not match Vendor default contact.Vendor E-mail Vendor™s e-mail address. Requestor Name Name of the individual associated with this requisition. This is a required field. The value in this field defaults from the User Profile Maintenance Form (FOMPROF). Requestor E-mail Requestor™s e-mail address. The value in this field defaults from the User Profile Maintenance Form (FOMPROF). Requestor Phone Requestor™s country code, ar ea code, phone number, and extension. The values in these fields default from the User Profile Maintenance Form (FOMPROF). Requestor Fax Country code, area code, phon e number, and extension for requestor™s FAX number. The values in these fields default from the User Profile Maintenance Form (FOMPROF). Chart of Accounts Chart of accounts. This is a required field. The value in this field defaults from the User Profile Maintenance Form (FOMPROF). Organization Organization. This is a required field. The value in this field defaults from the User Pr ofile Maintenance Form (FOMPROF). Fields Descriptions /n2-18 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Currency Code Currency code associated with this purchase order or requisition. The initial value in the pull-down list is None; other choices are codes from the Currency Codes Validation Form (GTVCURR). When you enter a vendor on this page and select Validate, Vendor Validate, Commodity Validate , or Complete, the system checks to see if the vendor has a currency code. If the vendor does not have a currency code, the value in this field is from the Base Currency field on GUAINST. ŁIf base currency code is used, the system writes NULL to the Currency Code fields in the database and does not calculate, or store, converted amounts.ŁIf any other currency is used, the system uses the transaction date of the document for the As Of Date and performs calculations to determine the conversion rate. A system-calculated Converted Amount appears on this page only when the value in the Currency Code field does not represent base currency. During validation, if a foreig n currency is not in use, the word None will be replaced with yo ur base currency code for display purposes.If the Currency Code you selected does not match the Vendor Currency Code field on FTMVEND, the following message displays: Warning: Currency Code selected does not match Vendor default currency. Discount CodeCode associated with the discoun t that you plan to apply to the document. The initial valu e in the pull-down list is None ; other choices include NODISC and codes from the Discount Terms Validation Form (FTVDISC). Select NODISC to override the vendor default value. When you access this page and select Validate, Vendor Validate, Commodity Validate , or Complete, the system checks the value in this field. Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-19 User GuideFinance Queries and Transactions Discount Code (cont.) ŁIf the value in this field is None or NODISC, a data-enterable column labelled Di scount Amount displays in the Commodity Section. If you do not enter a value in the Discount Amount field, the system displays a value of .00 in the Discount Amount column in the Calculated Commodity Amounts Section fo r each row that contains commodity data. ŁIf you use a discount code (the default value comes from the Vendor Maintenance Form, FTMVEND), the system uses the document transaction da te for the As Of Date to calculate values to display in the Discount Amount column in the Calculated Commodity Amounts Section. If the Discount Code you selected does not match the Discount Code on FTMVEND, the following message displays: Warning: Discount Code selected does not match Vendor default discount.Tax Group Valid tax group in effect. The pull-down list for this field appears in both the Header Section and the Commodity Section only when Tax Processing On is selected at the system level on the System Control Maintenance Form (FOASYSC). Note: If the Ship To Code is associated with a Tax Group, the value in this field defaults to that value. Otherwise, the initial value in this field comes from the Default Tax Group Code field on FOASYSC. ŁWhen Tax Processing On is selected on FOASYSC, the Tax Group field appears in the Header Section and the Commodity Section of this page. The system validates that the code in this field is active, using the transaction date of the document for the As Of Date. ŁWhen Tax Processing On is not selected on FOASYSC, the Tax Group field will not appear on the Web page in the Header Section or th e Commodity Section. The system writes NULL to the Tax Group field in the database. Fields Descriptions /n2-20 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Tax Group (cont.) If Tax Processing On is selected on FOASYSC and the commodity tax group you sel ected does not match the Tax Group indicated on FTMCOMM fo r that commodity, the following message is displayed: Warning: Tax Group on item [#]does not match commodity default. If the Override Taxes check box on FTMCOMM is not selected, you do not have the authority to override the default tax group, and the system displays the following message and resets this field to display the required tax group: Warning: Tax group [code] may not be overridden on item [#]. Ship CodePre-defined address to which ea ch requisitioned item will be delivered. The value in this field defaults from the User Profile Maintenance Form (FOMPROF), if populated. This is a required field. Attention to Specific person to whom to dir ect a requisition. The value in this field defaults to the Cont act name of the Ship Code, if populated, or to the Requ estor creating the document. Comments Brief descriptive text for this requisition. (Delivery Comment field)Document Text Link that enables user to access a Web page and enter up to 4000 characters of free-form printable and non-printable document header text. Upon completion, text is parsed based on carriage returns or into se gments no longer than 50 characters and written to the Text table (FOBTEXT). For additional information, see fiDocument/Commodity Text fl on page2-26 .Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-21 User GuideFinance Queries and Transactions Commodity Section Fields Descriptions ItemItem number links that enable the user to access a Web page and enter up to 4000 character s of free-form printable and non-printable item text. Upon completion, text is parsed based on carriage returns or into segments no longer than 50 characters and written to the Text table (FOBTEXT). For additional information, see fiDocument/Commodity Text fl on page2-26 .Commodity Code; Description Commodity code and a description. When you validate the document , the description defaults from commodity code. If you type over the defaulted description, the system saves both the commodity code and the description you entered an d marks the change indicator in the commodity table (FPRREQD). U/MUnit of measure. Initial valu e in the pull-down list is None; other choices come from the Unit of Measure Maintenance Form (FTMUOMS). ŁIf you enter a commodity code and select Validate, Commodity Validate , or Complete, the system replaces None with the Unit of Measure Code from the Commodity Maintenance Form (FTMCOMM). ŁIf you do not enter a commodity code, you must select a unit of measure. Tax Group Valid tax group in effect. The initial value is None. The pull-down list for this field appears in both the Header Section and the Commod ity Section only when Tax Processing On is selected at the system level on the System Control Maintenance Form (FOASYSC). ŁIf you enter a commodity code, then select Validate , Commodity Validate , or Complete, the system replaces None with the Tax Group for that commodity from FTMCOMM, if populated, or with the Tax Group selected in the Header Section. ŁIf you do not enter a comm odity code, then select Validate, Commodity Validate , or Complete, the system defaults to the Tax Group you selected in the Header Section. /n2-22 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Calculated Commodity Amounts Section The information in this section is calcula ted based on the entries you made in the preceding section. NoteTo see totals, you must select the Commodity Validate , Validate , or Complete button. Tax Group (cont.) The system performs calculatio ns and displays the resulting Tax Amount in the Calculated Commodity Amounts Section using the Tax Group for each commodity. If Tax Processing On is selected on FOASYSC and the commodity Tax Group you sel ected does not match the Tax Group indicated on FTMCOMM for that commodity, the following message displays: Warning: Tax Group on item [#] does not match commodity default.If the Override Taxes check box on FTMCOMM is not selected, you do not have the authority to override the default tax group, and the system displays the following message and resets this field to display the required tax group: Warning: Tax group [code] may not be overridden on item [#]. Quantity Actual number of units required per commodity code or commodity description. This is a required field. Unit PriceActual dollar amount per unit of commodity or commodity description. This is a required field.Discount Amount Dollar amount to subtract from the individual commodity. This field does not display if a Discount Code is selected in the Header Section. Additional Amount Dollar amount to add to the individual commodity. If this field is left blank, when yo u complete the document the system populates this field with a value of .00 .Commodity Validate When you select this button, the system validates the data entered in the Header an d Commodity sections and calculates the amounts. Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-23 User GuideFinance Queries and Transactions FOAPAL Distribution Section You cannot directly specify the Discount, Additional, or Tax amounts for a FOAPAL sequence. These amounts are split among the FO APAL elements based on the percentage of the Net Amount total that each row represents. ŁIf you are using dollars, the total of all Ac counting amounts is validated against the Net Amount.ŁIf you are using percentages, the total of all Accounting amounts must equal 100. Fields Descriptions Extended Amount System-generated quantity times unit price. Discount Amount System-calculated value, if you are using a Discount Code. Otherwise, this field contains the Discount Amount entered in the Commod ity Section. Additional Amount If the Additional Amount was entered in the Commodity Section, this field displays that amount. Tax Amount System-calculated field based on the Tax Group identified and the Extended, Discount, and Additional Amounts. This field is displayed only when T ax Processing On is selected on FOASYSC. Net Amount System-calculated field (Quantity x Unit Price ŒDiscount + Additional + Taxes = Net Amount). Calculated at time of Validation or Completion (w ith or without errors). Converted Amount Converted net amount calculated for this commodity record This field is displayed only when the value in the Currency Code field does not represent base currency. Fields Descriptions Dollars/Percents Radio groups that designate the method of defining accounting amounts. The default value is Percents . ChartChart of account to which the commodities will be charged. This is a required field. /n2-24 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Index Predefined set of FOAPAL va lues created in Banner. Since the Web does not do online de faulting, you must select Validate or Complete to re-default the FOAPAL values associated with the Index. Once this is done, you can change or add required values. Fund Code associated with the Fund from which the purchase of the commodities will be financed. This is a required field. OrgnCode associated with the Organization or persons authorized to make the purchase of the commodities. This is a conditional field. AccountCode associated with the Acco unt to which the purchase of the commodity will be charged. This is a required field. ProgramCode associated with the Program for which the commodities have been purchased. This is a conditional field.ActivityCode associated with th e Activity for which the commodities have been purchased.Location Code associated with the Location for which the commodities have been purchased.AccountingDepending on the dollar/percent radio group chosen, the number entered here calculates th e budget amount to be used for this FOAPAL (either by percent or Actual Dollar amount). The dollar amounts must be equal to the Net Amount. This is a required field. Save as Template Name by which you want to sa ve this requisition. You may save it as personal or shared. A personal template can be viewed only by the person who created it. A shared template can be viewed by other Web users. Note: Different capitalization cannot be used to save the same template name mult iple times. That is, MyTemplate and mytemplate are equivalent names. Shared If this check box is selected, the template is saved as a shared template and all users can retrieve and use the template. If this check box is not selected, the template is saved as a personal template and is only retrievable by the person who sent it.Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-25 User GuideFinance Queries and Transactions After you complete the Requisition document , you can create another document. Select one of the following buttons: Document LookupOn the Document Lookup results page, you can view any document by clicking View . To open an in process documen t, click the document number. NoteThe document must meet the Self-Service criteria of no more than five commodity items and accounting sequences, Document Level Accounting, no Standing Orders, no blanket order processing, no PO's from Requisitions, and no EDI documents. Validate Validates all data entered in Header, Commodity, and FOAPAL Distribution sections, and displays calculated amounts. Error messages will appear at the top of the form if any required field is missing, or invalid data or dates were entered. CompleteValidates all entered fields one last time before completion. Same as the Validate button, except that if all dates, fields, and data are valid, the docu ment will be completed and forwarded to Approvals or Posting. Save In Process Validates, and if successful, saves all information on the page to allow you to resume wo rk on the requisition at a later time. Buttons Descriptions Another Requisition, Same Vendor Select this button to create a requisition with the same Vendor and Accounting info rmation as the completed requisition. You will have to enter new Commodity information.Another Requis ition, New Vendor Select this button to create a requisition with new Vendor information. The existing A ccounting information from the complete requisition will be re tained. You will have to enter new Commodity information.Fields Descriptions /n2-26 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Code Lookup SectionDocument/Commodity Text From the Requisition or Purchase Or der pages, you can access a Web page (bwfktext.P_Write_Text ) to enter free-form text. Access this page by selecting the Document Text link or by choosing one of the undersc ored item number links beneath the Item heading. Enter (Document/Item #)Text, Print The header displayed for this box depends on which link you selected from the Requisition or Purchase Order page. You can enter up to 4000 characters of free-form text in this box. This text prints when the requisition or purchase order is pr inted by the baseline print process. Enter (Document/Item #)Text, No Print The header displayed for this box depends on which link you selected from the Requisition or Purchase Order page. You can enter up to 4000 characters of free-form text in this box. This text does not print but can be viewed on the Procurement Text Entry Form (FOAPOXT). Fields Descriptions Chart of Accounts Code Pull-down list provides choices for specific chart of accounts codes. Type Pull-down list displays searchabl e types of codes associated with the chart of accounts code selected in the previous field. Code CriteriaOptional field that can be used to limit search; you can use a wildcard (%) in this field. Title Criteria Optional field that can be used to limit search; you can use a wildcard (%) in this field. Case sensitive except for Vendor look-up. Maximum rows to return Number of possible matches to display. Default value is 10.Execute Query Select this button to submit your query. /nAugust 2014Banner Finance Self-Service 8.7 2-27 User GuideFinance Queries and Transactions Saving the D ocument Text When you select the Save button, the system stores text in the temporary FOTTEXT table, using a unique one-up sequence identifier. Completing the Document Text When you complete the document, the system moves text to the Banner text table, FOBTEXT. Text is parsed into separate ro ws for each of the following occurrences:ŁEach carriage return used during entry ŁLast space in each 50-character grouping ŁAfter 50 consecutive characters with no space Purchase Order The Purchase Order form interfaces with the Banner purchase order tables. After a document is saved or complete d, it can be queried in Banner via the Banner Purchase Order Inquiry Form (FPIPURR). The Web version of Banner Finance™s purc hase order is data entry only. Once the documents are completed on the Web, the procurement process continues only in Banner. Although it is possible to create both regula r and standing purchase orders, all purchase orders created on the Web will be of type regular. Purchase orders created on th e Web will not be sent using Electronic Data Interchange (EDI).Conditions Required for a Web Purchase Order to be Processed ŁThe method of data entry must be document level accounting. ŁFund/Organization and Rule Class security access must be enabled. ŁAvailable budget must be present to comp lete and post a transaction. There is no NSF override.Things to Remember about Purchase Orders ŁYou can mix stores and non-stores commodities as long as you use OPAL accounts. ŁYou cannot mix GL and OPAL accounts no matter what type of commodities. /n2-28 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions ŁIf you use stores commodities, you can have only one GL accounting sequence. ŁYou can always mix fixed asset commod ities and non-fixed asset commodities. ŁThere are situations in which one seq uence has an expense account with an associated fixed asset account, and the next sequence has an expense account without a fixed asset account. In this situation, the purchase order (when completed) will display a message stating that the mix and match of these accounts gives you an incomplete fixed asset record. Default Values For each of the following listed fields , when a pull-down list has a value of None or an entry box is NULL and you select the Validate button, the system places the default value, (if available) into the field. If you enter a value into the field before you select Validate , the system does not overwrite the value you entered. When appropriate, a message displays to let you know you have entered a value that differs from the system default. Fields affected by this func tionality include the following: ŁCurrency Code ŁAddress Type ŁAddress Sequence ŁVendor Contact ŁDiscount Code ŁAttention To ŁCommodity Description ŁUnit of Measure ŁTax Group Header Section If you enter a value into some fields before you select Validate, the system does not overwrite the value you en tered. For details, see fiDefault Values fl on page2-28 ./nAugust 2014Banner Finance Self-Service 8.7 2-29 User GuideFinance Queries and Transactions Fields Descriptions Search In Process Purchase OrdersAllows you to search for and open an in process document. Use Template Pull-down list of available templates. Transaction Date Date the purchase order inform ation will be charged to the ledger. For successful Web processing, the date must be in an open period, and budget must exist. Purchase Order Date Date associated with the purchase order. Delivery Date Date that delivery is required . The date entered must be equal to or greater than the transaction date. Buyer CodeCode associated with the buyer to whom this purchase order will be assigned for processing. After a user creates a first purchase order, the Buyer Code field is automatically populated with this buyer each time the user accesses the form, regardless of session. This is a required field. Vendor ID Vendor from whom the merchand ise will be purchased. This is a required field. Vendor Validate When this button is selected, the system confirms that the Vendor ID entered is valid, defaults the Address Type and Sequence Number from FTMVEND, and displays the vendor name and address. Address Type Code that identifies the cl assification of address; for example BU (business address), BI (billing address), and HO (home address). The default Address Typ e on the Vendor Maintenance Form (FTMVEND ) automatically populates this field if it has been entered on FTMVEND. Address Sequence Sequence to be used for the address type for this vendor. The default address type Sequence Number on the Vendor Maintenance Form (FTMVEND ) automatically populates this field (if entered on that form). /n2-30 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Vendor Contact Vendor contact name. The value in this field defaults from the Vendor Maintenance Form (FTMVEND). A warning message displays if you enter a name that differs from the default value. If the Vendor Contact you entered does not match the Vendor Contact field on FTMVEND, the following message displays: Warning: Vendor Contact entered does not match Vendor default contact.Vendor E-mail Vendor™s e-mail address. Requestor Name Name of the individual associated with this requisition. This is a required field. The value in this field defaults from the User Profile Maintenance Form (FOMPROF). Requestor E-mail Requestor™s e-mail address. The value in this field defaults from the User Profile Maintenance Form (FOMPROF). Requestor Phone Requestor™s country code, ar ea code, phone number, and extension. The values in these fields default from the User Profile Maintenance Form (FOMPROF). Requestor Fax Country code, area code, phon e number, and extension for requestor™s FAX number. The values in these fields default from the User Profile Maintenance Form (FOMPROF). Chart of Accounts Chart of accounts. This is a required field. The value in this field defaults from the User Profile Maintenance Form (FOMPROF). Organization Organization. This is a required field. The value in this field defaults from the User Pr ofile Maintenance Form (FOMPROF). Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-31 User GuideFinance Queries and Transactions Currency Code Currency code associated with this purchase order. The initial value in the pull-down list is None; other choices are codes from the Currency Codes Validation Form (GTVCURR). When you enter a vendor on this page and select Validate, Vendor Validate, Commodity Validate , or Complete, the system checks to see if the vendor has a currency code. If the vendor does not have a currency code, the value in this field is from the Base Currency field on GUAINST. ŁIf base currency code is used, the system writes NULL to the Currency Code fields in the database and does not calculate, or store, converted amounts.ŁIf any other currency is used, the system uses the transaction date of the document for the As Of Date and performs calculations to determine the conversion rate. A system-calculated Converted Amount appears on this page only when the value in the Currency Code field does not represent base currency. Note: During validation, if a fore ign currency is not in use, the word None will be replaced with your base currency code for display purposes. If the Currency Code you selected does not match the Vendor Currency Code field on FTMVEND, the following message is displayed: Warning: Currency Code selected does not match Vendor default currency. Fields Descriptions /n2-32 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Discount CodeCode associated with the discoun t that you plan to apply to the document. The initial valu e in the pull-down list is None ; other choices include NODISC and codes from the Discount Terms Validation Form (FTVDISC). Select NODISC to override the vendor default value. When you access this page and select Validate , Vendor Validate , Commodity Validate , or Complete, the system checks the value in this field. ŁIf the value in this field is None or NODISC, a data- enterable column labelled Discount Amount is displayed in the Commod ity Section. If you do not enter a value in the Discount Amount field, the system displays a value of .00 in the Discount Amount column in the Calculated Commodity Amounts Section for each row that contains commodity data. ŁIf you use a discount code (the default value comes from the Vendor Maintenance Form, FTMVEND), the system uses the document transaction da te for the As Of Date to calculate values to displa y in the Discount Amount column in the Calculated Commodity Amounts Section. If the Discount Code you selected does not match the Discount Code on FTMVEND, the following message is displayed: Warning: Discount Code selected does not match Vendor default discount.Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-33 User GuideFinance Queries and Transactions Tax Group Valid tax group in effect. The display of this field depends on whether Tax Processing On is selected at the system level on the System Control Maintenance Form (FOASYSC): ŁWhen Tax Processing On is selected on FOASYSC, the Tax Group field appears in the Header Section and the Commodity Section of this page. The system validates that the code in this field is active, using the transaction date of the document for the As Of Date. ŁWhen Tax Processing On is not selected on FOASYSC, the Tax Group field is not displayed on the Web page in the Header Section or th e Commodity Section. The system writes NULL to the Tax Group field in the database. Note: If the Ship To Code is associated with a Tax Group, the value in this field defaults to that value. Otherwise, the initial value in this field comes from the Default Tax Group Code field on FOASYSC. If Tax Processing On is selected on FOASYSC and the commodity Tax Group you sel ected does not match the Tax Group indicated on FTMCOMM for that commodity, the following message is displayed: Warning: Tax Group on item [#]does not match commodity default. If the Override Taxes check box on FTMCOMM is not checked, you do not have the authority to override the default tax group, and the system displays the following message and resets this field to display the required tax group: Warning: Tax group [code] may not be overridden on item [#]. Ship CodePre-defined address to which each purchase order item will be delivered; the value in this field defaults from the User Profile Maintenance Form (FOMPROF), if populated. This is a required field. Attention To Specific person to whom to direct a purchase order. The value in this field defaults to the Contact name of the Ship Code, if populated, or to the Requestor creating the document Fields Descriptions /n2-34 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Commodity SectionComments Brief descriptive text for this purchase order. (Delivery Comment field)Document Text Link that enables you to access a Web page and enter up to 4000 characters of free-form printable and nonprintable document header text. Upon completion, text is parsed based on carriage returns or into se gments no longer than 50 characters and written to the Text table (FOBTEXT). For additional information, see fiDocument/Commodity Text fl on page2-26 .Fields Descriptions ItemItem number links that enable the user to access a Web page where you can enter up to 4000 characters of free-form printable and nonprintable item text. Upon completion, text is parsed based on carriage returns or into segments no longer than 50 characters a nd written to the Text Table (FOBTEXT). For additional information, see fiDocument/Commodity Text fl on page2-26 .Commodity Code; Description Commodity code and a description. When you validate the document , the description defaults from Commodity Code . If you key over the defaulted description, the system saves both the commodity code and the description you entered an d marks the change indicator in the Commodity Table (FPRPODT). U/MUnit of measure. Initial valu e in the pull-down list is None; other choices come from the Unit of Measure Maintenance Form (FTMUOMS). ŁIf you enter a commodity code and select Validate , Commodity Validate , or Complete, the system replaces None with the Unit of Measure Code from the Commodity Maintenance Form (FTMCOMM). ŁIf you do not enter a commodity code, you must select a unit of measure. Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-35 User GuideFinance Queries and Transactions Tax Group Valid tax group in effect. The initial value is None . The pull-down list for this field appear s in both the Header Section and the Commodity Section only when Tax Processing On is selected at the system le vel on the System Control Maintenance Form (FOASYSC). ŁIf you enter a commodity code and select Validate , Commodity Validate , or Complete, the system replaces None with the Tax Group for that commodity from FTMCOMM, if populated, or with the Tax Group selected in the Header Section. ŁIf you do not enter a commodity code and select Validate , Commodity Validate , or Complete , the system defaults to the Tax Group you selected in the Header Section. The system performs calculatio ns and displays the resulting Tax Amount in the Calculated Commodity Amounts Section using the Tax Group for each commodity. If Tax Processing On is selected on FOASYSC and the commodity Tax Group you sel ected does not match the Tax Group indicated on FTMCOMM for that commodity, the following message is displayed: Warning: Tax Group on item [#]does not match commodity default. If the Override Taxes check box on FTMCOMM is not selected, you do not have the authority to override the default tax group, and the system displays the following message and resets this field to display the required tax group: Warning: Tax group [code] may not be overridden on item [#].Quantity Actual number of units required per commodity code or commodity description. This is a required field. Unit PriceActual dollar amount per unit of commodity or commodity description. This is a required field. Discount Amount Dollar amount to subtract from the individual commodity. This field does not display if a Discount Code is selected in the Header Section. Fields Descriptions /n2-36 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Calculated Commodity Amounts Section Information in this section is calculated base d on the entries you made in the preceding section. NoteTo see totals, you must select the Commodity Validate , Validate , or Complete button. Additional Amount Dollar amount to add to the individual commodity. If this field is left blank, when yo u complete the document the system populates this field with a value of .00 .Commodity Validate When this button is selected, the system validates the data entered in the Header an d Commodity sections and calculates the amounts. Fields Descriptions Extended Amount System-generated amount (quantity times unit price). Discount Amount If you are using a Discount Code, this field displays a system-calculated value. Otherw ise, this field contains the Discount Amount entered in the Commodity Section. Additional Amount If the Additional Amount was entered in the Commodity Section, this field displays that amount. Tax Amount System-calculated field based on the Tax Group identified and the Extended, Discount, and Additional Amounts. This field displays only when Tax Processing On is selected on FOASYSC. Net Amount System-calculated field (Quant ity x Unit Price Œ Discount + Additional + Taxes = Net Amount). Will be calculated at time of Validation or Comple tion (with or without errors). Converted Amount Converted net amount calculated for this commodity record This amount displays only when the value in the Currency Code field does not represent base currency. Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-37 User GuideFinance Queries and Transactions FOAPAL Distribution Section You cannot directly specify the Discount, Additional, or Tax amounts for a FOAPAL sequence. These amounts are split among the FO APAL elements based on the percentage of the Net Amount total that each row represents. ŁIf you are using dollars, the total of all Ac counting amounts is validated against the Net Amount.ŁIf you are using percentages, the total of all Accounting amounts must equal 100. Fields Descriptions Dollars / Percents Radio groups that designate the method of defining accounting amounts. The default value is Percents . ChartChart of Accounts to wh ich the commodities will be charged. This is a required field. Index Predefined set of FOAPAL va lues created in Banner. Since the Web does not do online de faulting, a user must select Validate or Complete to re-default the FOAPAL values associated with the Index. Once this is done, you can change or add required values. Fund Code associated with the Fund from which the purchase of the commodities will be financed. This is a required field. OrgnCode associated with the Organization or persons authorized to make the purchase of the commodities. This is a conditional field. AccountCode associated with the Acco unt to which the purchase of the commodity will be charged. This is a required field. ProgramCode associated with the Program for which the commodities have been purchased. This is a conditional field.ActivityCode associated with th e Activity for which the commodities have been purchased. Location Code associated with the Location for which the commodities have been purchased./n2-38 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions After you complete the Purchase Order docu ment, you can create another document. Select one of the following buttons: AccountingDepending on the dollar/percent radio group chosen, the number entered here calculates th e budget amount to be used for this FOAPAL (either by percent or Actual Dollar amount). If the dollar amount is used, it must be equal to the Net Amount. This is a required field. Save as Template Name by which you want to save this purchase order. You may save it as personal or shared. A personal template can be viewed only by the person who created it. A shared template can be retrieved and used by other Web users. Note: Different capitalization cannot be used to save the same template name mult iple times. That is, MyTemplate and mytemplate are equivalent names. Shared If selected, the template is saved as a shared template and all users can retrieve and use the template. If not selected, the template is saved as a person al template and is only retrievable by the person who sent it. Validate Validates all data entered in Header, Commodity, and FOAPAL Distribution sections, and displays calculated amounts. Error messages will appear at the top of the form if required fields are missing, or if invalid data or dates have been entered. CompleteValidates all entered fields one last time before completion. Same as the Validate button except that if all dates, fields, and data are valid, the docu ment will be completed and forwarded to Approvals or Posting. Save In Process Validates, and if successful, saves all information on the page to allow you to resume work on the purchase order at a later time. Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-39 User GuideFinance Queries and Transactions Document LookupOn the Document Lookup results page, you can view any document by clicking View . To open an in process documen t, click the document number. NoteThe document must meet the Self-Service criteria of no more than five commodity items and accounting sequences, Document Level Accounting, no Standing Orders, no blanket order processing, no PO's from Requisitions, and no EDI documents. Code Lookup SectionButtons Descriptions Another Purchase Order, Same Vendor Select this button to create a purchase order with the same Vendor and Accounting info rmation as the completed requisition. You will have to enter new commodity information.Another Purchase Order, New Vendor Select this button to create a purchase order with new Vendor information. The existing ac counting information from the complete requisition will be re tained. You will have to enter new Commodity information.Fields Descriptions Chart of Accounts Code Pull-down list that provides ch oices for specific chart of accounts codes. Type Pull-down list that displays searchable types of codes associated with the chart of ac counts code selected in the previous field.Code CriteriaOptional field that can be used to limit search; you can use a wildcard (%) in this field. Title Criteria Optional field that can be used to limit search; you can use a wildcard (%) in this field. Case sensitive except for Vendor Look-up. Maximum rows to return Number of possible matches to display. Default value is 10.Execute Query Select this button to submit your query. /n2-40 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Approve Documents The Approve Documents function enables a user to approve or disapprove a document (requisition, purchase order, invoice, journal voucher, or encumbrance) on the Web. You can submit a document query using the following. Approve Documents Screen The Approve Documents screen disp lays the following information.Fields Descriptions User IDUser IDDocument Number Document Number. Enter the document number to view information about a specific document to be approved. (% may be used as a wildcard. Documents for which you are the next approver Radio button that, when selected , enables you to view all the documents in a queue (for which you are an approver) that are waiting for approval before they can proceed to the next approval queue.All documents which you may approve. Radio button that, when selected , enables you to view all the documents in a queue (for which you are an approver) that are waiting for approval. Fields Descriptions Next Approver Next Approver Indicator. This field displays a Y if you are in the next approval queue whic h must approve the document. Type Document type: ENCumbrance INVoiceJournal Voucher REQuisitionPurchase OrderDirect Cash Receipt /nAugust 2014Banner Finance Self-Service 8.7 2-41 User GuideFinance Queries and Transactions NSFNSF Indicator. This field displays a Y if there is not enough budget for this document. Change Seq# Change Sequence Number. Used only for purchase orders to display the corresponding change sequence number. Sub#Submission Number. Used only for journal vouchers and invoices to display the submission number. Originating User User ID of the person who created the document. Amount Amount specified for the document. Queue Type Queue type. Displays DOC if the document is in the document queue, or NSF if there is not enough budget for the document and the document is in the NSF queue. Document Number Document Number. Select the link to display detailed information about the document. HistoryApproval history of the document. Select the link to view approval history information. Fields Descriptions /n2-42 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Approving a Document in No n-Sufficient Funds (NSF) Status After a document has been completed and sent to the approval process, it is distributed to the appropriate document queues during the fi rst run of the approval process (FORAPPL). While in the DOC queues, there is no way to override the NSF c ondition for individual accounting distributions via the Web. Once all the required approvers have approved the document, a document in NSF status will be sent to the NSF queue. Once the document is in the NSF queue, it requires approval by a user with author ity in the NSF queue and with NSF Override authority on Approve Link that enables an authorized user to approve the document. The Approve link is only active if the person who logged in is authorized to approve the document. Once you select Approve , the Approve Document page appears with Approve Document and Cancel buttons. ŁYou may enter a comment, which goes through the Banner messaging system, and then select the Approve Document button to complete the approval process.ŁThe Cancel button allows you to return from the Approve Document page. Disapprove Link that enables an author ized user to disapprove the document or reopen the docum ent to make changes. The Disapprove link is only active if the person who logged in is either authorized to disappr ove the document or is the originator of the document. Once you select Disapprove , the Disapprove Document page appears with Disapprove Document and Cancel buttons.ŁYou can enter a comment, whic h goes through the Banner messaging system, and then select the Disapprove Document button to complete the disapproval process. ŁThe Cancel button allows you to return from the Disapproval page. If you disapprove an eProcure ment requisition or purchase order in Self-Service, the docu ment is cancelled in Banner with a cancellation reason code of EPCN and an update synchronization message is published along with the disapproved reason. If you disapprove a document that is not an eProcurement document, the document is marked incomplete.Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-43 User GuideFinance Queries and Transactions the User Profile Maintenance Form (FOMPROF). The Approve function will automatically set the override for all NSF sequences in the document. View Document The View Document function enables you to view information about a document (requisition, purchase order, invoice, journal vo ucher, encumbrance, or direct cash receipt) on the Web. You can submit a document query by entering the following information. Fields Descriptions Choose type Document type. Select the do cument type (requisition, purchase order, invoice, journa l voucher, encumbrance, or direct cash receipt) from the pull-down list. Document Number Document number. Enter the Document Number, if known, or select the button to access the Document Lookup page. Here, you can enter specific search criteria (Document Number, User ID of the person who created the document, Activity Date, Transaction Date , Vendor ID, and Approved or Completed) to view a list of documents of the specified type. You do not have to specify in formation in all of the search criteria fields, but it is recommended in order to improve response time. You must at least specify the Document Number, User ID, Activity Date, Transaction Date , or Vendor ID A percent sign (%) may be entered as a wildcard in the Document Number and User ID fields./n2-44 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Document Number (continued) Enter the month and year for Activity Date or Transaction Date to search on all the days in a specified month and year. Other criteria can be entered depending on the type of document. For example, you can specify the Requestor for a Requisition and the Buyer Code for a Purchase Order. When you select the Execute Query button, the system displays all the documents fo r the specified criteria. The Document Number and the Re ference Number display as links on this page. To retrieve this information and return to the View Document page, select one of these links. The code you selected is retained and di splays on the View Document page. You can select the Exit without Value button to exit without a value, or you can exit with a document number using the link. Submission# Submission number for the document. Used only for journal vouchers and invoices. Change Seq# Change sequence number for th e document. Used only for purchase orders. Reference Number Reference Number for a specific Requisition or Purchase Order. Display Accounting Information Display Accounting Information indicator. Select the applicable radio button (Yes or No) to indicate whether or not you want to display the accounting information for the specified document.Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-45 User GuideFinance Queries and Transactions Document Information You can view information, as appropriate, for each type of document. The browser™s print function can be used to print a representation of the document. Header Information ŁDocument number ŁOrder DateŁTransaction Date Display Document/Line Item Text Display Document Text indicator. Select the applicable radio button (All , Printable, or None) to view text online and/or print it on the document. There are two kinds of text th at can be associated with a commodity item on the Requ isition and Purchase Order: item text and commodity text. Each type of text can be viewed online only and/or printed on the document, depending on the radio button you select. Item Text is ad hoc text that is en tered by the end user for any given item, which can be used with or without a commodity code. The text is only stored for that item in that specific document, much like document level or header text. Item text can be associated with a commodity item on requisitions and purchase orders. Display Commodity Text Display Commodity Text indica tor. Select the applicable radio button ( All, Printable, or None ) if you want to view text online and/or print it on the document. Commodity Text is standard wording that is appended to a commodity code description, which is maintained along with the other commodity co de data on the Commodity Maintenance Form (FTMCOMM). Commodity text can be associ ated with a commodity item on requisitions, purchase orders, and invoices. View document Radio button that, when select ed, enables you to view the specified document.Approval history Radio button that, when select ed, enables you to view the approval history for the document. Fields Descriptions /n2-46 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions ŁDelivery DateŁPrint DateŁTotal Amount ŁOriginŁReference NumberŁComplete Indicator ŁApproved Indicator ŁType ŁCancel Reason and date ŁRequestorŁAccounting Type ŁMatching Required Indicator ŁShip to address and contact information ŁVendor and Check Vendor information Commodity Information ŁItem numberŁCodeŁDescriptionŁCommodity text/item text ŁUnit of measure ŁQuantityŁUnit price ŁExtended amount Accounting Information ŁSequence number ŁChart of AccountsŁFiscal Year ŁIndexŁFund/nAugust 2014Banner Finance Self-Service 8.7 2-47 User GuideFinance Queries and Transactions ŁOrganization ŁAccount number ŁProgramŁActivityŁLocationŁProjectŁNSF Suspense indicator ŁNSF Override indicator ŁSuspense indicator ŁAmount Related Documents ŁTransaction Date ŁDocument Type ŁDocument Code ŁStatus Indicator The Related Documents section enables you to access relevant documents for purchase orders, requisitions, and invoices. To acc ess a document, select the hyperlink for the Document Code, when available. You can view information from the account level, drilling down through the transaction detail to all of the acco unting sequences for a specific document, while viewing an y related documents that exist. Document Approval Status and History You can view the following in formation about the document. Header Information ŁDocument number ŁDocument typeŁOriginator (User ID and name) List of Approvals Required ŁQueueŁDescription/n2-48 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions ŁLevelŁApprovers Approvals Recorded ŁQueueŁLevelŁDateŁUser Budget Transfer The Budget Transfer Form allows a user to process Budget Adjustment Journal Vouchers on the Web. This form enables the Web u ser to transfer budget from one FOAPAL to another. This form does not allow completion of docu ments using rule classes that are not self- balancing. A budget transfer requires the following conditions:ŁFund/Org Security ŁRule Class Security ŁAvailable Budget ŁMust be within same chart Fields Descriptions Retrieve Template Pull-down list of available templates. Transaction Date Date that the transaction is re corded to the General Ledger. Journal Type Rule class used to complete the document: BD01 Permanent Adopted Budget BD02 Permanent Budget Adjustments BD04 Temporary Budget Adjustments Transfer Amount Amount that will be transferred from one FOAPAL (with enough budget) to another FOAPAL. /nAugust 2014Banner Finance Self-Service 8.7 2-49 User GuideFinance Queries and Transactions Document Amount Calculated hash total of th e amount being transferred. ChartChart of account to which the FOAPAL values belong. This is a required field. Index Predefined set of FOAPAL va lues created in Banner. Since the Web does not do online de faulting, you must select Complete to re-default the F OAPAL values associated with the Index. After this is done, you can change or add required values.Fund Code associated with the Fund from which the budgeted funds will be transferred or take n. This is a required field.Organization Code associated with the Organization to which the budgeted funds will be transfe rred or taken from. This is a required field. AccountCode associated with the Account to which the budgeted funds will be transferred or ta ken from. This is a required field.ProgramCode associated with the Prog ram to which the budgeted funds will be transferred or ta ken from. This is a required field.ActivityCode associated with the Activ ity that the budgeted funds will be transferred to or taken from. Location Code associated with the Loca tion that the budgeted funds will be transferred to or taken from. D/C IndicatorIndicator that tells the form to add or subtract the amounts from a given FOAPAL. Description Free-form description of the transfer. Budget Period Budget period in which the transfer will be recorded. Save as Template Name by which you want to save this transaction. You may save it as personal or shared. A personal template can be retrieved and used only by the person who created it. A shared template can be retr ieved and used by other Web users. Note: Different capitalization cannot be used to save the same template name mult iple times. That is, MyTemplate and mytemplate are equivalent names. Fields Descriptions /n2-50 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Multiple Line Budget Transfer The Multiple Line Budget Transfer function is the same as the Budg et Transfer function except that it allows Budget transfers betwee n up to five FOAPALs for different charts. In each document created, the pluses (transfe rs to) must equal the minuses (transfers from). These amounts must offset one another and add up to the Document Amount. This form does not allow completion of docu ments using rule classes that are not self- balancing. Shared If this check box is selected, the template is saved as a shared template and all users can retrieve and use the template. If this check box is not selecte d, the template is saved as a personal template and is only retrievable by the person who created it. CompleteValidates all entered fields. If a ll dates, fields, and data are valid, the document will be sent to posting. Chart of Accounts Code Pull-down list provides choices for specific chart of accounts codes. Type Pull-down list displays searchabl e types of codes associated with the chart of accounts code selected in the previous field. Code CriteriaOptional field that can be used to limit search; you can use a wildcard (%) in this field. Title Criteria Optional field that can be used to limit search; you can use a wildcard (%) in this field. Maximum rows to return Number of possible matches to display. Default value is 10.Execute Query Select this button to submit your query. Fields Descriptions Retrieve Template Pull-down list of available templates. Transaction Date Date that the transaction is re corded to the General Ledger. Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-51 User GuideFinance Queries and Transactions Journal Type Rule class used to complete the document: BD01 Permanent Adopted Budget BD02 Permanent Budget Adjustments BD04 Temporary Budget Adjustments Document Amount Hash total of the amount being transferred. ChartChart of account to which the FOAPAL values belong. This is a required field. Index Predefined set of FOAPAL va lues created in Banner. Since the Web does not do online de faulting, you must select Complete to re-default the FOAPAL values associated with the Index. After this is done, you can change or add required values.Fund Code associated with the Fund from which the budgeted funds will be transferred or take n. This is a required field.Organization Code associated with the Organization to which the budgeted funds will be transfe rred or taken from. This is a required field. AccountCode associated with the Account to which the budgeted funds will be transferred or ta ken from. This is a required field.ProgramCode associated with the Prog ram to which the budgeted funds will be transferred or ta ken from. This is a required field.ActivityCode associated with the Activ ity that the budgeted funds will be transferred to or taken from. Location Code associated with the Loca tion that the budgeted funds will be transferred to or taken from. Amount Amount to transfer to or take from this FOAPAL. D/C IndicatorIndicator that tells the form to add or subtract the amounts from a given FOAPAL. Total debit (+) amounts must equal total credit (-)amounts. Description Free-form description of the transfer. Budget Period Budget period in which the transfer will be recorded. Fields Descriptions /n2-52 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Budget Development You can access the menu for Finance Budget Development from the Finance menu. The following options are available. ŁfiMy Worksheets fl on page2-53 ŁfiCreate Budget Development Queryfl on page2-54 ŁfiCreate Budget Worksheet fl on page2-58 Save as Template Name by which you want to save this transaction. You may save it as personal or shared. A personal template can be retrieved and used only by the person who created it. A shared template can be retr ieved and used by other Web users. Note: Different capitalization cannot be used to save the same template name mult iple times. That is, MyTemplate and mytemplate are equivalent names. Shared If this check box is selected, the template is saved as a shared template and all users can retrieve and use the template. If this check box is not selecte d, the template is saved as a personal template and is only retrievable by the person who created it. CompleteValidates all entered fields. If a ll dates, fields, and data are valid, the document will be sent to posting. Chart of Accounts Code Pull-down list provides choices for specific chart of accounts codes. Type Pull-down list displays searchabl e types of codes associated with the chart of accounts code selected in the previous field. Code CriteriaOptional field that can be used to limit search; you can use a wildcard (%) in this field. Title Criteria Optional field that can be used to limit search; you can use a wildcard (%) in this field. Maximum rows to return Number of possible matches to display. Default value is 10.Execute Query Select this button to submit your query. Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-53 User GuideFinance Queries and Transactions ŁfiMaintain Organization Lock fl on page2-66 ŁfiSalary Plannerfl on page2-69 My Worksheets You can use the My Worksheet page to view your worksheets and access your information quickly without having to repe atedly enter values in the parameter pages selecting Budget Types and Account Types for display. If you have default values stored in FOBPRTO, those values will be used to populate the My Worksheets web page with selectable record s. If you have no default values stored, or to create a different wo rksheet, you may click Add Worksheet to create the desired budget worksheet selection. Fields/Check Boxes Required Optional NotesChart of Accountsx Budget ID xBudget Phasex Adopted Budget Retrieved from user default. Permanent Budget Adjustments Retrieved from user default. Temporary Adopted Retrieved from user default. Temporary Adjustments Retrieved from user default. Budget Duration Code Retrieved from user default. Display Fin Mgr from Retrieved from user default. Revenue Accounts Retrieved from user default. Labor Accounts Retrieved from user default. Expenses Retrieved from user default. Transfers Retrieved from user default. Deleted ItemsRetrieved from user default. /n2-54 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Create Budget Development Query You can query Budget De velopment information in the Budget Line Table (FBBBLIN). If Self Service Budget Development History is enabled on FOASYSC, you may include rows on the self-service display that have been deleted. NoteA warning message will display on the budget query results page if the budget/phase combination you entered is closed. Creating a Budget Development Query 1.From the Finance main menu , select Budget Development. 2.Select Create Budget Development Query. 3.Choose either Create a New Budget Query or Retrieve Existing Budget Query. 4.Select the columns you want to display on the report: Check Boxes/Radio Buttons DescriptionAdopted Budget Original adopted budgetPermanent Budget Adjustments Permanent adjustments during the year Temporary Adopted Temporary adjustments to the adopted budget. Temporary Adjustments Temporary adjustments to the budget during the year. Base Budget and Cumulative Change Base Budget - Initial proposed budget from the Operating Ledger when th e Budget Build process (FBRBDBB) was run. Cumulative Change - Difference between the Proposed Budget amount and the Base Budget amount. Lock Status Select this check box to display the current lock status.Current lock status is displayed only for an organization hierarchy query. /nAugust 2014Banner Finance Self-Service 8.7 2-55 User GuideFinance Queries and Transactions 5.Enter your parameters as indicated in the following chart: Organization Hierarchy Select this option to genera te a display that begins with a summary by organization. Line Item Detail Select this option to produce a listing of individual budget line rows that match your parameter criteria. Fields/Check Boxes Required Optional NotesChart of Accountsx Budget ID xBudget Phasex Comparison Budget IDCan enter an additional ID and Budget Phase for comparison. (only for organization hierarchy, not line item detail) Comparison Budget PhaseCan enter an additional ID and Budget Phase for comparison. (only for organization hierarchy, not line item detail) Index xFund xWildcard ( %) allowed Organization x (Organizat ion Hierarchy)x (Line Item Detail) Wildcard ( %) allowed (except for the Organization in Organization Hierarchy) AccountxWildcard ( %) allowed ProgramxWildcard ( %) allowed Activity xCan use a specific value including the wildcard (%).Can use the wildcard (%) alone to indicate all values.Null matches null in the Budget Lines table. Check Boxes/Radio Buttons Description/n2-56 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions LocationxCan use a specific value including the wildcard (%).Can use the wildcard (%) alone to indicate all values.Null matches null in the Budget Lines table. Budget Duration Codex Choices include: Permanent budget Temporary budget All Display Fin Mgr from Choices include: NoneOrganization FundRevenue Accounts xIf this check box is selected, revenue accounts based on internal account type 50 are included in the query. Labor Accounts xIf this check box is selected, labor accounts based on internal account type 60 are included in the query. Expenses xIf this check box is selected, expenses based on internal account type 70 are included in the query. Transfers xIf this check box is selected, transfers based on internal account type 80 are included in the query. Deleted ItemsxIf this check box is selected and Self Service Budget Development History is selected on FOASYSC, deleted rows are displayed in the query. Fields/Check Boxes Required Optional Notes/nAugust 2014Banner Finance Self-Service 8.7 2-57 User GuideFinance Queries and Transactions Budget Developmen t Query Sections This report is divided into three sections: ŁReport Parameters - The pa rameters you entered are displayed in this section. Displayed budget information is based on these parameters. ŁQuery Results -The level of Budget Development security you are assigned determines what information you are able to view. Information you are not authorized to query will not display. ŁFor an Organizational Hierarchy query, the Query Results section displays lines for all successor organizations, but includes dollar amounts only for levels you are authorized to query. You can drill down to line item deta il by selecting underscored items, or select one of the download options and download data to a spreadsheet. ŁFor a Line Item Detail query, the Qu ery Results section displays information only for organizations you are authorized to query. ŁAction buttons:ŁDownload all Columns enables you to download all the budget line columns to a spreadsheet. ŁDownload Selected Columns enables you to download the displayed columns to a spreadsheet. If you want this query to be accessed by another user, select Shared .Save your query by entering a name for it in the Save Query As field and selecting the button, or select Another Query to return to the first pa rameter page of the query. Save Query As:xEnter a name for the query you have created, then select Submit to process your query and display the budget information. Shared xSelect this check box if you want the query to be saved as a shared query. A shared query can be retrieved by any user. A personal query can be retrieved only by the user who created it. Fields/Check Boxes Required Optional Notes/n2-58 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Create Budget Worksheet You can create a budget worksheet that accesses data in the Budget Line table (FBBBLIN). Although the worksheet can accommodate a maximum of 999 budget lines, you will probably want to enter different pa rameters to produce output that is more manageable. Use this worksheet as a tool to create what if scenarios and determin e the impact changes have on your institution's budg et before you incorporate these changes into your budget. For example, you can make changes to line ite ms and run different calculations by amount or percent. You can continue and accumulate these calculations. You can then post, or discard, the results. If Self Service Budget Development History is enabled on FOASYSC, you may include rows on the self-service display that have been deleted. NoteDo not select the browser's Refresh or Back arrow when you are navigating in a worksheet. This may af fect the results of any calculations not yet posted to the database. Creating a Budget Worksheet 1.Select the Create Budget Worksheet option. 2.Select either Create a New Worksheet qu ery or Retrieve Existing Worksheet Query. 3.If you are creating a new work sheet, choose the columns you want to display on the worksheet by selecting the ap propriate check box(es), as summarized in the following chart. The base amount and current pr oposed amount are always included. 4.Select Continue . Check Boxes DescriptionAdopted Budget Original adopted budgetPermanent Budget Adjustments Permanent adjustments during the year Temporary Adopted Temporary adjustments to the adopted budget. Temporary Adjustments Temporary adjustments to the budget during the year. /nAugust 2014Banner Finance Self-Service 8.7 2-59 User GuideFinance Queries and Transactions 5.Select the appropriate Chart of Acco unts, Budget ID and Phase, Fund, and Organization to include on the worksheet. In formation about the choices on this page is summarized in the following table. Fields/Check Boxes Required Optional NotesChart of Accountsx Budget ID xYou can only use existing Budget IDs or phases as defined on the Operating Budget Maintenance form (FTMOBUD).Budget Phasex You can only use existing Budget IDs or phases as defined on the Operating Budget Maintenance form (FTMOBUD).Index xFund xYou must have posting access at, or above, the fund and organization you are trying to view. Organization xYou must have posting access at, or above, the fund and organization you are trying to view. AccountxWildcard ( %) permitted, or leave null to include all records. ProgramxWildcard ( %) permitted, or leave null to include all records. Activity xCan use a specific value. Null matches null in the Budget Lines table. LocationxCan use a specific value. Null matches null in the Budget Lines table. /n2-60 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Budget Duration Codex Choices include: Permanent budget Temporary budget All Display Fin Mgr from Choices include: NoneOrganization FundRevenue Accounts xIf this check box is selected, revenue accounts based on internal account type 50 will be included on the worksheet. Labor Accounts xIf this check box is selected, labor accounts based on internal account type 60 will be included on the worksheet. Expenses xIf this check box is selected, expenses based on internal account type 70 will be included on the worksheet. Transfers xIf this check box is selected, transfers based on internal account type 80 will be included on the worksheet. Deleted ItemsxIf this check box is selected and Self Service Budget Development History is selected on FOASYSC, deleted rows will display on the worksheet. If you do not select this check box, any deleted items will be included in the summary line only. Fields/Check Boxes Required Optional Notes/nAugust 2014Banner Finance Self-Service 8.7 2-61 User GuideFinance Queries and Transactions 6.Select Submit. The system verifies the validity of the entered FOAPAL, Budget ID and Budget Phase, and disp lays the budget information. 7.The worksheet is displayed. Budget Development Worksheet Sections The following sections are displayed on the Budget Development Worksheet: ŁWorksheet Parameters ŁMass Change Parameters ŁWorksheet ŁNew Row ŁAction Buttons (no heading)ŁSummary Totals Worksheet Parameters Parameters you entered are summarized in this section, including the level 2 fund type. The worksheet displays the current propo sed budget based on these parameters. Information is sorted by Program Leve l 2 Account Type, Account, and Duration. The following situations result in warning messages: ŁIf any other user has accessed this budget in the past four hours, you receive a warning message.To address access for co ncurrent users, you may want to customize the value of the within_hours variable in bwfkbws1. This variable is set to 4 initially. Save Query As:x To save the worksheet parameters you have entered as a template, enter a name in this field. Shared xSelect this check box if you want the information you entered in the Save Query As field to be Shared.A Shared query can be retrieved by any user. A Personal query can be retrieved only by the user who created it. Fields/Check Boxes Required Optional Notes/n2-62 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions ŁIf this is a new budget, you receive a wa rning message that this combination of FOAPAL elements does not currently exist. ŁIf the organization is locked, and you have posting access to a predecessor organization that is unlocked, you receive a warning message that the organization you are looking at is lo cked, but you will still be able to make changes. ŁIf the organization is locked, and you do not have posting access to a predecessor organization that is unlocked, you receive an error message that everything is locked and will not be able to make changes.Mass Change Parameters (and Line Item Changes) You can calculate mass changes to Budget Deve lopment data in this section. Changes to specific lines are made within the actual worksheet. Some information cannot be edited, such as original FOAPAL, Original Budget, Permanent Transfers/Revisions and Present Budget detail columns. Mass Changes Mass changes apply to all rows in the worksheet that do not have line-specific changes. Tip To round all of the entries in an existing budget, enter a zero as the amount, check the percent bo x, and select Calculate. ŁTo make changes to all items on the wo rksheet, enter info rmation in the Mass Change Parameters section. Mass ch anges are not saved until you select Post. ŁIf you enter an amount in the Change Value field, leave the Percent check box blank, and choose Calculate , the system adds (or subtracts) this dollar amount to the new budget. You can enter either a positive or a negative amount. ŁIf you enter a value in the Change Value field, then select the Percent check box, the system multiplies this percent by the New Budget amount and increases, or decreases, the New Budget amount accordingly. You can enter either a positive or a negative amount. The result is rounded based on the selections you made in the Round To Nearest section. Line Item Changes Line item changes override mass changes during calculation. To make changes to specific line items on the worksh eet, navigate to the Change Value column fo r the item. Line item changes are not saved until you select Post. ŁIf you enter an amount in the Change Value column, leave the Percent check box blank, and choose Calculate , the system adds (or subtracts) this dollar amount to the new budget. The new budget is initialized to the proposed budget the first time the worksheet is created. /nAugust 2014Banner Finance Self-Service 8.7 2-63 User GuideFinance Queries and Transactions ŁIf you enter a value in the Change Value column, then select the Percent check box, the system multiplies this percent by the New Budget amount and increases, or decreases, the New Budget amount accordingly. The result is rounded based on the selections you made in the Round To Nearest section. Worksheet Fields Descriptions Status Indicates if this budget line was built from the Operating Ledger ( OPAL ), Position Control ( POSN), Salary Planner (SALP), or added ( NEW), and marks deleted rows (DEL).Note: If the SALP status is displayed, you will not be able to update that line item outside of Salary Planner in Self- Service Budget Development. Text Indicates if text exists. To view or enter text, select the hypertext link in the account code field. ProgramProgram code. Account Type/Code Account Type (left-justified) and Account Code (right- justified) Title Account Type or Account Code description. Base Budget Amount captured as the proposed budget when the Budget Build process (FBRBDBB) was run initially. Budget Duration Code Type of budget: Permanent or Temporary. Proposed Budget Latest proposed budget posted to the Budget Line table (FBBBLIN).Change Value Amount by which you want to change this line item. PercentAssociated with Change Value field. If selected, indicates that the line item should be changed by a specified percentage amount. Cumulative ChangeDifference between the Base Budget and the New Budget amounts /n2-64 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions New Row In this section you can enter new line items into the budget. You need to enter program, account code, duration, and proposed budget amount information for each item. Use the link for Account/Program Code lookup to search for codes. You can only use Operating accounts and codes that match the parameters you used when creating the worksheet. If Self Service Budget Development History is enabled on FOASYSC and you add a row that was previously deleted, the amounts captured during the Budget Build, and any text, are retained. Select Calculate to validate the information you ente red and move the new rows into the worksheet. Repeat this action to add more than five rows. New rows are not saved until you select Post.NoteFOAPAL validation is based on the Activation Date of the Budget, or the system date if the activati on date does not exist .Action Buttons (Untitled) The following action buttons appear beneath the worksheet. New Budget Current proposed budget, including changes from this session that are not yet posted. The new budget is initialized to the proposed budget when the worksheet is created. Delete Record Check box that, when selected, changes the new budget amount for this line item to .00 and marks the item for deletion. Button Description Requery Requery information last posted to the Budget Line table and discard current calculations from this session .Calculate Calculate changes, additions, an d deletions as many times as you choose, without saving or recording each change. PostPost revised budget amounts to the Budget Line table (FBBBLIN) and, if Self Service Budget Development History is enabled on FOASYSC, post a reco rd to the Budget History table (FBRAUDT). Fields Descriptions /nAugust 2014Banner Finance Self-Service 8.7 2-65 User GuideFinance Queries and Transactions Summary Totals This section provides a summary of the inform ation provided in the worksheet. Subtotals are listed by Level 2 and Level 1 Account Type. NoteNet is calculated as Revenues less Ex penses less Labor less Transfers. If Self Service Budget Development History is enabled on FOASYSC, deleted rows are included in this section that may impact bo th the Base Budget and the Cumulative Change columns. Changing a Budget Worksheet You can modify a worksheet by deleting specific rows, associating text with specific line items. You can also make changes to specific line items. For information on Line Item changes, please refer to fiMass Change Parameters (and Line Item Changes) fl on page2-62 .Deleting RowsTo delete rows from the worksheet, select the Delete Record check box, then select Calculate. This changes the balance to zer o and marks the row for deletion. Deleted rows are not deleted until you select Post.After deleted rows have been posted, if Self Service Budget Development History is enabled on FOASYSC, a record is written to the Budget Line Audit History table (FBRAUDT). To include detailed information about a deleted record on your worksheet, you must select the Deleted Items check box on the query criteria page. If you did not include Deleted Items in your worksheet, a summary by account type that includes deleted rows displa ys at the bottom of the worksheet page section. Download All Worksheet ColumnsDownload all columns of the worksheet to a spreadsheet. Download Selected Worksheet Columns Download the specific columns you chose on the parameter page to a spreadsheet. Button Description /n2-66 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions Adding Free-Form Text to Records You can add free-form text to any budget line item on the worksheet. 1.On the Budget Development Worksheet, se lect the account code link. The Budget Development Text page displays. 2.Enter text in the appropriate box and select Save .After you enter text for a record, the Text column on the worksh eet will continue to display an N until you select Calculate, Post, or Requery. You can access the text from the account code link and make additional changes. Maintain Organization Lock Use the Maintain Organization lock option to prevent (lock) or permit (unlock) any changes to a Chart, Budget ID, Phase, and Or ganization combination so that no additional changes can be posted via the Bu dget Development Worksheet. NoteYou must have posting authority to a predecessor organization to be able to access and/or change the lock status of an organization. Lock and Unlock - Description Lock means to prevent changes; unlock means to permit changes. The locking process has a cascading effect; when you lock or unlock a higher organization, the others, beneath it, are locked or unlocked too. You can selectively unlock organizations beneath a locked organization, if you have the appropriate access.If any organization above your highest access level is locked, you will not be able to change lock statuses. Authority passes up the hierarchy. For exampl e, assume that an organization is locked. If you have access to an unlocked organizatio n above the locked organization, you will receive a warning message, but will still be able to make changes. Setting up an Organization Lock 1.Select the Maintain Organization Lock option. 2.Enter the parameters indicated in the following chart./nAugust 2014Banner Finance Self-Service 8.7 2-67 User GuideFinance Queries and Transactions Fields/Check Boxes Required Optional NotesChart of Accountsx Budget ID xPhases xSelect the Default Phases button to default existing phase information from the Budget ID. To enter a combination of your own phase information and default information, select the Default Phases button before entering phase information. Depressing this button overwrites any data that already exist in these fields.A warning is displayed if the budget phase combination is closed. You will still, however, be able to update the status of the organizations for this combination.Organization xEnter a specific organization or leave this field blank to retrieve the highest-level organization(s) for which you have authority. If an organization is entered here, the lock page will start as follows: ŁWith this organization if you have the authority ŁWith all the immediate successor organizations if you have Posting authority for that organization, but not higher ŁWith an error if you do not have authority /n2-68 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions 3.Select Submit. A summary page displays the parameters you selected and the organization's lock status. 4.You can change the status of each phase that appears in the Organization Lock Status section. 4.1. Select the Review button to look over the parameters and your pending changes. If you like, you can make additional changes by using the back button on your browser and redoing your selection(s).You can continue to toggle back and forth and make additional changes until you are satisfied with the results. 4.2. Select the Update button to apply your change to the database. Budget Development History You can review budget development changes if Self Service Budget Development History is enabled on FOASYSC. This is a listin g of all posted changes made to a line item as budgets are revised via the Self-Service worksheet. Reviewing History To review the history for a budget line item, choose the link for a Prop osed Budget amount from the Budget Development worksheet or from the budget query page labelled Line Item Detail.Budget Development History Sections The budget development history contains the following sections. ŁReport Parameters - Summary of parameters that you entered. ŁQuery Results - All changes made to the selected budget line item, in descending order by date and time. That is, the most recent changes appear first. Status xChoose Locked , Unlocked, or All. If you choose a specific status, only records matching that status will display. If you drill down through the hierarchy and don't see the records you need, you can always go back and change the parameters you selected on this page. Fields/Check Boxes Required Optional Notes/nAugust 2014Banner Finance Self-Service 8.7 2-69 User GuideFinance Queries and Transactions Salary Planner You may click Salary Planner to access the Salary Planner menu. Delete Finance Template Delete Finance Template is an option on th e Finance Menu that enables you to delete templates or queries. This can be helpful when you rename templates and want to remove the original through the user interface. The ability to dele te templates depends on the privileges associated with your user ID. ŁIf you are a Finance User assigned the Finance Data Tailor Role, you can delete both your own and others™ templates or queries, both shared and personal. ŁIf you are a Finance User not assigned the Finance Data Tailor Role, you can delete only your own, personal templates or queries. Use the following steps to delete templates or queries: 1.Select the Delete Finance Template option from the menu. A page is displayed where you can enter pa rameters. The parameters differ, depending on your user privileges. 2.Enter the desired informatio n for each parameter descri bed in the following chart: Parameters Descriptions User IDUser ID associated with the query or template you want to delete. The default value is All .This field is displayed only for users assigned the Finance Data Tailor Role. Template/Query Name Name of the template or query that you want to delete. You can use a wildcard ( %) in this field if you know only part of the name. For example, enter %PO% to display templates or queries whose name contains the text string PO./n2-70 Banner Finance Self-Service 8.7 August 2014User GuideFinance Queries and Transactions 3.Select the Submit Query button. The results page displays th e parameters you chose in a box at the top of the page. 4.Check the Delete check box for each template or query you wish to delete, or use the Select All button at the bottom of the page to mark all templates and queries for deletion. 5.Select the Delete button to permanently delete your selections. Template/Query Type Type of template or query that you want to retrieve. For example, select Purchase Order from the pull- down list to display templates or queries for purchase orders. Shared Shared indicator. Yes Display only shared templates or queries that meet the other entered criteria. NoDisplay only personal templates or queries. All Display both shared an d personal templates and queries. This field is displayed only for users assigned the Finance Data Tailor Role. Parameters Descriptions /nAugust 2014 Banner Finance Self-Service 8.7 3-1User GuideInterfaces3Interfaces This chapter details the interfa ces from other Banner systems to the Banner Finance Self- Service System.ŁfiSalary Plannerfl on page3-1 Salary Planner Position budgets from Salary Planner in Employee Self-Service are automatically interfaced to Budget Developm ent worksheets in Finance Self-Service to provide budget development users the ability to review their departmental budgets in their entirety, including labor amounts.Overview Control of the automatic updating of labor amo unts is set up in Salary Planner. Scenarios within Salary Planner may be identified to update budget development and post to Pool Accounts, if desired. For more information, please see the Employee Self-Service 8.4 User Guide.Postings from Salary Planner will insert, update or delete based on the following: ŁIf a record to be posted does not exis t in FBBBLIN, it would be treated as an INSERT with an Origin of SALP. ŁIf a record to be posted exists in FBBBL IN, it will be overwritten and the Origin changed to SALP, even if the previous Origin was not SALP (i.e. NEW, OPAL, POSN, Null).ŁIf a record is removed as part of the Add/De lete logic in Salary Planner processing, the FBBBLIN record will be set to zero. If the use of Pool Accounts has been selected in Salary Planne r, the posting logic will look for a Pool Account value associated with the labor distribution account: 1.Use the chart and budget fiscal ye ar from the Salary Planner Extract. 2.Find the Begin and End Date from Fiscal Year Form (NBAFISC) for the chart and fiscal year. /n3-2Banner Finance Self-Service 8.7 August 2014User GuideInterfaces 3.If System Date is less than the budget fi scal year Begin Date, select the effective dated record that is equal to the budget fiscal year Begin Date, however, if no record is found, select the latest effective dated record that is less than the budget fiscal year Begin Date.4.If System Date is equal to or greater than the budget fiscal year Begin Date, select the latest effective dated record that is less than or equal to the System Date. NoteMaking changes to Pool Accounts with in the fiscal year and budget period is highly discouraged. If automatic posting from Salary Planner is being used, records may not be cleared and reposted properly. Changes to Pool Accounts should be effective the first day of a new fiscal year. Process Flow Postings to Budget Development will follow the Budget ID and Phase associated with the Salary Planner Extract. This is set up on the Salary Planner Extract Rules Form (NTRSPEX) in Banner. NoteBudget ID and Phases must be coordinated by the Budget Office to ensure Salary Planner budgets will be posted to the correct budget development records for combined overall budget views. Master Salary Planner The Budget Office, or Master Salary Planner, can set indicators when creating a scenario in Salary Planner. They can set it to update Budget Development and also to post to pool accounts, if desired. If set to update, Proposed Position Budget Amounts will be posted to Budget Development (into the FBBBLIN table) when the Scenario is created in Salary Planner. If audit history is being capt ured, an entry to the history table ( FBRAUDT ) will also occur. Budget Manager A Budget Manager may make changes within Salary Planner. If the Scenario being changed is set to update Budget Development, any changed, new, or deleted position budget or labor distribution will be automatic ally posted. Deletions from Salary Planner will not result in a DEL record in the Finance Budget Development Worksheet, but a change/update to zero. The DEL status is reserved for deletions from the Finance Self- Service page. All Position Budget Amount changes must be made in Salary Planner. /nAugust 2014Banner Finance Self-Service 8.7 3-3User GuideInterfacesFinance Budget UserThe Proposed Budget Amounts may be viewed on the Budget Development Query or Budget Worksheet pages. Records posted from Salary Planner will have a Status (Origin) of SALP displayed on the Budget Worksheet, and the User ID associated with these postings will be SALPLAN . These records may not be modified within Self-Service Budget Development, therefore, changes must be made in Salary Planner. NoteSalary Planner amounts may be zeroed out in Budget Development when running the Salary Plan ner Upload Process (NBPSPUP) if the position budgets amounts will be fed to Budget Development with FBRFEED for example. This allows your institution the flexibility to decide whether it is appropriate to keep Salary Planner labor budgets (SALP origin) in Budget Development for future viewing. /n3-4Banner Finance Self-Service 8.7 August 2014User GuideInterfaces /n

Banner_Finance_Self-Service_User_Guide_8.7.pdf (331.4 KB)
Helpful?

Related Articles: