Kent State University Accounts Payable Queries

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Kent State UniversityAccounts Payable Queries
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Agenda

• Overview of query functions in Banner Finance
  Accounts Payable
• Search for Accounts Payable information by vendor
  using the FAIVNDH and FAIVINV forms
• Search for Accounts Payable invoices by index
  from FGITRND
• Search for purchase order information on the
  FPIPURR and FGIENCD forms

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Session Objectives

• To understand basic query functions in Banner.
• To be familiar with several Banner Finance forms
  that can be used to obtain information on
  invoices and related documents.
• To be aware of the invoice document images that
  can be accessed from the Accounts Payable forms
  in Banner

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Query Forms

• Banner Finance has powerful query features that
  enable users to search for and locate records
  based on the contents of one or more fields in a
  form.
• All forms which have an I in the third position
  of their name are Inquiry/Query forms and are
  already in query mode when you open them.
• FAIVNDH, FAIVINV, FGITRND, FGIBDST

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How to use the Banner Finance AP Query Forms

• If you can move the cursor to a field on a query
  form, you can query information in that field.
• You can enter search criteria on multiple fields
  on a form (such as vendor number AND fiscal
  year).
• Vendor names are entered with a capital first
  letter followed by lower case and Banner is case
  sensitive. (Entering DELL will not bring up the
  vendor if the name is correctly listed as Dell.
  )
• The Percent Sign is a wildcard that represents
  any number of characters.
• All entries that begin with De De
• All entries that contain De De

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How to use the Banner Finance AP Query Forms

• It is suggested that you keep the search criteria
  as broad as possible, then narrow the search if
  too many records are returned.

• Once you have entered all the search criteria on
  the form, the Execute Query function must be
  performed.

• Banner will search the appropriate database using
  the search criteria you entered. When it has
  retrieved all the records that match the search
  criteria, it displays them on the form.

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Searching for Vendor Invoices in Banner
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Searching for AP Information by Vendor

• The Banner Form FAIVNDH
• Vendor Detail History form FAIVNDH provides the
  searching capability by vendor name or number and
  returns a list of invoices, amounts, due dates,
  and check paid dates.
• The Banner Form FAIVINV
• Vendor Invoice Query form FAIVINV provides the
  searching capability by vendor name or number but
  limits the information found by the document
  information entered.

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The Banner Form FAIVNDH

• Access the Vendor Detail History Form (FAIVNDH).

• When the form appears, the cursor will be
  located in the Vendor Number field. This
  field should be BLANK when searching for
  a vendor.

Press the search key,
then choose Entity Name/ID Search
(FTIIDEN) from the pop up window that appears.
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The Banner Form FAIVNDH

• With the cursor in the Last Name field, spell the
  beginning of the vendors name and end with a
  percent sign (), which is a wild card sign.
  Lets search for the vendor Dell by entering
  Dell in the Last Name field.

Select the Execute Query icon to search for
vendors that match the search criteria entered.

Remember that the database is case sensitive and
the first letter of the name should be
capitalized.
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The Banner Form FAIVNDH
Use the arrow key to highlight the vendor you
want in the list that appears. Double click in
the ID number field of the vendor you want to
select.

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RESULTS OF SEARCH ON FAIVNDH
4. You will be returned to the FAIVNDH form and
the vendor number field will be populated with
the vendor number you selected from the search.
Perform a Next Block function to populate the
block form.
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RESULTS OF SEARCH ON FAIVNDH
The FAIVNDH form will be populated with all
the vendor invoice numbers, internal (Kent State)
invoice numbers, amounts, due dates, check dates
and check numbers (for invoices that have been
paid).
The FAIVNDH form also provides fields to indicate
whether an invoice document is approved, open or
paid, cancelled or a credit memo.
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SEARCHING ON FAIVNDH
5. To view more information about a specific
invoice in the list, put the cursor on the
invoice, go to the Options menu and select View
Invoice Information.
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SEARCHING ON FAIVNDH
The FAIINVE (Invoice / Credit Memo Header)
form will then display. The document field is
populated with the invoice number. Perform a
Next Block function to complete the FAIINVE form.
The FAIINVE form will appear.
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SEARCHING ON FAIVNDH
6. Next, go to the Options menu and select
Accounting Amounts. The accounting codes for the
invoice will appear.
Select the BLACK X icon to return to the FAIVNDH
form
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SEARCHING ON FAIVNDH
7. Next, go to the Options menu and select View
Vendor Invoice. The FAIVINV form appears with
vendor invoice number, date and PO number.
Line Item Detail on invoice charges
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Accessing Invoice Images
Users with imaging access will be able to view
the invoice image by selecting the Banner Xtender
Solutions Icon.
Authorized users can access invoice document
images by selecting the icon shown above.
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Accessing Invoice Images
Authorized users will see a screen with a link to
the related invoice document image.
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Accessing Invoice Images
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Accessing Invoice Images
Business support staff at Kent State with a
business need to view invoice document images can
request access to the WebXtender software by
contacting Katie Brown Manager - Procurement /
Payments extension 2-8649 kcarl_at_kent.edu
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SEARCHING ON FAIVNDH
Select the BLACK X icon to return to the FAIVNDH
form
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Searching on FAIVINV

• Access the Vendor Invoice Query Form (FAIVINV).

• The cursor will be located in the Vendor field.
  This field should be BLANK to look up the vendor
  invoice. If old vendor information is shown,
  clear it from the field. After verifying that
  the field is blank, press the down arrow next to
  the vendor field to access the search function.

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Searching on FAIVINV

• With the cursor in the Last Name field, spell the
  beginning of the vendors name and end with a
  percent sign (), which is a wild card sign.
  Lets search for the vendor Grainger by entering
  Graing in the Last Name field.

Select the Execute Query icon to search for
vendors that match the search criteria entered.
Remember that the database is case sensitive and
the first letter of the name should be
capitalized.
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Searching on FAIVINV

• Use the arrow key to highlight the vendor you
  want in the list that appears. Double click in
  the ID number field of the vendor you want to
  select.

5. The FAIVINV form will show the vendor number
you selected in the vendor field. .
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Searching on FAIVINV
6. Now we need to first perform a Next Block
function, then select the Execute Query Icon.
Invoices related to the selected vendor
will populate the below form one invoice at a
time.
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Searching on FAIVINV
7. By scrolling through the invoice documents
shown in the key block, you can view the
information on each invoice.
First invoice in the list
Helpful Hint You can cycle through the screens
available through the Options menu by using the
Next Record function (either the icon on the
toolbar or the keyboard shortcut PageDown).
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Searching on FAIVINV
8. To get more information about an invoice
shown on the FAIVINV form go to the Options menu
and select Document Query FAIINVE.
9. The document number appears on the FAIINVE
form. Perform a Next Block function.
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Searching on FAIVINV
10. Form FAIINVE is completed with the invoice
header information such as the vendors address,
for the specific invoice selected.
Use the Options menu to drill down for more
information about an invoice by linking to other
Banner forms.
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• Search for Accounts Payable
• invoices by index
• using the FGITRND form

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Researching Transactions -FGITRND
To get a list of all Accounts Payable invoices
for a department for a month, go to the FGITRND
form, enter the Index value and the fiscal month
in the key block and perform a Next Block
function.
July 01 January 07 June 12
The cursor will be in the detail block of the
query form. Tab to the Document field and enter
I.
Then press the Execute Query icon.
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Researching Transactions -FGITRND
The FGITRND form will provide a list of all the
transactions that met the search criteria entered
index, month and document that starts with an
I.
The detail of each individual invoice shown on
the FGITRND form can be accessed through the
Options menu, Query Document option.
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Search for purchase order information on the
FPIPURR and FGIENCD forms
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FPIPURR provides the user with the ability to
view Change or Current Purchase Order
information.
Enter purchase order P8000023 as an example and
perform a Next Block function.
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Helpful Hint You can cycle through the screens
available from the Options menu by using the Next
Block function (either the icon on the toolbar or
the keyboard shortcut Ctrl-PageDown).
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• The Detail Encumbrance Activity Form (FGIENCD)
• allows you to view the information on a
  particular
• encumbrance. After accessing the FGIENCD form,
  do the
• following
• Click the Search button by the Encumbrance field
  to open the Encumbrance List Form (FGIENCB) which
  provides a list of encumbrance numbers, along
  with their descriptions, balances, and date
  information.
• Click the Enter Query button.
• TAB to advance to the Description field and type
  all or part of the name using wild card
  characters ( or _) as necessary. NOTE This is
  a case-sensitive query.
• Click the Execute Query button to display the
  query results.

Enter Miller in the Description field to find
encumbrances that contain the word Miller.
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• Double-click the appropriate encumbrance to
  select it and return to FGIENCD where the
  document number displays in the Encumbrance
  field.
• Click the Next Block button. The form will
  display encumbrance information and activity. For
  documents with multiple sequences, be sure to
  scroll to see the information for each sequence.
  Note the Status field showing a C (Closed) or O
  (Open) status.
• Select the BLACK X icon to return to the main
  menu.

Accounting information
Transaction detail
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Review of Accounts Payable Forms
Invoices
Checks
Vendors
Purchase Orders
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• Review of AP Topics Covered

• FAIVNDH - Vendor Detail History
• FAIVINV - Vendor Invoices
• Invoice Document Images - Banner Xtender
  Solutions
• Search for Accounts Payable invoices by index
  from FGITRND
• Search for purchase order information on the
  FPIPURR and FGIENCD forms
• Use the Options menu to find additional
  information

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Intro to Banner Finance Review

• Remember
• Index and Account
• Banner Finance Forms including Query Forms
• The Options Menu
• Next Block and Tab
• Handouts and Job Aids
• Additional Intro to Banner Finance Training
  Sessions
• Advanced Banner Finance Training Sessions
• Banner Finance Open Lab Sessions

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Questions?
???
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Thank You for Coming!

• Maureen Kennedy
• mkenned4_at_kent.edu
• Chris Hill
• chill2_at_kent.edu