Kent State University Operating Ledger Forms

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Kent State UniversityOperating Ledger Forms
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Session Objectives

• To become familiar with several Banner operating
  ledger forms that provide current financial
  information
• To access the Banner operating ledger forms and
  navigate between them using the Options menu
• To understand when to use the forms

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Banners Ledger Structure

• In the first section of this class, the four
  Banner ledgers were described
• GENERAL LEDGER
• Displays beginning and current balance sheet
  accounts assets, liabilities
• Displays summary revenue, expenditure, transfer,
  encumbrance and budget totals for the current
  fiscal year
• OPERATING LEDGER
• Tracks revenue, expense and transfer transactions
  from July 1 to June 30, the universitys fiscal
  year. Activity balances start at 0 on July 1 of
  each year, so the university is able to keep
  track of how much is received or spent during the
  fiscal year.
• GRANT LEDGER
• Tracks accumulations from a beginning date until
  an ending date. Project indexes also begin at 0,
  however, these indexes accumulate to the end of
  the project period (which can span more than one
  fiscal year) so the total project amounts can be
  identified.
• ENCUMBRANCE LEDGER
• Tracks funds set aside for future commitments
  such paying employee salaries or paying vendors
  for the purchase of goods or services on purchase
  orders.

We are focused on the OPERATING LEDGER, where
department revenue and expense transactions are
recorded.
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Key Banner Forms for the Operational Ledger

• FGIBDST Organizational Budget Status Form
• This form provides budget, year-to-date,
  commitment and available balance
• by account for operating ledger indexes (EG,
  Auxiliary, and Designated).
• FGIBSUM Organization Budget Summary
• This form provides summary budget, year-to-date,
  commitment and available balance for operating
  ledger accounts by account type (revenue, labor
  and direct expenditures).
• FGITRND Operating Accounts Transaction Detail
  Form
• This form provides the detail of transactions by
  account.

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The Banner Form FGIBDST

• Access the Form (FGIBDST) by entering the form id
  in the Go To box and hitting enter.

IMPORTANT MAKE SURE YOU ARE ENTERING THE FORM
NAME IN THE GO TO BOX!!

• The cursor will be located in the Chart field.

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The Banner Form FGIBDST
Use the Tab key to move through the
form and complete the data entry fields on the
FGIBDST form as follows
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100143
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The Banner Form FGIBDST
After completing the fields on FGIBDST form,
perform a Next Block function.
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The Banner Form FGIBDST
The FGIBDST form updated with the budget status
information for index 100143 will appear.
NOTE The Type field indicates the type of
Account Code R is for Revenue L is for Labor E
is for Expenditure
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The Banner Form FGIBDST
Special Note About the Available Balance
Information and the Include Revenue Accounts
checkbox
When working with an index that does not have
revenue, always uncheck the Include Revenue
Accounts box. The FGIBDST form will then
provide information in the Net Total field at the
bottom of the form and the Avail Bal column that
represents the available budget for the index.
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The Banner Form FGIBSUM
From the FGIBDST form, a user can choose to
access other forms through the Options menu that
summarize or expand the same data in different
ways.
Go to the Options menu and select Budget Summary
Information to view the FGIBSUM form
(Organization Budget Summary). This form
provides a view of the total of all FOP activity
summarized in four account code categories
(Revenue, Labor, Direct Expenditures, and
Transfers).
Press the black X to return to the FGIBDST Form.
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The Banner Form FGITRND
The Transaction Detail Information option links
users to the FGITRND Form - Detail Transaction
Activity which displays the transactions that
make up the amounts shown in the Adj Budget, YTD
Activity and Commitment columns of the FGIBDST
form.
Place your cursor on the the line for account
77032, go to the Options menu and select the
Transaction Detail Information.
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The Banner Form FGITRND
This will display the FGITRND form which provides
dates, document types, document numbers, and
amounts for all transactions that support the
amount selected.
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The Banner Form FGITRND
To view a specific document shown in the list,
place your cursor in that row, go to the Options
menu and select Query Document.
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The Banner Form FGITRND
The document involved will come up on the
appropriate form. In this case, the document is
an IDC, so the FGIDOCR form appears with the IDC
Journal Entry number populated in the Document
field. Perform a Next Block Function to see the
information about the invoice.
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The Banner Form FGIDOCR
The IDC journal entry will be displayed on the
FGIDOCR form.
The Text Exists field displays a Y, which
indicates there is text associated with the
document. To view the text, go to the Options
menu and select Document Text.
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The Banner Form FOATEXT
The FOATEXT form will be displayed, showing the
text associated with the document. Since this
document was an IDC journal entry, the text shown
is the name, department and phone number of the
originator.
Select the BLACK X icon (Exit) 4 times to return
to the General Menu.
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Researching Transactions -FGITRND
To get a list of all IDCs for a department for a
month, go to the FGITRND form, enter the Index
value and the fiscal month in the key block.
July 01 January 07 June 12
Perform a Next Block function.
Your cursor is now in the detail block of the
query form. Tab to the Type field and enter IDC.

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 type.
The detail of each individual IDC on the FGITRND
form is available through the Options menu,
Query Document option.
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Researching Transactions -FGITRND

• You can use the FGITRND form to view all revenue,
  labor, and other expense transactions (not just
  IDCs) for a specific index by using a wildcard
  percent () in the appropriate fields.
• Lets clear the FGITRND form from our previous
  example by selecting the rollback icon.

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Researching Transactions -FGITRND

• Enter the key block information and perform a
  Next Block function
• Enter 7 in the Account field and select the
  Execute Query icon
• All non-labor expenditure transactions will
  appear

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Researching Transactions -FGITRND

• You can perform similar searches using the
  following wildcard information
• To view only invoice documents, enter I in the
  Document field.
• To view only revenue transactions, enter 5 in
  the Account field.
• To view transactions affecting actual
  revenues/expenditures, enter YTD in the Field
  field.

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• REVIEWING ACTIVITY IN GRANT ACCOUNTS

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The Banner Form FRIGITD

• The FRIGITD form (Grant Inception To Date) is
  used for grant indexes. Like the operating ledger
  forms, the FRIGITD form
• allows a user to link to other forms affecting a
  grant.
• can be used to view all Banner accounts, or it
  can be narrowed to include activity of only one
  account (such as travel).
• displays only charges against the grant that have
  been through the approval process and have
  posted.
• It will display activity for the life of the
  grant or only for the specified period of time
  entered by the user.

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The Banner Form FRIGITD
Enter the grant number in the Index field on form
FRIGITD.
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Two Ways to Create Financial Reports for a Grant

• Finance Self Service
• Use the Budget Quick Query to generate a CURRENT
  summary of grant activity (provides inception to
  date totals and includes current month activity).
• Banner INB for FRIGITD
• Use the FRIGITD form to create a monthly
  activity report for a grant index by populating
  the Date From and Date To fields to limit the
  data to one month.

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Two Ways to Create Financial Reports for a Grant
Select the link titled Grant Financial Reporting
Procedures September 2007 from the BAS Web site
to access a link to the two different procedures
that have been developed
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• WHEN TO USE OPERATING LEDGER FORMS

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When to use Operating Ledger Forms

• Use the Banner operating ledger forms when
• you want up-to-date information (including
  current month transactions) on an indexs budget
  and actual financial transactions.
• you want to link to other Banner forms (such as
  the FGIDOCR) to get information about specific
  transactions.

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Month End Financial Reports
To provide financial reporting by month (instead
of the real time, up to date information provided
by the Banner forms), the following Banner Month
End Financial Reports will be available through
the Flashline portal, My Actions Item tab
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Lets review!
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• FGIBDST Organizational Budget Status Form
  provides budget and actual amounts for an index
  by Banner account

FGIBSUM Organization Budget Summary provides
budget and actual amounts for an Index by account
classification (revenue, labor and direct
expenditures)
FGITRND Operating Accounts Transaction Detail
provides a detailed transaction listing for an
index.
FRIGITD Grant Inception To Date Form provides
inception to date budget and actual amounts for a
grant index.
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Refer to this handout to find the id, name and
description of the Operating Ledger forms
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Questions?
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