Alamo Community College District

1
Alamo Community College District
Finance Overview for Support Staff Fin-01
Presented by CORINA PRIETO Information
Technologies Alamo Community College District
2
Session Rules of Etiquette

• Please turn off you cell phone/pager
• If you must leave the session early, please do so
  as discreetly as possible
• Please avoid side conversation during the session

Thank you for your cooperation!
3
Topics of Discussion/Agenda

• Banner vs. Advantage Account Numbers
• Understand the Chart of Accounts (FOAPL)
• Budget Review Query Forms
• Downloading data to Excel
• Budget Transfers (Journal Vouchers)
• Logging out of Banner

4
Banner vs. Advantage

• Advantage Banner
• Fund 01 11001 (default)
• Agency 11
• Org 6245 11274
• Objcd/Acct Cd 4666 7284
• Program 112 (default)

5
Banner vs. Advantage

• HENCE
• F - O - A - P -
  L
• 11001 - 11274 - 7284 - 112

6
Banner Pools P. 23

• Advantage had 13 Appropriation Pools but Banner
  has only 8
• Salaries
• Fringes
• Temps both Adjunct Faculty and Temp Staff
• Acct. codes 6310
• Promotional Expenses Food, Tables, etc.
• Travel (77)
• Instructional Technology (2J) (76)
• Scholarships and Fellowships (7100s)
• Everything Else (7200s)

7
Banner Pools

• THE SYSTEM RULE
• You can transfer between accounts 6310 to 8299
• EXCEPT 6800 to 6999
• Lapsed Salaries

8
Banner Pools

• In Advantage, spending from a pool could occur
  across organization
• For example, temp salaries, and instructional
  technology spending could occur in an account as
  long as there was money in another account in the
  same pool.
• ie Travel expenses, money previously in Deans
  account NOW has to be moved into individual
  organization code
• In Banner, spending from pools can only occur
  within an ORG
• Now adjunct salaries have to be in your
  organization code

9
Decisions Made from BPA

• In Banner, the ORG numbers follow the
  Organization Chart
• The Budget managers can make budget transfers on
  their computer and the transfer will occur almost
  immediately.
• Budget managers, alone, can approve expenditures
  up to 4,999.99. (over that amount requires a
  second level approver.)
• It will be easier to see what is available, what
  has been spent, and what it was spent on on the
  web, in real time.

10
Banner Access
In Banner, Security is more sophisticated! You
will only have access to those areas you need to
do your job. It is VERY important that your
access codes are not given to ANYONE else because
you have access to move and spend money and will
be held accountable.
11
Logging In
12
Banner, p. 10
LETS PRACTICE FTIORGH Organizational
Hierarchy Query Ex 11151, 11201, 12012
13
Banner, p. 12-20

• LETS PRACTICE F11001, O11111, A6310, P110
• FGIBAVL Budget Availability Status
• Summary by pool account (ie 72), Encumbered
• Reports balances whether approved or not
• Uncommitted
• Decision from BPA to rollover open PO from end of
  year with money to cover open PO
• Only looks at available
• LOOK AT ORG FIELD, ie. Biology, Bio
• LOOK AT FUND FIELD, ie Tucker
• LOOK AT ACCT ie Post
• ORGS (Test) 11111, 11112, 11113, 11114

14
Banner, p. 12-20

• LETS PRACTICE F11001, O11111, A6310, P110
• FGIBDST Organization Budget Status
• Shows only what has been approved no pending
• Ie How much money have I got today? Does not
  look at pending transactions.
• Can drill down
• ORGS (Test) 11111, 11112, 11113, 11114

15
Downloading Data from Banner into
Excel, p. 21-22

• Ability to format data once downloaded
• Select HELP from menu bar
• Select Extract Data No Key
• Hold down the CTRL Key during the ENTIRE process
• Only in TRAINING room
• Save file on Desktop
• File extension csv

16
Topics of Discussion/Agenda

• Budget Transfer Guidelines
• Accts that you can transfer funds to/from
• Rules are set up by Budget managers
• Budget Transfers
• How to enter, edit, and delete a Journal Voucher
• (FGAJVCQ FOATEXT)
• How to lookup the status for the List of
  Suspended Journal Vouchers (FGIJVCD)
• Checking Status of Approvals (FOAAINP)
• Hands-On Exercise
• Support

17
Budget Transfer Guidelines

• DONT transfer across funds (system will not
  allow)
• Only transfer within the same fund
• Ex. 11001 State Appropriations
• Per Budget Manager direction, pool accounts that
  funds can be transferred to/from
• Pool 6310 Part-Time Salaries (Adjunct)
• Pool 72 General Pooled Expenses
• Pool 77 Travel

18
Budget Transfer Guidelines Submitted to Board
Monthly, p. 23

• Transfers of 50,000 or more
• Transfers that moves funds between personnel and
  non-personnel object codes of 5,000 or more
  (Salary )
• Transfers in or out of inventoried equipment of
  5,000 or more (ie computers)
• Transfers between colleges or between a college
  and the district

19
Enter and Edit Journal Vouchers, p. 24-30

• Journal Voucher Quick Check is a form used to
  enter, edit and delete journal entries for budget
  transfers.
• Detailed explanation required on all budget
  transfers (FOATEXT)
• Now lets Practice!!
• Budget Transfers FGAJVCQ

20
Steps To Enter A Journal Voucher

• Journal Voucher Quick Check is a form used to
  enter, edit and delete journal entries for budget
  transfers.
• In the document number field the journal voucher
  starts with the letter j and each time a new j v
  is created it will increment by 1 (meaning
  J0000103 and the next jv created will
  beJ0000104.
• Type FGAJVCQ (Journal Voucher Quick Check) in the
  Go To box on the Main Menu Screen and Press
  Enter.

21
Steps To Edit A Journal Voucher

• Type FGAJVCQ in the Go To box on the Main Menu
  Screen and press Enter.
• In the Document Number box enter the journal
  voucher number that wasnt completed.
• If the number isnt known Exit (Ctrl-Q) and
  return to the Main Menu screen.
• In the Go To box type FGIJVCD (List of Suspended
  Journal Vouchers) and search for the journal
  number.
• Once journal voucher number located notate it and
  return to the Main Menu screen and type FGAJVCQ
  then press Enter.

22
Steps To Edit A Journal Voucher Cont

• Press Ctrl-PgDn and the Transaction Date and
  Document Total will populate.
• Press Ctrl-PgDn to access the Transaction Detail
  form where changes can be made to the journal
  voucher.
• Changes or updates can be done only on In Process
  Journal Vouchers.
• You can see all the transactions at once, by
  going to Options menu and selecting Access
  Transaction Summary Info.
• Update the changes. Click the save button or
  press F10 to save both journal entries.

23
Steps To Delete A Journal Voucher Cont

• Type FGAJVCQ in the Go To box on the Main Menu
  screen and press enter.
• Enter the journal voucher number that you want to
  delete.
• If the number isnt known Exit (Ctrl-Q) and
  return to the Main Menu screen.
• In the Go To box type FGIJVCD (List of Suspended
  Journal Vouchers) and search for the journal
  number.
• Once journal voucher number located notate it and
  return to the Main Menu screen and type FGAJVCQ
  then press Enter.

24
Steps To Delete A Journal Voucher Cont

• Press Ctrl-PgDn and Transaction Date and Document
  Total will populate.
• Select Record menu and select Remove from the
  menu options. Repeat the steps to confirm
  deletion of the journal entry.
• Only In Process Journal entries can be deleted.
• EXIT (Ctrl-Q) to return to the Main Menu Screen.

25
How To Lookup The Status For A List Of Suspended
Journal Vouchers

• Type FGIJVCD in the Go To box and Press Enter.
• It is helpful to record your journal voucher
  number but if its not known
• you can still search for it by using the arrow
  button to the right to scroll up or down the
  form.
• Journal vouchers with an I status indicate that
  the journal vouchers are InProcess.
• Journal vouchers with a C status indicate that
  the journal vouchers are complete pending
  approval.

26
Who Is Approving the Journal Voucher, p. 30

• Type FOAAINP (Document Approval)
• in the Go To box and press Enter.
• Type the Document (J.V.) Number of the Journal
  Voucher you just generated.
• If you dont remember the Document Number, access
  the FGIJVCD form.
• Press Ctrl-PgDn to populate the Document Approval
  form.

27
Who Is Approving The Journal Voucher

• You will see the Journal Vouchers in the Approval
  Queue and also verify names of the Approvers.
• If you dont see your Journal Voucher you can
  assume it has already passed the approval queue.
• EXIT (Ctrl-Q) to return to the Main Menu Screen.

28
Summary

• Banner vs. Advantage Account Numbers
• Understand the Chart of Accounts (FOAPL)
• Budget Review FGIBAVL, FGIBDST
• Downloading data to Excel
• Budget Transfers
• How to enter, edit, and delete a Journal Voucher
• How to lookup the status for the List of
  Suspended Journal Vouchers
• Checking Status of Approvals
• Logging Out of Banner
• Support

29
Support

• Banner Hotline [phone]
• Email banner_at_accd.edu
• Website http//www.accd.edu/titan/enduser
• Presenter Corina Prieto
• Course FIN-01

PLEASE DO NOT FORGET TO COMPLETE YOUR SESSION
EVALUATION FORM