Banner Finance Training

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Banner Finance Training

• For the End User
• At
• MSU-Northern

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General Ledger vs. Operating Ledger

• General Ledger
• Balance of Assets, Liabilities, and Fund Balance
  as of a point in time
• Includes Cash Balance
• GL balances change as amounts are posted to
  Operating Ledger

• Operating Ledger
• Balance of revenues and expenses
• Shows revenue and expenses for current year only
• Revenue and expenses increase or decrease cash
  balance

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Chart of Accounts ElementsFOAPAL

• F Fund
• O Organization
• A Account
• P Program
• A Activity
• L Location

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FUND

• Shows ownership of cash or fund balance
• Six digits in length
• Balance Sheet
• First Digit Indicates Campus or Agency
• 3 MSU-COT Great Falls
• 4 MSU-Bozeman
• 6 MSU-Billings
• 7 or N MSU-Northern

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Fund Types

• TYPE
• General Operating 71xxx
• Restricted 72xxx
• Designated 73xxx
• Auxiliary 74xxx
• Agency N7xxx

• DESCRIPTION
• Appropriation
• Grants Contracts
• Earns Revenue
• Earns Revenue
• Funds held for groups

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ORGANIZATION

• Represents a Department or other Budgetary Unit
• First Digit Indicates Campus
• 3 MSU COT Great Falls
• 4 MSU-Bozeman
• 6 MSU-Billings
• 7 MSU-Northern

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ACCOUNT

• Identifies items in the General Ledger or the
  Operating Ledger
• Accounts on the General Ledger
• Assets, Liabilities, Fund Balances
• 4 digits in length
• Lead digit will be 1, 2, 3, or 4
• Revenue on the Operating Ledger
• 5 or 6 digits in length
• Lead digit will be 5
• Expenditures on the Operating Ledger
• 5 or 6 digits in length
• Lead digit will be 6
• 61 Salary/Benefits
• 62 Operating
• 63 Capital Equipment

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PROGRAM

• Used to classify expenditures by function
• Standard Categories
• 01 Instruction
• 02 Organized Research
• 03 Public Service
• 04 Academic Support
• 05 Student Services
• 06 Institutional Support
• 07 Operation of Plant
• 08 Financial Aid
• 10 Auxiliary Enterprises

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ACTIVITY

• Optional field
• Not centrally defined
• Used to identify Prior Year transactions with PY

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LOCATION

• Required on all transactions for fixed assets
• Used to identify where the asset is located

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INDEX

• Abbreviation for a combination of FOAPAL elements
• Defaults to appropriate combination of elements
• First digit indicates Campus or Agency
• 3 MSU COT Great Falls
• 4 MSU Bozeman
• 6 MSU - Billings
• 7 or N MSU-Northern

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Frequently Used Formsin Banner Finance

• Budget Status Form FGIBDST
• General Ledger Trial Balance FGITBAL
• Vendor History Form FAIVNDH

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FGIBDST
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• Query by Index, Orgn, Fund, Program, Account,
  Acct Type, Activity, Location or any combination
  of these elements by entering the element in the
  box.
• Query Specific Account by checking box and
  entering Account.
• Query may include revenue activity or not by
  checking or un-checking box.
• After entering data for your query, NEXT BLOCK.

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In this example, I entered the Index and Next
Block. We can see all of the activity for the
Business Office, by Account, by using the scroll
bar at the right. The budget for this Index is
shown, Year-to-Date activity, Commitments
(encumbrances for salaries), and Available
Balance. At this time only Purchase Orders over
25,000 are encumbered.
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In this example, I queried on Operating Expenses
only. You would begin this process after you
have done the Next Block to get to the bottom
half of this screen. First, enter F7 to start
the query. This blanks out all the data. Then
enter 62 in the Account area, and enter F8 to
execute the query. The result will be
expenditures with Account codes beginning with
62. Note that the budget amount for Operating
Expenses is entered under 62X99, with an amount
budgeted for Contracted Services, Supplies,
Communications, etc. In this example, you can
see that the Business Office has spent 5,920.69
of the 22,500 budgeted for operating expenses.
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In this example, I queried on 612 to see budget
and expenditures for hourly wages. Overtime,
student wages, temporary employees would all be
included in this query. In order to find my
available balance, I will have to calculate the
difference between the budget and YTD activity.
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OPTIONS ON FGIBDSTAccess these options by
clicking on each one in the yellow area at the
left of your screen.Return to FGIBDST by
clicking on the red door at upper right.

• Budget Summary Information
• Opens FGIBSUM
• Shows a summary of the budget for your Index
• Organization Encumbrances
• Opens FGIOENC
• Shows budget by Organization
• Transaction Detail Information
• Opens FGITRND for the Account that is highlighted
• Ability to query within this form to look for
  specific transactions
• Format Display Preference
• Opens a box where user can format the display
• With/without commas
• Number of decimal places

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FGITRND displays each transaction. You have the
ability to query within this form by any of the
data fields. Original documents are stored in
the Business Office. Some details you can see on
this form are the type of document and whether
the payment was made with a Purchasing Card.
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FGITBAL
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Query by Fund or Fund/Account combination.By
highlighting a specific Account, then clicking on
Query General Ledger Activity Info under
Options, the system will take you to FGIGLAC
where you can see the list of transactions that
make up the Current Balance.
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Document Type, Document Number, Description,
Amount, and Debit/Credit Indicator are displayed.
Query Transaction Source Info takes you to
the document listed.Query Total for all
records takes you to the bottom of the list, and
displays the total of all transactions posted in
the specific Fiscal Year.Original documents are
stored in the Business Office, with documentation
materials attached.
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FAIVNDH
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If you know the Vendor ID, enter it in the
correct box. If not, click on the arrow to query
by name or part of name of the company or person.
When you get the right one, just double click on
it. Youll be returned to FAIVNDH with that code
in the correct box. Then just Control/Page Down
to see a history of payments to that vendor.
Fiscal Year can be changed to see payments made
in a previous year.
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You can see the Banner check number in the right
hand column. Other information on this form
includes our Document Number (Invoice) in Banner,
amount paid, and date of payment. Keep in mind
that this is a shared table, so payments listed
could be from other MSU schools. The Vendor
Invoice area can sometimes be confusing, since
theres only room for one or two invoice numbers.
We often pay from a statement, so might enter
the statement date or other information here.
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By clicking on the option View Invoice
Information you can go to FAAINVE and see the
address where the payment was sent, along with
other information. Original documents are stored
alphabetically in the Business Office.
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• If you need further information or help on these
  or other Banner Finance Module forms, please
  contact Business Office staff.

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