I I I

ALFRED UNIVERSITY BANNER FINANCE ACCESS

Budgets:

FGIBSUM: Budget summary by total salaries and total other expenses

FGIBDST: Budget by account; supplies, postage, etc.

FGITRND: Detail transaction screen

Rollover Funds:

FGITBSR: Available balance in rollover funds

FGIGLAC: General Ledger Activity

Grants:

FRIGITD: Grant inception-to-date summary by account

FRIGTRD: Grant Transaction Detail Form

All: FGIOENC: Organizational Encumbrance List

Reports: FGRBDSC: Budget summary report

FGZODTA: Budget detail report

FGZFMGR: AU Financial Manager Balance

MY FOAP LIST

Fund Org Account Program

HELP 2771 Jason Warner

Banner Finance Specialist warner@alfred.edu

1/15

General Definitions FOAP Element Definition

F Fund Money Source O Organization Department - Who is spending it A Account What they are spending it on P Program Where it goes in the financials

Fund Types Fund Type

11XXXX Budgeted Funds - only funds that don't roll over 12XXXX Discretionary Funds 21XXXX Restricted Gifts - Spendable

23XXXX-26XXXX Grant Funds 5XXXX3 Quasi Endowment Spendable 6XXXX3 True Endowment Spendable 8XXXXX Agency Funds - Not our money - Student Organizations 9XXXXX Building and Repair Projects

Account Types Type Acct Examples

Assets 1XXX Cash, Inventory, Receivables, prepaid exp Liabilities 2XXX Payroll withholdings, accrued exp, loans

Net Assets 3XXX - 4XXX Rollover balance from prior year Revenue 5XXX Tuition, Fees, Other revenue Wages 61XX-64XX Salaries and wages

Benefits 65XX Employment benefits Expenses 7XXX Supplies, Postage, 7208 International Travel Transfers 8XXX Transfers in and out

Organization & Program Must Always Match

Org Prg Description and Examples 1XXXX 10 Revenue

20XXX - 28999 20 Instruction - A&D, English, Engineering 29XXX 29 Public Service 3XXXX 30 Research 4XXXX 40 Academic Support - Deans, Libraries, Galleries 5XXXX 50 Student Services - Admissions, Athletics, SSC 6XXXX 60 Scholarships 7XXXX 70 Institutional Support - Bus Ofc, HR, VPs, ITS 8XXXX 80 Physical Plant

90XXX-94999 90 Auxiliaries - Residence Halls, Dining, Clay Store 95XXX 95 Debt Service 99XXX 99 Transfers

2/15

Frequently Used Accounts Rule Code Definitions (Type in Banner)

Account Account Description 7131 Postage 7132 Overnight Shipping 7140 Dues and Memberships 7162 Subscriptions and Publications 7165 Photocopying 7200 Travel 7201 Travel - Students 7208 Travel - International 7211 Professional Development 7242 Meals and Entertainment 7313 Professional Services 7314 Consulting Services 7330 Speakers 7500 Supplies 7502 Supplies - Computer and Printer 7602 Equipment Repairs & Maintenance 7608 Software Licenses & Maintenance 7701 Furn. and Equip. Under $5,000 7703 Furn. and Equip. $5,000 & over 7811 Honorariums 7820 Miscellaneous Expense 7822 Programming 7837 Grant Sub-awards 7903 Undergraduate Waivers 7913 Graduate Waivers 7914 Graduate Assistantship

Code Type Description

BD01 Budget Permanent Adopted Budget BD02 Budget Permanent Budget Adjustment BD04 Budget Temporary Budget Adjustment CNEI Accts Payable Cancel Check CNNI Accts Payable Cancel Check CORD Purchasing Establish Change Order CR05 Journal Entry Cash Receipt Entry E090 Purchasing Year End Encumbrance Roll FT01 Travel Clear Travel Advance

HGNL Payroll Gross Payroll Expense HGRB Payroll Gross Benefit Expense ICEI Accts Payable Cancel Invoice ICNC Accts Payable Cancel Credit Memo ICNI Accts Payable Cancel Invoice INEI Accts Payable Invoice with Encumbrance INNC Accts Payable Credit Memo INNI Accts Payable Invoice JE15 Journal Entry Journal Entry - Same Fund JE16 Journal Entry Journal Entry - Between Fds JZGN Feed General Feed JZMP Feed Motor Pool Feed JZOF Feed Office Services Feed JZPC Feed One Card Feed JZPP Feed Physical Plant Feed JZTL Feed Telephone Feed NHS1 Cashiering Payout NSS1 Cashiering Deposit PCRD Purchasing Cancel Purchase Order POCL Purchasing Close Purchase Order POPN Purchasing Open Purchase Order PORD Purchasing Establish Purchase Order SHS1 Cashiering Student Charges

3/15

Helpful Hints Chart of Accounts is always capital A

Fiscal year runs July 1st – June 30th

Fiscal year = calendar year of spring semester

% is a wildcard – use when doing queries in FGITRND

Black X will take you back a screen

Roll back will take you back to the top of the current screen

Month end reports should not be run until 7 business days after the end of the month to allow for month end processing and reconciling.

One Card charges post in the month following expenses. For example, April charges will post in the month of May (exception: June will post in June)

The total on FGITRND will not reflect the correct total until you have scrolled through all transactions

You have two choices to enter in the printer field when running reports DATABASE or EMAIL.

DATABASE allows you to view the report in a browser window; from there you can print or save. When entering DATABASE you can enter it in lowercase the system will capitalize it for you.

EMAIL will send the file directly to your email as a CSV file that will open in excel. If you run reports to EMAIL and save them remember to change the format from CSV to excel workbook. When entering EMAIL you need to enter this in caps, the system will not do this for you.

When running FGRBDSC or FGZODTA pay attention to the format i.e. the org code is listed first on FGZODTA where the fund is listed first on FGRBDSC.

Keyboard Shortcuts

Key Description Key Description F4 Record Duplicate CRTL PAGE DOWN Next Block F6 Record Insert CTRL PAGE UP Previous Block F7 Query Enter TAB Next Field F8 Query Execute SHIFT TAB Previous Field

F10 Save Down Arrow Next Record Shift F7 Roll back Up Arrow Previous Record Shift F2 Count Query Hits CTRL Q Query Cancel

The keyboard shortcuts can be used instead of clicking on the navigation icons on the next page.

4/15

Previous Record Enter Query

I Execute Query Fine Grained

Next Record I Cancel Query . A ccess Enabled I Pnnt (wh en active)

(~---=---=----=--=::-----,---=-----:IE - ~ _I ~___;- -' --=Xs~X.;;.__...;.__.....;_I _1-l

Insert Record

X 1-

Rem ve Record I Save Select Next Block

Rollback View/Send Message

Exit Online Help

0 - CJ X

Ble Edit Qptions ~ ock !tern Becord Query Tools tjelp

.i1 111m ,s ,a ~~ ~~ lliUiil® ~ g ~~ ®>1Ji ~ + ~@ x 'Worganizat1on Budget Summary FGIBSUM 8 3 (PROD)

Chart of Accounts: f ~ Fiscal Year: FF

Account Type

[Revenue

[Labor

[Expenditures

[Transfers

Ne t: Revenue minus ( Labor + Expense + Tr ansfer ) I

Organization: ~ F Business Office

Fund: ~ F Currem Operating Fund NS

Adjust e d Budget YTD Activity

590,831.00 I 596,552.36

35, 734.00 1 33, 430.75 1

o.oo [ 7 0 0 .0 0

- bL b , t>M .UU I - b JU,b~~-11

Commit Indica tor: leoth ... I ~----~

Commitments Available Ba lance

o.oo I - 5,721.36

1.000.00 1 1,303.25

a.oa 1 -100.aa

Tot al Commitme nts: -[ --------,-,.-0-0.-00

Navigation Buttons

FGIBSUM - Organization Budget Summary

Adjusted Budget +/- YTD Activity +/- Commitments = Available Balance

To see a break down by account (supplies, travel, etc.) Click on the word Labor, Expenditures, or Transfers

Go up to Options Select Budget Status Information (FGIBDST

5/15

Eile !;d it Qptions 6jock Item B.ecord Query Tools !jelp

. .. . . ; " ..• ' Chart:

Fiscal Year:

Organization: 170400 F Bu s iness Office

Fund: ,..,, -10-o_o_o __ F C u rre n t O pe ratin g Fund N S

Index: Program: F C Query Specific Account

~ Indude Revenue Accounts

Account: F Account Type: F

Commit Ty pe: I Both -..1 ~-----~

Activity: F Location: F

Account Type Title Adjusted Budget YTD Activ ity Commitm ents Available Balance

Im [L [student Assistant Undergrad 500.00 I 537.61 0.00 I ..-,6-19_2 ___ f [cws student Assistant i--------a-0-0-.0-0 ..-,-------,-,-, 0-s-.s-9' '! _________ 0_.o_o_,,-------_-, -os- .s- 9

16540 r [senefits Distribution Re gular 120,372.00 I 116,664.2 1 0.00 I ..-,6-54_2 ___ [L [s enefits Distribution Other 60,420 .oo j 72,162 .81 o.oo [

17102 [E [Telephone Local Charges 0.00 j 0 .00 0.00 [

i--j7_10_4 ___ [E [Telephone Toll Charges 2,400.00 j 1,898.80 [ 0 .0 0 [

- 37.61

3,707.79

- 11,742 .81

0 .00

50 1.20

Inoa [E [Telephone Maintenance

i--j7_1_14 ___ [E [Telephone Base Charge

17 13 1 [E [Postage

i--j7_13_2 ___ [E [o vernight Shipping

o.oo I 150.00 o .oo [ - 150.00

6,300.00 6,031.50 o.oo j 268.50

I 5,800.00 5,689 .93 o.oo j 110 .07

I 200.00 265.00 o.oo [ - 65.00

17 140 [E [oues and Memberships

i-,7-,s-,--- E [Advertising I 550.00 550.00 o .oo [ 0.00

I s o.oo 1 0.00 o.oo [ 50 .00

Net Total: - 626,565.00 1 - 630,683.11 [ 1,000.00

FGIBDST – Organization Budget Status (By Account)

Adjusted Budget +/- YTD Activity +/- Commitments = Available Balance

Types: L = Labor, E = Expenditure, T = Transfer

To look at detail: Click on the account you want to look at

Go up to Options Select Transaction Detail (FGITRND)

If an account has a commitment (encumbrance) and you want to see what the encumbrance is: Go to Options

Select Organization Encumbrances (FGIOENC)

6/15

f ile Edit Qptions E}lock Item B.ecord Query Tools tie lp

, 151 ,II j!1 I >El ◄El ~ I§ I ~ ~ I ~ I@! @ I ~ I ~ I §) ~ I @ @I I <J, I + I ~ I €) I I X . I - • • : • I 11 11

COA Fiscal Yea r Index Fund Organization Account Prr--am Activity Location Period Comm it Type

F F F F F F F F F F r-- [:10000 ~ r-- ~ r-- r-- t lsoth ·I

I ncrease ( +) or Account Organiza t ion Program Act ivity Date Type Document Field Amount Decrease ( - )

I• [70400 ~ [27- SEP- 2006 ~ !F0005391 !o FFICEMAX CT*IN•: F 279.68 F 17500 '70400 ~ [27- SEP- 2006 ~ !F0005391 jsTAPLES sec #487 F 53.22 F 17500 170400 ~ [26- SEP- 2006 ~ 110037138 !servisoft F 38.50 F l1soo 170400 i,o-- 113- SEP- 2006 ~ IFOo05307 !o rigina l Approved Bu ~ 4,000.00 F 17500 170400 ~ [oa- SEP- 2006 ~ !F0005285 !GREENE HALL ONE KE F 5.00 F l1soo 170400 ~ [oa- SEP- 2006 ~ !F0005285 !CARNEGIE ONE KEY F 5.00 F 17500 170400 ~ [23-AUG- 2006 ~ !10035812 !Recognition Expe rts, F 21.67 F 17500 (10400 ~ [22-AUG- 2006 ~ IF0005193 !TOBIN WELCH MARKI F 289.00 F 17500 170400 i,o-- [22-AUG- 2006 ~ IFOo05 193 IT INKERTOWN HARD~ F 6.45 F 17500 170400 ~ [22 AUG 2006 ~ !roo0!'.'; 19:l IGTAPU:G GCC •~07 F 53 .24 F 17500 170400 ~ [22-AUG-2006 ~ IF0005193 !sTAPLES sec #487 F 68.78 F l1soo 170400 i,o-- [22-AUG- 2006 ~ !F0005193 !sTAPLES s ec #487 F 105.78 F l1soo 170400 ~ [22-AUG- 2006 ~ IFOo05 193 jo FFICEMAX CT*IN#: F 56.75 F 17502 170400 ~ [23-APR- 2007 ~ !F0006585 jsTAPLES BUSINEOOJ F 290.86 F l1so2 (10400 ~ [23-APR- 2007 ~ IFOo06585 Jo FFICEMAx CT*IN-#1 F 15 1.46 F 1, ,02 170400 i,o-- [23-APR- 2007 ~ !F0006585 !Gov CNCTN *#421 F 54 7 .85 F 17502 170400 ~ [20- MAR- 2007 ~ IF0006371 Jo FFICEMAX CT*IN#! F 94.38 F

•I Tota l: 1,251,469.11

FGITRND - Detail Transaction Activity

QUERY – Doing a query allows you to narrow down to a specified data set. For instance, you can look at only One Card charges or all invoices paid to a specific vendor. FGITRND is used most frequently for querying. To do a query go into FGITRND enter the FOAP you want to look at and hit next block. If the form is blank you are already in query mode: tab to one of the following fields: Activity Date, Type, Document, Description, Transaction Date, Field, or Amount and enter your search criteria. If you hit next block and the form isn’t blank either hit F7 or click the query enter icon. Once you have entered your search criteria hit F8 or the query execute icon.

Extracting Data – allows you to pull data from banner into excel. You can extract data in most banner screens.

Go up to Help Select Extract data no key

If you have a pop-up blocker on you will need to add banner to the list of allowed sites In internet explorer

Go to Tools Pop-up Blocker

Pop-up Blocker Settings Type baninb.alfred.edu in the address box

Click add (if it isn’t already listed)

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f ile Edit Qpt ions 61ock Item Becord Query Tools ttelp

.•.. . ; . ' •••I

COA: [Al' Alfred University

Fund: [210425 ~ Openhym Collect ion - Acquisit ions

Account: F

Acct Type Account Description

Beginning Balance

Fiscal Year: r3~ OR Fund Type: I I' OR Acct Type: I I'

Debit / Credit *

Current Balance

1,356.93 r1 11199 jc la im on Cash 1,449.24 ~ 1 1 pi" [;-,-10-,---1 ;-A-cc_o_u-nt_s_P_a-ya_b_le________ o.oo !credit I ;-------------F 13110 !Revenue Control >------------0-.0-0 !credit 1 1

o.oo

300.00

-- 13118 jExpenditure Cont rol 0 .00 ~ 1 1;-------------392.31

i:;;- 14200 !Temporarily Restric t ed Fund Balance 1,449.24 leredit 1 1 ' ~ i ,-------~ ~1 t ~ii-------1 ~,,_ ___ _ 1 ~ 1 .---------1 r---- 1 .---------~ ~ 1,-------l ~,

1,449.24

* - denotes amount is opposite of Norm al Balance

T otal: IALL ACCOUNTS o.oo

1,356.93

0 .00 r----1 Current Fund Balance : ,;-----------

Debit / Credit *

~ [. [c redit I [credit I ~ , [c redit [.

~[. r--1. r--1. ~[. r--1. r--1. ~[. r--1.

FGITBSR - Available Balance in Rollover Funds

You want the Current Fund Balance to be a ‘C’ or credit balance. This means that you have more revenue than expense so you have funds available to spend.

To see detail Click on the description you want to look at (Revenue Control, Expenditure Control, etc.)

Go up to options Select Query General Ledger Activity (FGIGLAC)

FGIGLAC shows things from a cash point of view. To see things from an expense point of view go to FGITRND and enter the fund number.

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file Edit Qptions 61ock Item Becord Query Tools tjelp

.... Chart: r;-o Pe riod: t Fiscal Year: F o Fund: ~ o Account: ~ o

Index: r-o

Account Transact ion Date Type Docu m en t Descr iptio n Amount Debit/ Credit

---- 123- APR-2013 ~ IF00204 01 !AMAZON MKTPLACE PMTS

~ 123- APR-2013 ~ !FOa204 01 !AMAZON MKTPLACE PMTS

~ l1s- JAN- 2on ~ lrn120921 ]Ingram Library Services, Inc .

~ 114-DEC-2012 ~ !F0019644 !Amazon.com

~ 130- NOV-2012 ~ lrn119736 !Ingram Library Servic es, Inc.

~ 120- NOV- 2012 ~ IF0019526 [Amazon *Mktplce EU- UK

10 .98 ~ 16.77 ~ 31.85 ~ 35.29 ~ 10.46 ~ 36.83 ~

~ !09- Nov- 2012 ~ lrn119204 jingra m Library Services, Inc.

~ 109- Nov - 2012 ~ lrn119204 Jingram Library Services, Inc .

19.64 ~ 25.37 ~

~ 123- SEP-2012 ~ IF0019289 !AMAZON MKTPLACE PMTS 19.88 ~ ~ 123- SEP-2012 ~ !F0019289 !Amazon.com 24.16 ~ ~ 101- 0CT- 2012 ~ lrn117599 jingram Library Services, Inc . 59.12 ~ ~ !01- 0CT- 2012 ~ lrn117596 jingram Library Services, Inc .

~ 120- AUG-2012 ~ IF0019108 !AMAZON MKTPLACE PMTS

15.99 ~ 40 .39 ~

~ 120- AUG- 2012 ~ IF0019108 !AMAZON MKTPLACE PMTS

~ 131- JUL- 2012 ~ IF0018922 !AMAZON MKTPLACE PMTS

r- r--r- r--

28.88 ~ 16 .70 ~ ~ ~ .

Total: 392.31 ~

FGIGLAC – General Ledger Activity

9/15

i, Oracle F

file Edit Qptions 61ock Item Becord Que ry Tools tjelp

. . .... Chart of Accounts: !Al' Grant :

Index: i---1' Fund:

Program: i---1' Activity:

Account Type: ii' Account:

[26noo ~ Fracture ill Conference

i---1' Organization: i---1' i---1' Location: i---1' ~~ Account Summary: ~I Att_Le_v_e_ls ____ -"I

Grant Year: [

ri Fund Summary

r Hierarchy

r By Sponsor Account

Date From (MM/ YY): ~ I ~ Date To (MM/ YY) : ~ / ~ [7 Indude Revenue Accounts

Account Ty pe Adjusted Budget Activity Commitments Available Balance

rmi- f JPostage 100.00 [ 76.74 I I I 23.26

~ le!overnight Shipping o.oo l 45.44 1 o.ool - 45.44

~ f !s ubscription Services o.oo l 32.61 1 o.ool - 32.61

~ f jPho tocopying o.oo l s1s.10 [ o.ool - 515. 70

Fa' flTravet 4,633.oo [ 13 ,011.66 1 o.ool - 8 , 378. 66

~ f !Meals and En ter tainment o.oo l 29.671 o.ool - 29 . 67

~ f !contrac ted Services o.oo l 24,819.74 1 o.ool - 24,819. 74

~ f!speakers 12,178.00 1 4,116.73 1 o ool 8,061.27

Foo f !s uppties 100.oo l 4,240.62 1 o.ool - 4,140.62

pso2 f !s upplies - Computer and Prin ter 4,633.oo [ 598.91 1 o.ool 4,034 .09

~ f !vehicles $5,000 a nd over 4 , 634 .00 [ 2,015.88 1 o.ool 2,618 .12

~ f !Miscellaneous Expense 500 .00 [ 1,186 .91 1 o.ool - 686. 91

~ F l Transfers - General o.oo l 200.aa I o.ool - 200. 00

r-- I N e t T ot a l: 26, 778.00 [ 50,890.61 1 o.ool - 24, 112. 61

FRIGITD - Grant Inception to Date

If you want to see Revenue included in the above view – make sure you check the box for Include Revenue Accounts.

To see transaction detail Click on the account code

Go up to Options Select Grant Detail Information (FRIGTRD).

10/15

~ r e F ·

COA Grant

F F Index Fund Organization Account Pro,.9!.am Activity Location Commit Year Period

F F F F 1· F F r------: r-- r-- r-- r-- r-- r--

Date From Date To [ii [ii

[A !26 1300

Account Organization Program Activity Date

[m [5s10

[5s10

[5s10

~ [5s10

[5s10

[5s10

~ ~ [ss10 [5s10

~ ~ [ss10

[5s10

[ss10

~ [15000

115060

~ ~ ~ ~ [19 120

119120

~ ~ [19120

119120

[19 120

~ [19 120

119 120

~ Jo l - JUN- 20 11

~ ]□1-JUN-2011 ~ J□l-JUN-2011 ~ [27- MAY-20 11

~ l2 &- MAY- 2 0 11

~ J2s- SEP- 2006

~ ]24- AUG- 2006

~ 127· J UL·2006

~ ]26- JUL- 2006

~ l26- JUL- 2006

~ 113- JUL- 2006

~ [11- JUL- 2006

~ ]11- JUL- 2006

~ [30· JUN· 2006

~ 13□-JUN-2006 ~ 130- JUN- 2006

~ ]2 7- JUN- 2006

Press Key Dup Item for Document Query Forir s; Count Query for Encumbrance Detail

Document

IF□015954 IF□015954 IF□015954

~ ,~□01SIJ26

[FD005380

jJooo7773

[Jooo7507

1Jaaa7477

1)□007453

~ [Jooon61

~ [Jooo7195

1Jaaa7194

[Jooons9

jF□004863

i

Description

lcER 5/ 31/ 11 Amex Maurer

lcER 5/ 27/ 11 Amex

[c ER 5/ 27/ 11 Amex

[corr F159 18 CER V Glass Fractograp~

[c E;R S/ 23/ 11 Amcx T .-:i~kon.-:ik

[GQuinn 9/ 25/ 06 regis tration

!Adjus t ed Budget

[Re f Fra c t gphy Con f and Fie ld Trip

[cer e r Cd 07/ 17/ 06

[w ire F Marrhie h Fractg Cng JU06 75

[c e r CrCd 7/ 05/ 06

[c e r Cr Cd 06/ 30/ 06

le e r Cr Cd 6/ 29/ 06

[Regist for Fra c t gphy Conf

[cer Cr Cd 06/ 2 2

[cer Cr Cd 06/ 26

[srook- Anco, Corp- Regis trat ion

•I

rr jo l - OCT- 1988 13 1- MAY - 20 13

Increase(+ )or Field Amount Decrease(-)

!YTo 690 .00 F [YTD i--------- 6-9-0-.0-0 r-jYTD 690.00 F {YTo 590.00 F ]YTo s1Jo.oo F jYTo 263 .44 F joso 26,778.oo F [YTo ·570.00 r--]YTo 790.00 F jYTo 474.00 F jYTo 790.00 F jYTo 100 .00 F jYTo 495 .oo F {YTo 5 70 .00 F ]YTo 495.oo F [YTD · 195.00 F"""' jYTo 3,2so.oo F

Total: 56,495.45 j+

FRIGTRD – Grant Transaction Detail

11/15

file Edit Qptions f!lock !tern Becord Query Tools !::!elp

. . • : I I • • e I

Chart: Index:

Fiscal Year:

Encumbrance Vendo r

[IQ ! i Ml I l1nfoEd r-- --------

file Edit Qptions f!lock !tern Becord Query Tools !::!elp

... . ' • • e I

Organization:

Fund:

Item Acct '° [,102 ' ;.---

FooF Business Office

j110000 F Current Operating Fund NS

Prog Actv Locn Am ou nt Co mmit Type

[,o ;------'_,o_o_o._oo ~ 17

Encumbrance: IP0001970 F Encumbrance Period: IAII ,..I ~------~

Description: InfoEd St a tus: [C Type: f Dat e Established: jos-JUN- 2007 Balance: 0 .00 Vendor: [Ao0171057 InfoEd

Item: j O [oocument Accounting Distribution

Sequence: n Fiscal Ye ar: ~ Status: f COA Index Fund Orgn

F r-- 1110000 170400

Encumbrance: I 1,000.00 Liquidat ion:

Commit Indicator: jU Acct

~ Pro g

~ Actv

- 1,000.00 Balance :

Locn Proj

J r-- r--0.00

Tra nsaction Da t e Type Document Code Action Tra nsaction Amount Remaining Balance

[as-JUN- 200 1 !PORO !P0001970 I [0 1- JUL- 2007 ~ IRENC0701 F [o t - JUL-2007 ~ IRENC0701 F [o t - JUL-2007 ~ IRENC0701 F [i a - JUL-2007 ~ (rno4a1a6 F

1,000.00

1,000.00

0 .00

0 .00

- 1 ,000.00

1, 000.00

1 1,000.00

1,000.00

1,000.00

0 .00

FGIOENC - Organizational Encumbrance List

To view the detail of a specific encumbrance Select the encumbrance of interest

Go up to options Query Detail Encumbrance Info (FGIENCD)

12/15

Budget Summary Report Shows summary info w/ budget & expenses; similar to FGIBDST

1. Type FGRBDSC in the “Go” box hit Enter. 2. The Process Submissions Controls screen will appear click Next Block. 3. In the Printer box type DATABASE and click Next Block. 4. Click in the Values column on line 01, the Fiscal Year line, and enter 09, or whatever

the current fiscal year is and Arrow Down to the next line. 5. Enter A for the chart of accounts on line 02 and Arrow Down to the next line. 6. The next parameter on lines 03 and 04 is for the fund code(s). These can be left blank. If

you leave it blank you will get a report of all funds using the org entered. Arrow Down. 7. The next parameter on lines 05 and 06 is the Organization. Enter the same one on line 05

and 06 if you only want one. Arrow Down. 8. The next parameter on lines 07 and 08 is Account. This is optional. Leave it blank if you

want all. Arrow Down. 9. On line 09 enter the date that you want the report for in this format, e.g. 04-SEP-2008

and hit Next Block. This date has to be within the fiscal year you chose in step #4. 10. This takes you to the submission block. Click Save to run the report. You should get a

note at the bottom noting the file number. 11. Click on Options, Review Output. 12. The Saved Output Review screen will come up. Double click in the File Name box. The

same number that was listed when you ran the process should pop up in the Available Files list.

13. Double click on the Output File Name with the correct number and “lis” as the extension. 14. Click on Options, Show Document. Click Yes on the pop up window – if you have a

pop-up blocker on your computer, hold down the Ctrl key during this step. You will get a version that you can print by formatting it in landscape (File, Page Setup, Landscape) and changing the text size to smallest (View, Text Size, Smallest) or you can save it as is.

15. Can save this as an html file to email in a nice format.

13/15

Budget Detail Report Shows transaction detail; similar to FGITRND with totals

1. Type FGZODTA in the “Go” box hit Enter. 2. The Process Submissions Controls screen will appear click Next Block. 3. In the Printer box type DATABASE and click Next Block. 4. Click in the Values column on line 01, the Fiscal Year line, and enter 09, or whatever

the current fiscal year is and Arrow Down to the next line. 5. Enter A for the chart of accounts on line 02 and Arrow Down to the next line. 6. The next parameter on lines 03 and 04 is the Organization. Enter the same one on line 03

and 04 if you only want one. Arrow Down. 7. The next parameter on lines 05 and 06 is for the fund code(s). These can be left blank. If

you leave it blank you will get a report of all funds using the org entered. Arrow Down. 8. The next parameter on lines 07 and 08 is Account. This is optional. Leave it blank if you

want all. Arrow Down. 9. On line 09 and 10 enter the date range that you want the report for in this format, e.g. 04-

SEP-2008 and hit Arrow Down. This date has to be within the fiscal year that you chose in step #4.

10. On line 11 should be a Y. Arrow Down 11. On line 12 should be a Y. Arrow Down 12. On line 13 should be a B. Next Block 13. This takes you to the submission block. Click Save to run the report. You should get a

note at the bottom noting the file number. 14. Click on Options, Review Output. 15. The Saved Output Review screen will come up. Double click in the File Name box. The

same number that was listed when you ran the process should pop up in the Available Files list.

16. Double click on the Output File Name with the correct number and “lis” as the extension. 17. Click on Options, Show Document. Click Yes on the pop up window – if you have a

pop-up blocker on your computer, hold down the Ctrl key during this step. You will get a version that you can print by formatting it in landscape (File, Page Setup, Landscape) and changing the text size to smallest (View, Text Size, Smallest) or you can save it as is.

18. Can save this as an html file to email in a nice format.

14/15

Financial Manager Report Shows cash balance of restricted funds by financial manager

1. Type FGZFMGR in the “Go” box hit Enter. 2. The Process Submissions Controls screen will appear click Next Block. 1. In the Printer box type DATABASE and click Next Block. 2. Click in the Values column on line 01, the Chart of Accounts line, and enter A, and

Arrow Down to the next line. 3. Enter 09 for the fiscal year on line 02 or whatever fiscal year you want to run and Arrow

Down to the next line. 4. The next parameter on line 03 is for the as of date. This is the date that you want the

balances to be reported. You can use any date within the fiscal year you chose in line 02 above. Arrow Down.

5. The next parameter on line 04 is the financial manager ID. This is your Banner ID number that starts with A. You would enter your Banner ID number to have all the restricted/research funds show that you are the assigned financial manager. If you are dean/VP levels, leave line 04 blank. Arrow Down.

6. The next parameter on line 05 is the organization code. This is optional and would only be used by dean or VP levels to get roll-up information. If you completed line 04, leave line 05 blank. Next Block.

7. This takes you to the submission block. Click Save to run the report. You should get a note at the bottom noting the file number.

8. Click on Options, Review Output. 9. The Saved Output Review screen will come up. Double click in the File Name box. The

same number that was listed when you ran the process should pop up in the Available Files list.

10. Double click on the Output File Name with the correct number and “lis” as the extension. 11. Click on Options, Show Document. Click Yes on the pop up window – if you have a

pop-up blocker on your computer, hold down the Ctrl key during this step. You will get a version that you can print by formatting it in landscape (File, Page Setup, Landscape) and changing the text size to smallest (View, Text Size, Smallest) or you can save it as is.

12. Can save this as an html file to email in a nice format.

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