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WorkbookGoal
ThisworkbookisanintroducEontothefuncEonsofFinanceSelfServiceBanner(SSB).
TheworkbookisdividedintothreesecEons:IntroducEon
Day‐to‐DayOperaEons
Contacts&Support
2
TableofContentsIntroduc5on Pages4‐11Day‐to‐DayOpera5ons Pages12‐59
Overview Page12
AccessingSelfServiceBanner Page13
PerformingaBudgetQuery Page15
PerforminganEncumbranceQuery Page27
CreaEngaRequisiEon Page30
ApprovingDocuments Page46
ViewingDocuments Page48
PerformingaBudgetTransfer Page52
PerformingaMulEpleLineBudgetTransfer Page54
DeleteFinanceTemplate Page56
LookingUpCodes Page58
Contacts&Support Pages60‐61CampusSupport Page60
DistrictSupport Page61
Appendix3
Introduc5on
WhatisBanner?• SunguardBannerisafinancial,humanresources,andstudentservicesERP
systemthatreplacesthelegacyFRS/HRS/SISsystem• ThefinancemoduleofBannergoesliveonJuly1,2009withBannerversion7.4• TheBannerdatabasecanbeaccessedthroughtheInternetNaEveBanner(INB)
moduleorthroughtheSelfServiceBanner(SSB)module
TheFinanceSSBmoduleallowsuserstoquerybudgetinformaEon,submit
requisiEons,queryencumbrancebalances,makebudgettransfers,andapprove
documents.Accesstotheformsandqueriesgrantedtoeachuseriscontrolledbythe
standardFinanceFund/OrganizaEonandRuleClassSecurityinBanner.
4
Introduc5on
SelfServiceBannerFinanceforms
BudgetQueries EncumbranceQuery
RequisiEon PurchaseOrder*ApproveDocuments* ViewDocument
BudgetTransfer* MulEpleLineBudgetTransfer*
DeleteFinanceTemplate
*Denotesaformthatislimitedtousersbysecurityaccess
Features
SSBdeliversseveralaidstoeasilyfindinformaEonwithintheBannerFinance
database:
FOAPCodesLookup
Saving/DeleEngTemplates
SaveAsWarning
5
Introduc5on
AccessInforma5on
• YoucanaccesstheProducEonversionofSelfServiceBanner(SSB)directlyathgp://banner.hda.edu/
• FortrainingpurposesyouwillaccesstheSelfServiceBanner(SSB)
Pre‐produc5ondatabase(PPRD)
• TheSSBUserIDandPINnumberareprovidedonlya9ercompleEonofaSelfServiceBannertrainingsession
• Thedistrictwill“go‐live”withthefinancemoduleonJuly1,2009a9erwhichyouwillusethesameweblinktoaccesstheSelfServiceBanner(SSB)ProducEon(PROD)database
• UserswillaccessSSBPRODthroughtheLuminusportalwhenitbecomesavailable
• ToreportcorrecEonstoyourUserIDprofile,[email protected]
6
Introduc5on
SelfServiceBannervs.BannerINB
• Self‐ServiceBanner(SSB)
– 80%ofallusers
– Primarilyusedto:
• Query
• InputrequisiEons(maximum5lineitems)
• Viewdocuments
• Approvedocuments
• CompleteBudgetTransfers• BannerINB(InternetNaEveBanner)
– UsesthesamedatabaseofinformaEon
– ForPowerUsersOnly
• Example:Accountants,BudgetOfficers,FETandFF&ECoordinators
– Viewdetailedreports
– DetailedfinancialacEviEes 7
Introduc5on
Terminology&Tips
• Fund/OrganizaEon/Account/Program(FOAP)– ReplacestheFRSAccountandObjectCodestring
• Forms– ThedifferentareaswithinSSBthatausercanaccessdependingonthelevelofsecuritygranted
• Forms,etc.highlightedin“Blue”– Double‐clicktheformtoview
• Queries– SearchcapabiliEeswithinBannerSSB– BannerisCaseSensiEve
• Wildcardsearches– The“%”signcanbeusedtosearchatthebeginning,middleorendofaEtle,word,ornumber
(PurchaseOrders,RequisiEons,VendorIdenEficaEonnumbers,VendorNames,Invoices,etc.)– BecauseBannerisCaseSensiEve,bewareofhowyourequestyourquerysearches(IE.Apple,vs.
apple,%Applevs.%Apple%vs.Apple%)
8
Introduc5on
Terminology&Tips–con5nued
• DocumentlevelaccounEng
‐ TheFOAP(s)isequallydistributedtoallitemsonarequisiEon
• Encumbrance‐ReservaEonsvs.Actual‐ ARequisiEonwill“reserve”anencumbrancethroughtheapprovalprocess‐ APurchaseOrderorChangeOrderwillcreatean“actual”encumbrancewhencompleted
• StandingOrder–previouslyknownasan“OpenOrder”
• ChangeOrder–previouslyreferredtoasa“PurchaseOrderRevision”
• Always“complete”yourwork
• Alwayswriteyourdocumentnumberdown
• Print(andsaveasapdffile)yourdocumentforyourrecords
9
Introduc5on
• F Fund(a6charactercodethatidenEfiesthefundingsource)• O OrganizaEon(similartoFRS“account”code–a6character
codethatidenEfiescampus/division/department)• A Account(a4charactercode‐formerlythe“objectcode”)
• P Program(a6characterTOPS/ASAaccounEngsystemcode)
• A AcEvity–notused
• L LocaEon–notused
ThedistrictAccounEngServicesdepartmenthasprovidedFRS/Bannercross‐reference
informaEonathgp://business.hda.edu/accounEng/crosswalk.
Acrosswalkthatislocatedathgps://reports.hda.edu:446/php/finance_codes.phpwill
providetheFund,OrganizaEon,andProgramassociatedwiththecorrespondingFRS
accountcodeandobjectcode.
10
Day‐to‐DayOpera5onsOverview
Introduc5onThepurposeofthissecEonistoexplaintheday‐to‐dayoroperaEonal
procedurestoallowuserstoquerybudgetinformaEon,submitrequisiEons,
makebudgettransfers,andapprovedocuments.
Objec5ves
AttheendofthissecEon,youwillbeableto:
querybudgets queryencumbrancedata
createrequisiEons approvedocuments*
viewdocuments createbudgettransfers*
createmulEplelinebudgettransfers* deletefinancetemplate
*Denotesaformthatislimitedtousersbysecurityaccess
12
Day‐to‐DayOpera5onsAccessingFinanceSelf‐Service
Introduc5onInthislesson,youwillaccessFinanceSelfServiceBanner(SSB).Toproceedwiththis
andthefollowingexercises,youwillneedyourpersonalUserIDandPINprovidedby
thedistrict.
Loggingon
FollowthesestepstologintoFinanceSelfServiceBanner(SSB).
Step Ac5on
1 EntertheURLaddresshgp://banner.hda.edutoaccessSelfServiceBannerSSBPre‐producEon(PPRD),youwillaccessPRODthroughtheLuminusportalwhenitbecomesavailable
2 FromtheSSBPPRDdatabase,clickonEnterSecureAreatoaccesstheLoginPage.
3 EnteryourUserIDandPINnumberinthecorrespondingfields,andclick
Login
13
Day‐to‐DayOpera5onsAccessingFinanceSelf‐Service
Loggingon,con5nued
Step Ac5on4 FromtheMainMenu,clickFinancetoaccesstheFinanceMenu
5 TheFinanceMenucontainsthefollowingopEons:
14
Day‐to‐DayOpera5onsPerformingaBudgetQuery
Introduc5onTheBudgetQueriesopEonpermitstheFinanceSSBusertoaccessInformaEontoview
BudgetStatus.ThedataselectedthroughaFinanceSelfServicequerycanbe
downloadedtoaMicroso9Excelspreadsheet.Ausermaybuildorretrievethree
typesofqueries:
BudgetStatusbyAccount
BudgetStatusbyOrganizaEonalHierarchy
BudgetQuickQuery
15
Selecthere
Day‐to‐DayOpera5onsPerformingaBudgetQuery
Introduc5on‐con5nuedUsersmaychoosefromthefollowingOperaEngLedgerDataforBudgetStatusby
AccountandBudgetStatusbyOrganiza5onalHierarchy:
AdoptedBudget AccountedBudget
BudgetAdjustments YeartoDate
AdjustedBudget Encumbrances
TemporaryBudget ReservaEons
Commitments AvailableBalance
16
Day‐to‐DayOpera5onsPerformingaBudgetQuery
Comparisonqueries
Whenuserschoosetheirdesiredparameters,theymayselectaFiscalPeriodand
YeartocomparetotherequiredFiscalPeriodandYear.(BudgetQuickQueryonlydisplaysonefiscalyear).WiththisselecEon,allthedetailsthatareretrievedwill
beplacednexttothecorrespondingcomparaEveFiscalPeriod.
Downloadingquerydatatoaspreadsheet
UserscandownloadbudgetquerydatatoaMicroso9Excelspreadsheetand
theneditIt,accordingtotheirreporEngneeds.NOTE:SelectFILE/SAVEAStosaveas
anExceldocument.
17
Day‐to‐DayOpera5onsPerformingaBudgetQuery
Savingqueriesastemplates
Aquerycanbesavedasatemplateoneachscreen.However,eachEmeaquery
issaved,onlytheinformaEonenteredandqueriedupunElthatpointissaved.Ausercanenteraqueryandsaveitoneachscreenunderadifferentname,
creaEngseveraltemplates,eachwithitsowndetailorpath.
ThisfuncEonalityenablestheusertosavethequeryandretrieveitlaterfor
quickreferenceorcustomizing.‘Personal’queriesmaybeaccessed
onlybytheUserwhocreatedthem.TheSharedqueryopEonshouldnotbeselected.
Note:YoucanusetheDeleteFinanceTemplatelinktodeleteyourpersonaltemplates.
18
Day‐to‐DayOpera5onsPerformingaBudgetQuery
Savingqueriesandtemplates
TheFinanceformsandqueriesprovideuserstheopEontosavecompleted
transacEonsandqueriesforfutureuse.Therearetwotypesofqueries:Personal(retrievablebyuseronly)andShared(donotselect).Oncethequeryissavedasa
template,itcanberetrievedatanyEmeandtheinformaEonorparameterscanbe
changed.
AusercanusetheDeleteFinanceTemplatelinktodeletetheirpersonal
templatesorqueries.
SaveAswarning
AsmenEoned,usershavetheopEontosavetheirSSB‐completedFinancequeryasa
personaltemplateforfutureuse.TopreventaccidentaloverwritesofexisEng
templates,SSBdeliverstheSaveAswarningmessagetointerruptapotenEal
unwantedsave.19
Day‐to‐DayOpera5onsPerformingaBudgetQuery
User‐calculatedcolumns
Thedetailscreenprovidesthecapabilitytoadd“usercalculatedcolumns”toa
query.TheUsermayadd,subtract,mulEply,divide,orgetapercentageofanytwoOperaEngLedgerColumns,choosewheretheyshouldbedisplayed,and
namethem.Thesecolumnsmayberemoved,saved,oraddedfromaqueryor
templateatanyEme.
Note:TheUserCalculatedcolumnscannotbedownloadedintoExcelbecause
theyarejustcalculaEons.
20
Day‐to‐DayOpera5onsPerformingaBudgetQuery
BudgetStatusbyAccount
TheBudgetStatusbyAccountopEonallowsausertoreviewbudgetinformaEon
byaccountfortheFiscalPeriod,YeartoDate,andCommitmentTypeby:SpecificFOAPAL/Indexvalues ASpecificOrganizaEon
AllOrganizaEons Grant
FundType AccountType
RevenueAccounts
TherearefourlevelstoaBudgetStatusbyAccount:
AccountDetail
TransacEonsDetail
DocumentDetail
ViewtheDocument
21
Day‐to‐DayOpera5onsPerformingaBudgetQuery
BudgetStatusbyOrganiza5onHierarchy
TheBudgetStatusbyOrganiza5onHierarchyopEonallowsuserstoreview
budgetinformaEonfororganizaEons:HierarchicalStructure
SpecificFunds,high‐levelOrganizaEons,Accounts,andPrograms
FundType
AccountType
RevenueAccounts
Thelevelsofthistypeofqueryinclude:
OrganizaEonalHierarchy
ExternalAccountType(Levels1and2)
AccountDetail,TransacEonDetail
DocumentDetail
ViewtheDocument22
Day‐to‐DayOpera5onsPerformingaBudgetQuery
BudgetQuickQuery
TheBudgetQuickQueryisusedtoreviewbudgetinformaEonbyAdjustedBudget,
YeartoDate,Commitments,andAvailableBalanceby:specificFOAPAL/Indexvalues
aspecificorganizaEon
allorganizaEons
grant
revenueaccounts
Thelevelsofthistypeofquerydonotallowanytypeofqueryfor:
AccountDetail
TransacEonDetail
DocumentDetail
ViewtheDocument
23
Day‐to‐DayOpera5onsPerformingaBudgetQuery
Procedure
Followthesestepstocompletetheprocess.
Step Ac5on
1 ClickBudgetQueriesfromtheFinanceMenutonavigatetotheBudgetQueriespage
2 Under"CreateaNewQuery,"clickthedrop‐downTypemenutoviewvalues
‐ SelectBudgetStatusbyAccounttoviewbudgetinformaEonfororganizaEonsdetailedbyaccount
‐ SelectBudgetStatusbyOrganizaEonalHierarchytoviewsummarizedbudget
InformaEonusingactualorhierarchicalorganizaEonoraccountcodes
3 A9erselecEngaquerytype,clicktheCreateQueryicon
4 Checktheappropriatecheckboxesforyourquery
24
Day‐to‐DayOpera5onsPerformingaBudgetQuery
Procedure,con5nued
Step Ac5on5 EnteranameforyourqueryintheSaveQueryAsfield
‐ Note:Donotusethefollowingnon‐standardcharactersinyourqueryname.Theyarethesemicolon(;),slash(/),ampersand(&),atsign(@),andquesEonmark(?).
6 ClicktheCon5nuebugon
25
NameyourqueryandSave
Day‐to‐DayOpera5onsPerformingaBudgetQuery
Procedure,con5nued
Step Ac5on7 Entertheappropriateparametersforyourquery
Note:YoumustchooseeitheravalidorganizaEonoravalidgrantandchartof
accountstoretrieveanydata
8 SaveQuerytosavetheenErequeryforreuse
9 ClicktheSubmitQuerybugon
10 Thepagewillrefreshanddisplaytheresultsofyourquery,alongwiththeparametersthatwereselected
26
Day‐to‐DayOpera5onsPerforminganEncumbranceQuery
Introduc5onTheEncumbranceQueryfeatureofFinanceSelfServiceBannerallowsuserstoreview
outstandingencumbranceinformaEonsuchasPurchaseOrdersorspecialJournal
Vouchers.UsersmayenteranyFOAPALvaluestonarrowtheirselecEon.Theymust
populatetheOrganiza5onfieldstosubmitaquery,thoughwildcardsarepermigedin
theseFields.NotethataccessiscontrolledbyFundandOrganizaEonsecurity.
Encumbrancesummaryreport
OncetheparametersareselectedforaparEcularqueryandsubmiged,the
EncumbranceQuerybringsbackinformaEonontherelatedencumbrancesbyaccount.
27
Day‐to‐DayOpera5onsPerforminganEncumbranceQuery
DocumentAccoun5ngDistribu5onsscreen
ThefollowinginformaEonisdisplayedontheDocumentAccounEngDistribuEons
page:
Fiscalperiod
ChartofAccounts
Documentnumber,dateandcode
TransacEondescripEon
Ruleclass
EncumbranceinformaEonandamounts
Itemandsequencenumbers
28
Day‐to‐DayOpera5onsPerforminganEncumbranceQuery
Procedure
Followthesestepstocompletetheprocess.
Step Ac5on
1 ClickonEncumbranceQueryfromtheFinanceMenutonavigatetotheEncumbranceQuerypage
2 EnterappropriateparametersorretrieveanexisEngquery
29
Donotselect
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
Introduc5onPaperPurchaseRequisiEonformshavebeenreplacedwithelectronic“RequisiEons.”
TheFinanceSelf‐Service(SSB)RequisiEonforminterfaceswiththeBannerINB
RequisiEonFormanditstables.Therefore,ausermustinputarequestforpurchase
throughBannerSelf‐Service(SSB).
• RequisiEonswillflowthroughandbeapprovedthroughanelectronicapprovalprocess• IfarequisiEonisnotapprovedatanylevelthroughtheapprovalprocess,itwillberejectedalltheway
backtotheoriginator
• ArequisiEoncannotbemodifiedinSSB‐ItcanonlybemodifiedinINB,andonlybysomeonewhohasFund/OrganizaEonposEngauthorityagainsttheFOAP
• IfarequisiEonismodifiedinINB,thentherequisiEonwillberoutedbackthroughtheapprovalprocesstotheoriginator
• ThestatusofarequisiEoncanbeviewedatanyEmeinSelf‐ServiceorBannerINB• Youcannotsaveadocumentorleaveit“InProcess”inthemiddleofdataentry• Oncethedocumentisstarteditmustbecompleted,orallinformaEonwillbelost
• OncearequisiEonhasbeenapproved,itwillbepostedandforwardedtothePurchasingandProcurementmoduleofBannerforprocessing
30
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
PrerequisitesBeforeyouproceedtoenterarequisiEon,all(ormost)ofthefollowinginformaEon
shouldbereadilyavailable:
1Theexpecteddeliverydateforthegoods/servicesordered
2ThesuggestedvendornamethatexistsinBanner
3Theinternalcampus/end‐userdeliveryinformaEon
4ThedescripEonofthegood/service
5ThequanEtyofthegood/service
6Thepriceofeachgood/service
7TheFOAPstring(s)thatyouwillcharge
8AvailablefundsintheFOAP(FundandOrganizaEon)
Acrosswalkisavailableat:hgps://reports.hda.edu:446/php/finance_codes.php.
31
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
Procedure
FollowthesestepstocompletetherequisiEonprocedure:
Step Ac5on
1 FromtheFinanceMenu,clickonRequisi5ontonavigatetotheRequisiEonpage
2 Enterappropriatevaluesinthefields,orretrieveanexisEngtemplate
– Transac5onDate–donotmodifyunlessyouareenteringarequisiEonforthenextfiscalyearbudget
– DeliveryDate‐indicate+4weeksormoredependingonproductleadEme
– VendorID–scrolldowntothebogomoftheformandperformaCodeLookupbyVendorType‐ BypassthesefieldsIfthevendorisnotfound
‐ ProvidevendorinformaEonintheDocumentText
– SelectVendorValidateandtheselectedvendorinformaEonwillpopulate
32
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
Procedure–con5nued
Step Ac5on
– Requestor–informaEonshouldpopulatetoyourdefaultinformaEon– Aaen5onTo–ProvidetheInternalCampus/End‐UserDeliveryAddress
informaEoninthe“AgenEonTo”field‐ Theinternaldeliveryaddressprovidestheshippingandreceiving
departmentwithinformaEonthatindicateswhichcampus,where,andtowhothegoodsandmaterialsshouldbedelivered.SampledeliveryinformaEon:– FHC/1921/A.Harrisx7144– DAC/ADM150/P.Josephx8758– DIST/G.Wux6269– MDFLD/ADM/C.McKeller– DSC/Plant/G.Lessliex6121
33
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
Procedure–con5nued
Step Ac5on
– Comments‐RequiredfieldforallMeasureCfundedrequisiEonsandtechnologypurchases• ForallotherrequisiEonsitisnotrequiredandusuallycontainsnotesto
thebuyer‐acommentdoesnotprintonaPurchaseOrder
• Commentsamples:
» MeasureC–Backupincluded» MeasureC–FF&E
» CallmeifquesEons
» ChangeOrdertoPOHH000330
» OpenOrderFY09‐10
» Agreement–Backupincluded34
35
TheCommentsfieldprovidesashortnotetotheBuyer
TheAgenEonTofieldmustindicatetheinternalDeliveryinformaEon
Double‐clickheretoprovideaddiEonalinformaEonrelatedtothedocument
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
Procedure–con5nued
Step Ac5on
3 ProceedtotheCommoditysecEonoftheform
– BypasstheCommodityCode(disabled)
– CommodityDescrip5on–inputthedescripEonoftheitemthatyouarerequisiEoning,ifthedescripEonismorethanallowedwithinthefields,youcanselecttheitemnumber(highlightedin“blue”)andconEnueyourdescripEonintheItemText;includeproductmakeandmodelnumbers
– CompletetheUOM/Quan5ty/TaxGroup/DiscountandAddi5onalAmountfields;takeintoconsideraEonaddiEonalchargesforFullServiceDirectDeliveryand/orShippingCharges
– SelectCommodityValidate
36
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
Procedure–con5nued
Step Ac5on
4 ProceedtocompletetheAccounEnginformaEonontheform
– ThedefaultChartofAccountsischart“C”– EnteryourFOAP(s)thatwillbechargedfortheitem
• Fund/OrganizaEon/Account/Program
• IndicatetheAccoun5ngdistribuEon– Bydollars– Bypercentage
– SelectSaveTemplate
– Validate– Complete
5 PRINTyourrequisiEonforyourrecordsorSAVEasapdffileforreference
38
NotethatyourRequisiEonIsnowCompleted
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
Documentcomple5onThesuccessfulcompleEonofadocumentcreatedthroughFinanceSelfServiceBanner
willrequire:
1 AvailablebudgetatEmeofentry
2 Onceanentryformisprocessed,itmustbe“completed“
‐ Entryformscannotbele9inprocess;allinformaEonwillbelost
‐ Entryformscannotbemodifiedoncecompleted
Note: AsaformcreatedinSSBproceedsthroughtheapprovalque,itcannotbe
modifiedbysomeoneofapprovalauthority,theformmustbedenied.The
originatorwillberequiredtore‐entertheformcorrectly.
39
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
DisplayingTextTherearetwokindsoftextthatcanbeassociatedwithaRequisiEonandPurchase
Order:ItemTextandDocumentText.Eachtypeoftextcanbeviewedonlineonlyand
orprintedonthedocument.
1 ItemTextisadhoctextthatisenteredbytheenduserforanygivenitem.Thetextisonlystoredforthatiteminthatspecificdocument.ItemtextcanbeassociatedwithacommodityitemonrequisiEonsandpurchaseorders
2DocumentTextisadhoctextthatisrelevanttothewholedocumentandisenteredbyanenduser.Samplesofdocumenttextmaybe:
‐NewVendorinformaEon
‐SpecialinstrucEonsregardinginvoices
‐AddiEonalinformaEontobeprovidedtothebuyer
40
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
41
SamplesofDocumentandItemText,youcanchoosetoprintornottoprint
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
BackupMaterial• ManyrequisiEonswillhaveaddiEonalmaterialsthatmustaccompanytherequest
• Thebackupmaterialcanbe:
• Copyofaboardagendaitem
• VendorquotaEons
• NewvendorinformaEon(W‐9)
• SignedagreementsorICA’s
• Thedistrictpurchasedaproductcalled“Extender”thatwillallowanend‐usertosubmitthebackupelectronicallywiththerequisiEon,unElthatproductisimplemented,theprocesstoincludebackupmaterialsisdescribedhere
42
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
BackupMaterial‐con5nued• IntheCommentsfield,indicatethat“backup”isincluded
• PrinttherequisiEoninSSB(keepacopyoftherequisiEonandallbackupmaterial)
– YoucaneitherprintituponcompleEngtherequisiEonoryoucanprintitfromViewDocuments
• AgachthebackupmaterialtotheprintedrequisiEonandforwardthepaperworkininter‐officemailtothefollowing:PURCHASINGSERVICESDEPARTMENT–ATTN:LindaMahi
• DONOTsendbackupmaterialviae‐mail,fax,orothermeans
• WhenthePurchasingServicesDepartmentreceivestheprintedrequisiEonwiththebackupmaterials,itwillbefilednumerically
• Onlya9erarequisiEonisAPPROVEDandpostedwillitflowthroughBannertothePurchasingmoduleandbeassignedtoaBuyer
• BackupmaterialwillbedistributedtotheassignedBuyerifitisreceivedbythePurchasingServicesDepartment
43
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
ChangeOrdersIntroduc5on‐ArequisiEonisenteredtoprocessRegularorStandingOrders.InBanner,therequisiEonISNOTEedtoaChangeOrder.However,arequisiEonwillbeRequiredtosubmitaChangeOrderrequest.
• TheChangeOrderrequestwillflowthroughtheapprovalprocesswhenitisprocessedthrougharequisiEon‐therefore,arequestwillnotbecompletedunlessitismadethrougharequisiEon
• AChangeOrdercanbeanyofthefollowing:• Arequesttoincrease/decreaseanencumbrancebalanceagainstaStanding
Order• ArequesttoaddaddiEonalitemstoapurchaseorder
‐ FreightCharges,addiEonalitemsactuallyreceived,etc.• ArequesttoaddservicestoaRegularOrder
‐ ChangestoICA’s,Agreements,etc.• ArequesttoaddConstrucEonChangeOrderstoaRegularOrder
44
Day‐to‐DayOpera5onsCrea5ngaRequisi5on
ChangeOrders–con5nued• TosubmitaChangeOrderrequest,completearequisiEonasyounormallywould• IntheCommentsfieldindicate“ChangeOrdertoAA000001”‐thiswillalertthe
BuyersthattherequisiEonisnotforaneworder• IntheCommodityDescrip5onfield,indicatethechange‐iffurtherdetailsare
required,thenprovideItemTexttodescribethosedetails• ConEnuetoprocesstherequisiEonasyounormallywould• UponcompleEngtherequisiEon,theChangeOrderrequestwouldfollowthe
approvalprocess• OncetheRequisiEonisapprovedandposted,itwillbeassignedtotheoriginaEng
buyertoprocesstheChangeOrder• OncetheChangeOrderisprocessed,therequisiEonwillbecancelledbythebuyer• InViewDocumentyouwillnotseetherequisiEonassociatedtothechangeorder
sinceBannerdoesnotassociatethetwoforms
45
Day‐to‐DayOpera5onsApprovingDocuments
Introduc5onTheFinanceSelfServiceBannerApproveDocumentsformallowsausertoapproveor
disapproveadocument(requisiEon,invoice,journalvoucher,orencumbrance).A
usercanapproveadocumentonlyifsecurityhasbeengranted.
Youcansubmitadocumentqueryby:
userID
documentnumber
documentsforwhichyouarethenextapprover
alldocumentswhichyoumayapprove
46
Day‐to‐DayOpera5onsApprovingDocuments
Procedure
Followthesestepstocompletetheprocess.
Step Ac5on
1 FromtheFinanceMenu,clickonApproveDocuments
2 Enterappropriateapprovalparameters
3 ClicktheSubmitQuerybugon
4 SelectthedocumentyouwouldliketoapprovebyclickingtheApprovelink
47
Day‐to‐DayOpera5onsViewingDocuments
Introduc5onTheFinanceSelf‐ServiceViewDocumentformallowsausertoviewdetailinformaEon
aboutadocument(requisiEon,purchaseorder,invoice,journalvoucher,
encumbrance,ordirectcashreceipt).YoualsohavetheopEontodisplaycommodity
textforpurchaseorders,requisiEons,andinvoices.ThisopEonisnotrestrictedto
documentscreatedinSSB.AnyexisEngBannerDocumentmayberetrievedand
viewedbythismeans.
Youcansubmitadocumentqueryby:
documenttype: RequisiEon R
PurchaseOrder AA,EE,HH,MC,ME
Invoice I
documentnumbersubmissionnumber
changesequencenumber 48
Day‐to‐DayOpera5onsViewingDocuments
Procedure
Followthesestepstocompletetheprocess.
Step Ac5on
1 ClickonViewDocumentfromtheFinanceMenutonavigatetothedocumentpage
2 ChooseDocumentTypeandenteradocumentnumberintheDocumentNumberfield
4 Selectdisplaycriteria
5 SelectViewDocumenticontoperformquery
6 SelectApprovalHistoryicontoviewthedocument'sproperEes
49
Day‐to‐DayOpera5onsPerformingaBudgetTransfer
Introduc5onTheFinanceSelfServiceBannerBudgetTransferformallowsausertoprocessBudget
AdjustmentJournalVouchers.ThisformenablestheSSBusertotransferbudgetfrom
oneFOAPtoanother.
Abudgettransferrequires:
fund/organizaEonsecurity
ruleclasssecurity
availablebudget
mustbewithinsamechart
52
Day‐to‐DayOpera5onsPerformingaBudgetTransfer
Procedure
Followthesestepstocompletetheprocess.
Step Ac5on
1 ClickonBudgetTransferfromtheFinancemenutonavigatetotheBudgetTransferpage
2 Enterappropriateparameters,orretrieveanexisEngtemplatebyselecEngitfromtheUseTemplatedrop‐downmenuandclickingtheRetrievebugon
53
Day‐to‐DayOpera5onsPerformingaMul5pleLineBudgetTransfer
Introduc5onTheMul5pleLineBudgetTransferformisthesameastheBudgetTransferForm
exceptthatItallowsbudgettransfersbetweenuptofiveFOAPs.Thefieldsonthese
formsareidenEcal.
Ineachdocumentcreated,thepluses(transfersto)mustequaltheminuses(transfers
from).TheseamountsmustoffsetoneanotherandadduptotheDocumentAmount.
TheruleclassesthatweprovideforthebudgettransfersareBD01,BD02,andBD04.
TheseArehard‐codedintheform.BD01isforpermanentbudget,BD02forbudget
Adjustments,andBD04fortemporarybudget.Discusstheappropriateuseofthese
designaEonswithyourbudgetofficer.ThisformisnotmeanttoallowcompleEon
ofdocumentsusingruleclassesthatarenotself‐balancing.
54
Day‐to‐DayOpera5onsPerformingaMul5pleLineBudgetTransfer
Procedure
Followthesestepstocompletetheprocess.
Step Ac5on
1 ClickonMul5pleLineBudgetTransferfromtheFinancemenutonavigatetotheMulEpleLineBudgetTransferPage
2 Enterappropriateparameters,orretrieveanexisEngtemplatebyselecEngitfromtheUseTemplatedrop‐downmenuandclickingtheRetrievebugon
55
Day‐to‐DayOpera5onsDeleteFinanceTemplate
Introduc5onDeleteFinanceTemplateisanopEonontheFinanceMenuthatenablesauserto
deletetemplatesorqueries.Thiscanbehelpfulwhenatemplateisrenamedandthe
originalneedstobedeleted.Theabilitytodeletetemplatesdependsontheprivileges
associatedwithyourSSBuserID.
Procedure
Followthesestepstocompletetheprocess.
Step Ac5on
1 ClickonDeleteFinanceTemplatefromtheFinancemenutonavigatetotheDelete
FinanceTemplate
2 EnterintheTemplate/QueryNameandTemplate/QueryType3 Checkthedeleteboxoftheitemstobedeleted
4 ClicktheDeleteBugon56
Day‐to‐DayOpera5onsLookingUpCodes
Introduc5onFinanceSelfServiceBannerallowsuserstolookupvendorinformaEon,requisiEon
informaEon,oranyoftheFOAPcomponentcodesfortheChartofAccounts.Codes
canbequeriedbyIDaswellasbyEtle,andtheuseofwildcardsispermiged.
CodeLookupfunc5on
TheCodeLookupfuncEonisagachedtoanumberofopEonsfromtheFinanceMenu
(RequisiEon,PurchaseOrder,BudgetTransfer,andMulEpleLineBudgetTransfer).
Procedure
Step Ac5on
1 SelectRequisi5onfromtheFinanceMenu2 ScrolldowntotheCodeLookupsecEonnearthebogomofthepage
3 SelectaVendorcodefromthedrop‐downmenu 58
Day‐to‐DayOpera5onsLookingUpCodes
Procedure–con5nued
Step Ac5on4 UsetheTypedrop‐downmenutofindthevalueyouwanttoquery
5 Enterthewildcard(%)intheTitleCriteriafield
7 ClicktheExecuteQueryicontoviewtheListofValues‐thepagewillrefresh
anddisplaytheresultsofyourquery
59
Contacts&Support
CampusSupportPersonnelDistrict
EsperanzaContrerasx6297 [email protected] [email protected]
CaroleMillerx6140 [email protected]
TonegeTorresx6148 [email protected]
FoothillCollege
DianaCohnx7253 [email protected] [email protected]
LaureenWongx7363 [email protected]
DeAnzaCollege
TeriGerardx8938 [email protected]
MargaretMichaelisx8857 [email protected] [email protected] 60
Contacts&Support
ID/Passwordhelp–contactHectorQuinonezx6250or
[email protected]–MarEnVarelax6266or
[email protected]–contactEllenLyonx6253or
PurchasingServiceshelp–contactthefollowingpeople: DawnAllshouse [email protected] x6162
FrankGreco [email protected] x6284
GinaBailey [email protected] x6165
LindaMahi [email protected] x6193
AnnegePerez [email protected] x6163
[email protected] x616661
C - F O A P A LElement Chart Fund Organization Account Program Activity Location
A one digit code to identify an accounting
entity
C - FHDAChart of Accounts (6 Digits) (6 Digits) (4 Digits) (6 Digits)
Current FRS # --- 212256 4010 --- --- ---
New Banner # C 135530 237022 4010 709000 --- ---
The following example shows an expense for travel from Accounting Department in the old and new formats:Current FRS
# --- 144040 5510 --- --- ---New
Banner # C 114000 415000 5510 672000 --- ---
Current FRS # --- 768012 6620 --- --- ---
New Banner # C 472012 110001 6620 710000 --- ---
Departmental entities or budgetary units within the district
Describes the nature of expenditures, revenues, assets,
liabilities and fund balances
Functional reporting classification for tracking use of funds for financial
reporting purposes
Foothill-De Anza Community College DistrictBanner FOAPAL
A user defined element to be used for independent reporting needs not
required for external reporting purposes
Identifies physical location of financial activity and fixed assets
Required
Definition
Will Not Be Used
The following example shows an expense for Major Cap Equipment from the Measure C, FH Footbriddge Project in the old and new formats:
What we call it now in FRS Department or SL Accounts Object Code TOPS & ASA Code
Examples:
District Chart of Accounts
GL or SL Account from General, Grant, Agency, Foundation or
Capital Projects
The following example shows an expense for office supplies from a Grant Account in the old and new formats:
------
Indicates the source of money and how it must be used
6/18/09
Foothill-De Anza Community College District Self Service Banner (SSB) Training List of Commonly Used Account Numbers (Previously FRS Object Codes): 4010 Miscellaneous Supplies 4025 Instructional Materials 4060 Printing-General 5030 Dues and Memberships 5214 Technical & Professional Services 5218 Admin Expenses
5312 Computer Maintenance & Repair 5315 Software Maintenance & Repair 5350 Equipment Maintenance & Repair 5510 Domestic Conference & Travel 5735 Postage & Mailing 5745 Advertising 6410 FH-CS Minor Computer Software 6411 DA Minor Computer Software 6420 Minor Cap-Equipment 6461 FH-CS Minor Computer and Printer 6462 DA Minor Computer and Printer
New Banner Forms Available at: http://business.fhda.edu/accounting/banner_forms
Foothill-De Anza Community College DistrictEIS Finance Team
Name Position AreaLocation ExtensionShawna Aced Associate Registrar Admin & RecordsFoothill 7771Gina Bailey Senior Buyer PurchasingDistrict 6165Nancy Chao Cashiering Svcs Supv. Cashiering SvcsDe Anza 5308Patti Conens HR Specialist Human ResourcesDistrict 6220Janet Couch Vong Furn Fix & Equip Coord Foothill 8371Teri Gerard Budget/Enroll Analyst Budget/AcctgDe Anza 8938Asha Harris Furn Fix & Equip Coord Foothill 7144Joni Hayes Financial Analyst BudgetDistrict 6174Joe Lampo App. Program Supv. ETSDistrict 6190Henry Ly Computer Proj Coord District 6170Ellen Lyon Accts. Pay. Supv. AccountingDistrict 6253Margeret Michaelis Dir. Budget/Personnel FinanceDe Anza 8857Kathy Nguyen Accountant FoundationDistrict 6923Annette Perez Senior Buyer PurchasingDistrict 6163Hector Quinonez Controller AccountingDistrict 6250Ron Rayas Programmer Analyst II District 6188Steve Schmidt Special Project Coord District 6168Bernata Slater Dir. Budget Operations BudgetDistrict 6261Tonette Torres Accounting Supervisor Construction AcctgDistrict 6148Martin Varela Senior Accountant AccountingDistrict 6266Rhoda Wang Assistant Controller PayrollDistrict 6262Bret Watson Sen. Acct/Grants Mon. Business ServicesDistrict 6272Laureen Wong Budget/Enroll Analyst Ed. Res. & InstrucFoothill 7363Gloria Wu Chief Accountant AccountingDistrict 6269
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D270
MyPortal, the FHDACCD secure gateway for Foothill, De Anza and Central Services online services Rev. 06/25/09 p.1
First-Time Login
Open an Internet browser and type in the following URL: http://banner.fhda.edu
You will see the Banner Link Page shown above; click the Click here to Enter to enter the Banner My Portal sign on page shown below:
Login Process
1. Enter your login information in the Secure Login area and click the Login button.
a. Your Username is your 8-digit employee ID. Look it up at http://employeeid.fhda.edu. b. Your Password is your district-provided PIN number used for Liquid Office and the wireless
FHDA network. Look it up at http://employeepin.fhda.edu. c. For people who have already attended the Banner SSB training, you should have the Username
and Password provided to you in a sealed envelop.
MyPortal, the FHDACCD secure gateway for Foothill, De Anza and Central Services online services Rev. 06/25/09 p.2
IMPORTANT: If you are unable to log in with the Username and Password (PIN) described above, contact the ETS Call Center at 408.864.TECH (8324) or e-mail [email protected].
2. Upon successful login, you will be asked to complete a Secret Questions and Answers Setup form.
a. Answer at least two questions based on the listed constraints and click the Submit Setup
button. NOTE: You may create your own questions based on the minimum number of significant characters. Simply type over an existing question.
b. Once complete, you should receive the following message: Secret questions setup successful!
3. To enter MyPortal, click the link that says “Click here to continue.” You may also be automatically redirected to your home page inside the portal.
NOTE: Once logged in, you should see the portal page for your primary work location: Foothill, De Anza or Central Services. If you do not see the appropriate campus/district logo on your portal home page, contact the ETS Call Center at 408.864.TECH (8324) or e-mail [email protected].
How to Change Your PIN Password for MyPortal (Optional)
MyPortal, the FHDACCD secure gateway for Foothill, De Anza and Central Services online services Rev. 06/25/09 p.3
1. Click on My Account in the upper left corner of the window.
2. Follow the directions to change your PIN password to a strong alphanumeric password as described.
3. When done, click the Save Changes button at bottom right corner of the window. You should see a
message in the Change Password area confirming you have successfully changed your password.
Log Out of MyPortal
1. Click the Logout icon in the upper right corner of the window.
Already Forgot Your Password?
1. Click the Forgot Your Password? link in the Secure Login area. 2. You will be prompted to enter your 8-digit username and the answers to two of the secret questions
that you set up in Step 3 during your first-time login.
Once inside, click on the Tutorial Tab to learn more!