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SELF SERVICE BANNER FINANCE USER INSTRUCTIONS
In order to understand the different features available in Self Service Banner, the following are definitions for terms used throughout this document. Banner INB – INB stands for Internet Native Banner and is the full Banner application suite. Banner SSB – Self Service Banner can be used for certain functions in a streamlined and more user friendly format. It is accessed through the ULink portal. Please note that the functionality is more limited than that in Banner INB in certain areas. Fiscal Year – Runs July 1st through June 30th of each year. Fiscal Period – Each month in the fiscal year is considered a fiscal period. For instance, Period 01 is July, Period 02 is August, etc. to Period 12 which is June. There is also a Period 14 for final year‐end adjustments utilized by Financial Services. Chart Code – Stands for the chart of accounts. UL’s chart code is 1.
FOAP – Combination of Fund, Organization, Account and Program codes used in Banner
Finance. All transactions in Banner require these elements.
Fund
Designates “Where the money is coming from”
‐ Usually 4 or 6 digits; Can be 5 digits
‐ Examples
o 1000 Operating Fund
o 2671 Accounting Support
o 222001 E‐Learning Support
Organization/Org
Designates “Who is spending the money”
‐ Identifies the department
‐ Can be 4, 5, or 6 digits
‐ Examples
o 2130 Visual Arts
o 81001 Housing Administration
o 4010 Undergraduate Admissions/Recruitment
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Account/Acct
Designates “What is the money being spent on”
‐ Replaces C&O code; 6 digits
‐ Personnel Expenses begin with a ‘6’
‐ Non‐Personnel Expenses begin with a ‘7’
‐ Examples
o 610301 Salaries‐Classified
o 730110 Printing
o 740100 Office Supplies
Program/Prog
Designates “Why is the money being spent”
‐ Mainly for financial reporting
‐ 2 digits
‐ Examples
o 10 Instruction
o 40 Academic Support
o 50 Student Services
All ISIS departments have been converted to a Banner Fund, Organization and Program. An
index is available on the Budget and Finance tab on ULink to crosswalk your previous
department to Banner.
In addition, all ISIS revenue and expense codes (C&O codes) have been converted to Banner
Accounts. An index is available on the Budget and Finance tab on ULink to crosswalk the
previous codes to Banner. Definitions for Banner expense accounts are also provided. Please
note Banner expense accounts have expanded selections. Review and select most appropriate
expense account when completing online purchase requisitions.
Accessing Banner SSB
To sign on to Banner SSB:
Go to www.louisiana.edu and click on ULink
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Click on new ULink.
Log in with ULID and password
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If you have problems signing on, please put in a helpdesk ticket:
http://helpdesk.louisiana.edu/erpincident
Once in ULink, click on the Budget & Finance tab
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The Budget & Finance tab looks like this:
Note that the crosswalks from ISIS to BANNER are found on this tab.
Budget Queries in Self Service Banner
The “Budget Query” link on the Budget & Finance tab will take the user to Budget Queries in Banner SSB. These queries provide detailed information on departmental budgets. A report can be created to show a department’s budget, year‐to‐date expenditures, encumbrances, as well as balance available. From this query, the user may “drill down” and review the specific information which makes up the totals in each column.
***Note ‐ An attempt was made to setup the same access that existed in ISIS in
BANNER. If you find when you enter your FOAP in the budget query that you do not
have access, please use the following link to request finance access:
http://helpdesk.louisiana.edu/financeaccess
Unless you are the Department Head, all requests require approval from your
Department Head.
To access the queries choose “Budget Query” on the Budget & Finance tab:
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Click on the dropdown menu
Three options are available, all with varying levels of functionality and detail.
Budget Status by Account allows users to review budget information by account for the Fiscal Period and Year to Date by: Specific Index, Specific Organization, All Organizations, Grant, Fund Type, or Account Type. Budget Status by Organizational Hierarchy allows users to review budget information by
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organizations for the Fiscal Period and Year to Date by: Hierarchical Structure, Specific Funds, high‐level Organizations, Accounts, Fund Type, or Account Type. Budget Quick Query is similar to the Budget Status by Account report except there are no drill‐down capabilities
Creating a Budget Query – Budget Status by Account The first option, Budget Status by Account query, allows a user to review detailed budget information by account code for a specified period of time. Choose “Budget Status by Account” from the dropdown menu, and click the “Create Query” button.
The next screen details columns for display on the Query report. Columns available are:
Adopted Budget – Budget at beginning of Fiscal Year. (Approved Budget). Budget Adjustment – An increase/decrease to budget. Adjusted Budget – The Adopted Budget plus the Budget Adjustment. Temporary Budget – Temporary Adjustments – will not roll to next fiscal year. Accounted Budget – Approved Budget plus or minus any Budget Adjustments. Total of all budget transactions.
Year to Date – Actual revenue and expenses to date. Encumbrances – Funds committed for future payment (general encumbrances and purchase orders). Reservations – Outstanding requisitions. Commitments – encumbrances for general, purchase orders and requisitions, labor. Available Balance – The difference between the Accounted Budget and Year to Date and Commitments. This indicates the budget balance available.
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Select the data columns to be displayed. The following are suggested columns:
Then, click “Continue”.
A user may also save a query for future use by giving it a name in the “Save Query as” field. If you click the “Shared” check box, the saved query can be viewed by other Banner Finance users with security access to the department’s organization codes. Any saved queries can be retrieved from the main “Budget Query” tab by selecting the appropriate query from the “Retrieve Existing Query – Saved Query” option. When done selecting the columns to be displayed, click the “Continue” button. The next screen allows the user to identify specific FOAP to be reported in the query as well as the desired fiscal period/year. Until the user is familiar with the new Banner FOAP, refer to the “ISIS‐Banner Dept info” link on the Budget & Finance tab to convert the ISIS Departments to the new Fund/Org combination. It is recommended only the Fund and Org be entered in the query fields to ensure all transactions are displayed. Example:
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Note the following: • Fiscal Year, Fiscal Period, and Chart of Accounts must be entered. Use fiscal period 14 to retrieve all year to date activity. Note: Any period selected will give cumulative transactions through that particular period (Chart of Accounts is always 1). • A value must be entered for Organization or Grant in order to proceed with the query. • Grants Only: If the Grant field is populated, the retrieved data will be from grant inception to date. If the Grant field is not populated, all information retrieved is for the specified fiscal year and period only. • In order to have the most drill down functionality available (see next page) in the query results, choose “Encumbrances” and “Reservations” for purchase orders and requisitions. If you choose “Commitments” which is a combination of Encumbrances and Reservations, no drill down is available. •Leave the “Program” field blank to ensure all transactions are queried. • To display all accounts, leave the “Account” field blank. To display information for one account only, enter the appropriate account number. • To include revenue accounts in the query, check the box “Include Revenue Accounts”. Click “Submit Query” when completed. Sample results are shown below. As shown below, the
report will show the Adjusted Budget, Year to Date Expenditures, Encumbrances, Reservations,
Commitments and Available Balance.
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Drill‐Down Functionality When using the Drill Down feature on the Budget Status by Account, results will show the
transactions which make up that total if they are a red hyperlink. As an example, if you click on
the “Encumbrances” amount for account number 730110, the results in the listing of
transactions:
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Further drilldown on one of the Purchase Order document codes in red above will show you
more detail:
Clicking on the red requisition link under Document Code will reveal:
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Note: Clicking on the back arrow in the browser will get you back to the original query where
you can perform additional drilldowns, for example, on an account, if you click on the amount
in the year to date column for account number 740100, the result will be a listing of
transactions that make up the total:
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Clicking on the document code will show all the postings for that document not only the lines
for your particular FOAP.
Document Codes are reference numbers, Rule Class Codes are internal posting instructions
used by Banner:
The following is a description of Document Codes for Year to Date Transactions
Hxxxxxxx Deposit with Departmental Cashiers
Jxxxxxxx Journal entries
FWxxxxx Foundation Withdrawal Request
FPxxxxxx Mass load of a journal entry
PCxxxxxx Purchasing card transactions
TCxxxxxx Travel card transactions
Fxxxxxxx Payroll, Student AR feed
UTxxxxxx Utilites entry
IDxxxxxx Interdepartmental entry feed
Ixxxxxxx Invoice
Downloading Query Results: Note at the bottom of the Organization Budget Status Report, the options to download the query results into Excel.
Query results can be downloaded by choosing one of the three options available below the
output on the screen.
• Download All Ledger Columns will show all columns available in the query parameters even if not chosen to display. • Download Selected Ledger Columns will show only the columns seen in the Query results. • Payroll Expense Detail will show payroll detail by person by account. (Note – this option is available only to authorized personnel. See page 16 for instructions on performing this query.)
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After selecting one the appropriate option, click “Open” in the dialog box. The result will be a Comma Separated Value (.csv) file showing in an Excel spreadsheet. Save as an Excel file so that adjustments can be made. Example of file when using “Download All Ledger Columns” option:
Payroll Expense Detail Query
The Payroll Expense Detail query allows certain users to review payroll transactions for
specified budgetary codes. If the user has this access it will be listed as an option in the “Create
a New Query” dropdown menu.
Select this query then click “Create Query”.
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Enter needed parameters and click “Submit Query”.
Results will look similar to:
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The user may access additional transactions by clicking the “Next 15” button at the bottom of the report results. As with other Budget Query Reports, the results can also be downloaded to Excel. Also, note that clicking on “Another Query” button which will return you to the original “Budget Query” screen.