BANNER FINANCE

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BANNER FINANCE
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Banner Finance for Department and Support Staff

• Many department and support staff use Banner
  Finance and know it from the perspective of their
  function. This session will explain Banner
  Finance as the accounting record keeping system
  of the college. See how your function fits in
  the overall picture and learn some important tips
  that can make your life easier and improve
  processing for everyone. You will have a chance
  to ask questions about Banner at the end.

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Banner Finance!

• Tupper Drane
• Finance System Leader
• TESS
• 539-5312
• hdrane_at_stlcc.edu

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• Banner Finance in Context of the Banner
  System
• Modules Within Banner Finance
• The Procurement Cycle
• Controls in Banner
• Your Banner Password
• Finance Approvals in Banner
• When the Computer Runs Slow
• Questions

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II. Banner Finance in Context of the Banner
System
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III. Modules Within Banner Finance
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III. the Procurement Cycle

• A. FOIDOCH and the Procurement Cycle
• B. Procurement Effects on Gen Ledger
• C. FOAPAL Review
• D. FOAPAL Values
• E. Document vs Commodity Accounting

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A. FOIDOCH and the Procurement Cycle
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B. Procurement Effects on the Gen Ledger

• Req puts budget in Reserve
• PO creates an encumbrance
• Inv creates a payable
• Chk creates an expense
• Consequently, let Banner back it out
• Req FPARDEL
• PO FPAPDEL
• Inv FAAINVD
• Chk FAACHKS

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C. FOAPAL Review

• F Fund 999999 000000 0000 00 000000
  000000
• O Organization 000000 999999 0000 00 000000
  000000
• A Account 000000 000000 9999 00 000000
  000000
• P Program 000000 000000 0000 99 000000
  000000
• A Activity 000000 000000 0000 00 999999
  000000
• L Location 000000 000000 0000 00 000000
  999999

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D. FOAPAL Values

• FTVFUND - All Fund Numbers
• FTVORGN - All Organization Codes
• FTVACCT - All Account Codes
• FTVPROG - All Program Codes
• FTVACTV - All Activity Codes
• FTVLOCN - All Location Codes

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(No Transcript)
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E. Document vs Commodity Accounting

• Document Accounting
• Rules Document vs Commodity
• Commodity Accounting

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Document Accounting (1)
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Document Accounting (2)
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Document Accounting (3)
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RULESDocument Accounting vs Commodity Accounting

• Document Accounting FOAPAL(s) apply to sum of
  all commodities (items)
• Commodity Accounting FOAPAL(s) are entered for
  each commodity line
• Doc 1 Commodity to 1 Foapal
• M Commodities to 1 Foapal
• 1 Commodity to M Foapals
• Com M Commodities to M Foapals

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Commodity Accounting
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IV. Controls in Banner

• A. Access to Banner
• B. Your Password in Banner
• C. Approvals in Banner

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A. Access to Banner

• 1. Banner Access Request form
• 2. Access to Finance Functions
• 3. Often Overlooked
• a. Requests Need Supervisors Approvals
• b. Cannot Request Access for Yourself
• c. What to do with Prior Access of New
  Party
• d. What to do with Current Access of
  Replaced Party
• (Transferred Returning PT Terminated)

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Banner Access Request Form Banner 7 (Help)
(Request Access)
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(No Transcript)
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Access to Finance Functions

• Select a User Category
• Cashier
• Department Approver
• Terminate a User Account
• Finance Query
• Department Input Person
• Receiver

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Often Overlooked

• a. Requests Need Supervisors Approvals
• b. Cannot Request Access for Yourself
• c. What to do with
• 1. Prior Access of New Party
• 2. Current Access of Replaced Party
• (Transferred Returning PT Terminated)

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V. Your Banner Password

• 1. Banner Self-Service (Banner Web)
  Line 2 on Menu
• a. Selecting PIN for Banner Self Service
• b . Choosing a Good PIN
• c. Five Worst PINs
• d. If You Forget Your Password Function
  Leader

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Selecting PIN for Banner Self Service

• PIN Personal Identification Number
• Six numbers (digits) no more, no less, no
  characters (letters)
• Select a PIN that you can easily remember, but is
  not easy for someone else to guess
• Protect your PIN
• Do not tell others your PIN!
• Do not ask others for their PIN!
• Do not post your PIN (or any other passwords!) on
  a sticky-note on your computer monitor!

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Choosing a Good PIN

• Good PINs
• A birth date your spouse or significant other,
  your child, your parent or grandparent, other
  relative, your pet
• A significant personal date your wedding day,
  date you passed your drivers test, etc.
• Last six digits of spouse or childs social
  security number
• Bad PINs
• Your birth date or last six digits of your SSN
• A sequence 111111, 123456, 121212, etc.
• A famous persons (movie star, sports celebrity)
  birth date
• An historic date 09/11/01, 11/22/63, 07/04/76,
  etc.

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Five Worst PINs

• Top Five Most Common PINs in Banner
• 123456 11,594 records!!!
• 111111 5,527 records!!
• 654321 1,244 records!
• 777777 648 records
• 666666 482 records

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Your Banner Password

• 2. Banner 7 (On Line Banner) Line 1 on
  Menu
• a. New User in Banner
• b. If You Forget Your Password CSC (Help
  Desk)

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New User in Banner

• Banner User ID is assigned by Banner
• (user cannot choose own user ID.)
• New User is assigned A Number for password.
• Change the password on first sign on to Banner.
• (on Banner main menu, right side, under My
  Links.)
• Under new standard change password every 6 mos.

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Change Banner Password(Main menu, right side,
under My Links)
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VI. Finance Approvals in Banner

• 1. Approvals Requisitions
• a. Separation of Function (Request and Approve
  by different person)
• b. Approval Queues, control on org code, fund
  code or fund type
• c. Invoice awaiting approval by whom? FOAAINP
• 2. Approvals Purchase Orders -- Automatic
  up to Max Amount
• 3. Approvals Invoices -- Automatic unless
  Direct Pay

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Approval Queue for org code

• Approvals Queues based on Org Codes
• Sometimes Org Code and Fund
• Approver can have access to M queues

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Levels of approval

• a. Levels of approval usually initial and
  final, but other gradients possible
• b. More than one person at same level in an
  approval queue
• c. Notice emails about documents awaiting your
  approval
• d. No proxies for finance approvals
• 1) Use two persons in queue at same level or
• 2) Toggle Next Approver on FOAUAPP

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Banner Approvals Form FOAUAPP
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FOAIINP Who will approve the req
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VII. When the Computer Runs SlowWhat To Do

• New Hardware coming in Nov (eom)
• Still, What To Do?
• A. Assume still processing Wait !
• B. Call TESS at CC (Drane 5312
• Kelley 5088)
• C. See if Bar is Moving at bottom right
• D. Last Resort kill White Forms Screen

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When the Computer Runs SlowWhat NOT To Do

• A. Do Not Kill Screen by Task Manager (Alt,
  Cntl, Del)
• B. Do Not Start up Another Session
• C. Especially Do Not Go To Same Form
• WHY? Because Oracle sessions keep running and
  you compete with yourself for resources.

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VIII. Questions ?