F7= Query Enter
F8= Query Execute
F10= Save
F4= Duplicate Record (useful to copy one sequence to another on a document)
Journal voucher records that are incomplete may be found by querying the FGIJVCD form. Just follow these simple instructions:
This will provide you with all incomplete Journal Vouchers. Some of these documents contain fatal errors, some were denied through approvals and some were put in process. Corrections to these documents can be done through FGAJVCD.
Since feeds are processed as journal entries, this is a very effective way to view records that are rejected during the feed process.
The Trial Balance Summary Form (FGITBSR) provides the current fund
balance for a selected Fund. This is
the true accounting fund balance (assets - liabilities) or (beginning fund
balance + revenue -expense). To
determine your available Fund balance* that includes all encumbrances,
remove the effect of account code 319090 Reserve for Encumbrances (general
encumbrances/internal purchase orders and external purchase orders) and 319095
Reserve for Budget Reservations (requisitions).
For funds that you want to imitate fund balance controls with budget
controls, adjust the available budget per FGIBAVL to equal the available fund
balance.
*The CUFS FBAL table reflected Available Fund
Balance that represented the unencumbered balance that is available to
spend. It did not take into account
Requisitions that were considered pre-encumbrances.
Budget controls can be established in one of three forms. There are controls established at the chart level, which can then be overridden at the fund type level, which can then be overridden at the fund level.
For the first level, Chart Y, the controls can be found on FTMCOAS. In the Budget Control box at the bottom of the form, you will see that controls are set at Fund-Warning.
Overrides can be established at the fund type level on FTMFTYP. Overrides have been established for the following fund types:
U (E&G) Fund-Org-Account-Error
A (Auxiliary) Fund-Org-Error
P1 (Sponsored Programs) Fund-Org-Error
P2 (Sponsored Programs- Approp) Fund-Org-Error
X (Unexpended Plant/R&R) Fund-Org-Error
Z (Agency) Fund-Org-Error
The following fund types have no override controls on the fund type level and therefore default to Fund-Warning as established on FTMCOAS:
D (Internally Designated) M (Life Income & Annuity)
G (Gifts) N (Investment in Plant Funds)
L (Loan) Q1/Q2/T1/T2 (Endowments)
W (Undesignated- Other)
Overrides can then be established at the fund level on FTMFUND. If there are overrides established on the Fund record, you can find it under Options- Budget Information. If there are any checks on the Fund, Org or Account boxes in the row that begins Control Fund, overrides have been established. If the boxes are blank, then there is no override on the Fund and the controls are the ones set up on the fund type or fund record. Most Funds do not have override controls. State grants and PI help accounts (the old 1314 funds) are the primary funds that have overrides for budget controls.
When querying for budget controls, it may make more sense to start with FTMFUND and if there is no override there, go to FTMFTYP and if there is no override there, the default is Fund-Warning.
Remember, when querying these FTM forms, you need to do Query Enter (F7) and Query Execute (F8). For example, in FTMFUND,
To help reconcile Banner accounts to CUFS accounts, access FGITRND and enter FOAPAL information that you wish to query. Do Next Block and F8. All transactions associated with the selected FOAPAL will be displayed. The Description field in FGITRND includes the CUFS Fund, Area and Org associated with this Banner FOAPAL.
(See Word document)
Most Rule Codes, also known as Journal Types, default in on
forms so users do not need to be concerned with selecting the appropriate
ones. However, with the FGAJVCD and FGAENCB forms, users must
identify the applicable Rule Codes. A
list of the valid Rule Codes for each type of document processed using these
two forms is available under Documentation > Process Documentation – Finance
on the FRESH Website, http://www.fresh.unh.edu/secure/banner_docs/Process_Docs.html.
Soundex can be used to search person or
non-person records in Banner from the form FTIIDEN. This feature allows users to enter a search criteria that is not
case sensitive. Although this isn't
100%, it may be helpful. See the end of
this message for a very brief explanation of how soundex is actually
translating the criteria you enter.
·
Access FTIIDEN
from the direct access box on the main screen
·
Check the
appropriate box to search by vendor, all, etc
·
Next block
·
You'll be in
query mode at this point and must CANCEL the query to access soundex
·
Access soundex
from the options menu
·
Enter search
criteria in the Last Name and/or First Name field
·
Choose
"search" from the options menu or "execute" from the query
menu to perform the search
If you access FTIIDEN from within FTMVEND by
using the flashlight, you'll automatically be in query mode with the check box
marked to search only by vendor. Cancel
the query and access soundex. Perform a
rollback if you need to check a different box other than searching by vendor.
For example you should be able to find
"At & T" by entering "at&t" using soundex.
Soundex
codes begin with the first letter of the surname followed by a three-digit code
that represents the first three remaining consonants. Zeros will be added to
names that do not have enough letters to be coded. Soundex Coding Guide (Consonants that sound alike have the same
code)
1 - B,P,F,V
2 - C,S,G,J,K,Q,X,Z
3 - D,T
4 - L
5 - M,N
6 - R
The letters A,E,I,O,U,Y,H, and W are not coded. Names with adjacent letters
having the same equivalent number are coded as one letter with a single number.
Surname prefixes such as La, De and Van are generally not used in the soundex.
Mc, Mac and O generally are not considered prefixes for soundex.
Website reference used: http://www.searchforancestors.com/soundex.html
The FGIBDSR and FGIBDST query forms look very similar but they may reflect different information. When a user enters an Org in FGIBDST, the resulting information is just for that Org. When a user enters an Org in FGIBDSR, the resulting information is for that Org and all the “children” Orgs, the Orgs for which the queried Org is a predecessor. When drilling down to the Transaction Detail Information (FGITRND) in FGIBDSR, the information is for the queried Org and not any of the “children” Orgs. This means that the financial information on FGIBDSR may not agree to the detail
FGITRND.
If a user has read a message, the user should click on the “Complete” button and save the record to prevent the message from continuously appearing.
Many times these messages are used to describe why a document was disapproved. Sometimes these messages are longer than what appears in the Message field. In order to see the entire message, the user must click on the “!” at the end of the Message field. Please read the entire message.
If a user is having
difficulty determining an error on a document or which line is in error on a
document, try temporarily changing the transaction date. This refreshes the form and often identifies
the problem and which line is in error.
Before completing the document, change the transaction date to the
original date.
When entering invoices, today’s date defaults into the Invoice Date field. However, this field should contain the invoice date that actually appears on the vendor’s invoice. Please override today’s date by keying in the date from the invoice.
Using Item Text and
Document Text
Note:
Please do not use zero dollar commodity lines in a Banner requisition,
it causes problems. Use Banner item text and/or document text to describe what
it is you wish to purchase.
Item Text should be used for additional
information that applies to a specific commodity item. Each commodity description line is 50
characters. If more than 50 characters
are needed to describe an item to be purchased, enter what can fit in the
commodity description field (avoid breaking in the middle of a word, catalog
number, etc) or enter a brief description.
Then use item text to add additional information. Each line of item text is also limited to 50
characters, but there are unlimited lines of item text. Access item text from the options menu. Each commodity description line can have
it's own item text.
Example #1:
Commodity
Description line 1: HON single pedestal
desk
Item
text: 66 x 30, oak/putty #HONP326RML
Commodity
Description line 2: High Back
swivel/tilt chair with arms
Item
text: #GLB-4560BKCU01, Burgundy, pneumatic
seat high adjustment
Example #2:
Commodity
Description line1: Planning and
facilitating Language Arts Writing
Item
text line: Workshops. Dates:
10/2, 10/16, 11/27/01.
Item
text continued: Fees not to exceed
$3,000.00
Document text should be used for other
information not directly related to a specific commodity item. Generally, document text would apply to
the entire purchase order; its use being more broad. It can also be used to explain or record
further information about the authority or purpose of the transaction. Below are some common examples:
·
Confirming
Order. Do not duplicate.
·
Fax PO to
vendor at 207-888-8899
·
Our check
enclosed
·
Purchasing: Hold PO for pickup
·
Bid #02-338
·
Per vendor
quote #109883
·
Do not send PO
to the vendor
·
Request
discussed with VPAA
·
Per President’s
memo dated xx/xx/xx
Reminders That
Will Facilitate Efficient Check Processing (1/29/02)
There are a few items that we need your help
with in order for us to efficiently process the checks each week and to enable
us to meet our mailing deadlines.
· Be very careful that you select the correct vendor code for the company or individual you are processing a payment. Each week we have had to void several checks due to improper selection of vendor codes.
·
If the payment
must be accompanied by an enclosure, you MUST code both a delivery point and a
carrier route code on the "Additional Information" option from the
Invoice/Credit Memo Header block. [We are finding that about 10 - 15 percent of
the enclosures are not coded correctly which means that the enclosure may not
accompany the check to the vendor and your payment may not be applied to your
account properly. Additionally, the
time required to search out the check that matches to the enclosure is interfering
with our ability to meet the mailing deadlines. We will continue to give these
items special attention for another couple of weeks, but after the first week
of February, we expect all enclosures to be coded properly.]
·
We are
experiencing difficulty with checks that require special handling. Some of the problems are caused by our staff
learning the new check production procedure and some of the difficulty is the
result of missing or inaccurate information being supplied to AP on the
"hold and call" slips. It is
vital that you communicate the vendor's name, the Banner invoice number and the
Banner payment date on the slip for us to be able to identify the check that
relates to the request. In addition you
should supply clear instructions about who (with phone number) to notify when
the check is ready. If the request is
time sensitive, you should provide this information to enable AP staff to meet
your time frame. [Note: True confession, over the past couple of weeks, several
checks that should have been held for pick-up have been mailed by error. A review of the process has determined that
while some of the errors are caused by AP staff not understanding the timing of
when check information is available for look-up, some of the problems were
caused by insufficient or inaccurate information being supplied on the
"hold and call" slip. For instance: one slip indicated that the
payment date was 1/22/2002, so AP placed it in the folder for checks payable on
1/21/2002. The check could not be located.
Further review of the system showed that the check had been issued and
mailed the previous week because the Banner payment date had been coded as
1/18/2002.]