Banner Finance Training

1. Banner Finance Training For the End User At MSU-Northern

2. General Ledger vs. Operating Ledger General Ledger Balance of Assets, Liabilities, and Fund Balance as of a point in time Includes Cash Balance GL balances change as amounts are posted to Operating Ledger Operating Ledger Balance of revenues and expenses Shows revenue and expenses for current year only Revenue and expenses increase or decrease cash balance

3. Chart of Accounts ElementsFOAPAL F = Fund O = Organization A = Account P = Program A = Activity L = Location

4. FUND Shows ownership of cash or fund balance Six digits in length Balance Sheet First Digit Indicates Campus or Agency 3 MSU-COT Great Falls 4 MSU-Bozeman 6 MSU-Billings 7 or N MSU-Northern

5. Fund Types TYPE General Operating 71xxx Restricted 72xxx Designated 73xxx Auxiliary 74xxx Agency N7xxx DESCRIPTION Appropriation Grants & Contracts Earns Revenue Earns Revenue Funds held for groups

6. ORGANIZATION Represents a Department or other Budgetary Unit First Digit Indicates Campus 3 MSU COT � Great Falls 4 MSU-Bozeman 6 MSU-Billings 7 MSU-Northern

7. ACCOUNT Identifies items in the General Ledger or the Operating Ledger Accounts on the General Ledger Assets, Liabilities, Fund Balances 4 digits in length Lead digit will be 1, 2, 3, or 4 Revenue on the Operating Ledger 5 or 6 digits in length Lead digit will be 5 Expenditures on the Operating Ledger 5 or 6 digits in length Lead digit will be 6 61 = Salary/Benefits 62 = Operating 63 = Capital Equipment

8. PROGRAM Used to classify expenditures by function Standard Categories 01 Instruction 02 Organized Research 03 Public Service 04 Academic Support 05 Student Services 06 Institutional Support 07 Operation of Plant 08 Financial Aid 10 Auxiliary Enterprises

9. ACTIVITY Optional field Not centrally defined Used to identify Prior Year transactions with PY

10. LOCATION Required on all transactions for fixed assets Used to identify where the asset is located

11. INDEX Abbreviation for a combination of FOAPAL elements Defaults to appropriate combination of elements First digit indicates Campus or Agency 3 = MSU COT Great Falls 4 = MSU � Bozeman 6 = MSU - Billings 7 or N = MSU-Northern

12. Frequently Used Formsin Banner Finance Budget Status Form FGIBDST General Ledger Trial Balance FGITBAL Vendor History Form FAIVNDH

13. FGIBDST

14. Query by Index, Orgn, Fund, Program, Account, Acct Type, Activity, Location or any combination of these elements by entering the element in the box. Query Specific Account by checking box and entering Account. Query may include revenue activity or not by checking or un-checking box. After entering data for your query, NEXT BLOCK.

15. In this example, I entered the Index and Next Block. We can see all of the activity for the Business Office, by Account, by using the scroll bar at the right. The budget for this Index is shown, Year-to-Date activity, Commitments (encumbrances for salaries), and Available Balance. At this time only Purchase Orders over $25,000 are encumbered.

16. In this example, I queried on Operating Expenses only. You would begin this process after you have done the Next Block to get to the bottom half of this screen. First, enter F7 to start the query. This blanks out all the data. Then enter 62% in the Account area, and enter F8 to execute the query. The result will be expenditures with Account codes beginning with 62. Note that the budget amount for Operating Expenses is entered under 62X99, with an amount budgeted for Contracted Services, Supplies, Communications, etc. In this example, you can see that the Business Office has spent $5,920.69 of the $22,500 budgeted for operating expenses.

17. In this example, I queried on 612% to see budget and expenditures for hourly wages. Overtime, student wages, temporary employees would all be included in this query. In order to find my available balance, I will have to calculate the difference between the budget and YTD activity.

18. OPTIONS ON FGIBDSTAccess these options by clicking on each one in the yellow area at the left of your screen.Return to FGIBDST by clicking on the �red door� at upper right. Budget Summary Information Opens FGIBSUM Shows a summary of the budget for your Index Organization Encumbrances Opens FGIOENC Shows budget by Organization Transaction Detail Information Opens FGITRND for the Account that is highlighted Ability to query within this form to look for specific transactions Format Display Preference Opens a box where user can format the display With/without commas Number of decimal places

19. FGITRND displays each transaction. You have the ability to query within this form by any of the data fields. Original documents are stored in the Business Office. Some details you can see on this form are the type of document and whether the payment was made with a Purchasing Card.

20. FGITBAL

21. Query by Fund or Fund/Account combination.By highlighting a specific Account, then clicking on �Query General Ledger Activity Info� under Options, the system will take you to FGIGLAC where you can see the list of transactions that make up the Current Balance.