Training
Finance
Chart of Accounts Structure
Instructor Led © 2009 Ivy Tech Community College. All rights reserved. This documentation is proprietary information of Ivy Tech Community College and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of Ivy Tech Community College. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. Prepared By: Ivy Tech Community College 50 West Fall Creek Parkway North Drive Indianapolis, Indiana 46208 www.ivytech.edu Version 1.3 January 2014
Banner Training – Finance Topic: “Chart of Accounts”
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Contents Introduction ................................................................................................................... 3 Workbook revision history ..................................................................................................... 3 Learning Objectives .................................................................................................... 4 SECTION 1: CHART OF ACCOUNTS INTRODUCTION ...................................... 5 Terms & Concepts .................................................................................................................... 6 SECTION 2: FOAPAL CODES .................................................................................... 7 Chart Code ..................................................................................................................................... 7 FOAPAL - Fund Code ................................................................................................................. 8 FOAPAL - Organization Code (Org) .................................................................................. 13 FOAPAL - Account Code ........................................................................................................ 15 FOAPAL - Program Code ....................................................................................................... 20 FOAPAL - Activity Code ......................................................................................................... 21 FOAPAL – Location Code ...................................................................................................... 22 FOAP Defaults ........................................................................................................................... 23 SECTION 3: CHART OF ACCOUNTS HIERARCHY REPORTS ....................... 24 SECTION 4: CHART OF ACCOUNTS HIERARCHY QUERIES ........................ 34 SECTION 5: REVIEW QUESTIONS AND ANSWERS .......................................... 39 Review Questions .................................................................................................................... 39 Answers ....................................................................................................................................... 41
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Introduction Workbook goal
The goal of this workbook is to provide you with the knowledge to understand the Chart of Accounts structure, recognize FOAPAL codes, and realize their importance as the foundation of Banner Finance. This workbook is divided into these sections: Chart of Accounts Introduction FOAPAL Codes Hierarchy Reports Hierarchy Queries Intended audience
Staff members who are responsible for entering finance transactions or who will use any Banner Finance module or Ivy Market, and users who will view departmental budget statuses should complete this workbook and use it for reference. Prerequisite Training
Banner Finance INB Navigation Workbook
Workbook revision history VERSION
DATE
REVISION
1.0
July 2007
Original Release
1.1
Nov 2009
Segregated into separate training workbook. Expanded descriptions of FOAPAL Codes. Added Fund Types & Account Types. Added FOAPAL Default explanation. Added Hierarchy Reports & Hierarchy Queries.
1.2
July 2012
Updated Fund Type List with fund type 13, Updated Activity Code Section
1.3
January 2014
Updated texts replacing “Higher Markets” with “Ivy Market”, Added FOAP structure for Ivy On Line and OIT Shared Services
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Learning Objectives After completing this Chart of Accounts workbook, you will be able to: 1. Understand terms and concepts associated with Finance Banner Chart of Accounts 2. Recognize FOAPAL codes by their structure 3. Gain basic understanding of Fund Accounting 4. Understand how to enter FOAPs to populate the correct defaults 5. Know where to view FOAPAL hierarchies
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Section 1: Chart of Accounts Introduction Purpose
The Chart of Accounts codes are the foundation for Banner Finance. They are used for transaction processing and financial reporting. Banner Human Resources and Accounts Receivable modules use the Finance Chart of Accounts codes to facilitate transaction feeds from their respective modules.
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Terms & Concepts TERM
DESCRIPTION
Account
A numeric or alpha/numeric designation for individual asset, liability, fund balance, revenue, expenditure and transfer account classifications.
Account Type
Provides ability to report, in summary method, account codes that have commonalities.
Activity Code
Alpha/numeric designation to allow for more detailed reporting/tracking than an account code provides. Typically only used by specific user group(s). Optional code: not required for transaction processing.
Chart
Identifies the reporting entity. All FOAPAL codes consolidate under a Chart code for reporting purposes. Ivy Tech Community College chart code = C.
Data-Enterable Level
Level at which transactions are actually entered and posted to FOAPAL codes. For example: VP Finance Office or General Counsel Office (Org codes)
Fund
An alpha/numeric designation for a self-balancing set of accounts in which transactions are recorded.
Fund Type
Provides ability to report, in summary method, fund codes that have commonalities.
General Ledger
Posted transactions for asset, liability, and fund balance account codes.
Hierarchal/NonData Enterable Level
Reporting may occur at this level for summary information. For example: School Fine Arts and Design will summarize all programs within that school. Transactions are not entered and posted at this level.
Location Code
Used in Fixed Asset module to track where assets are located. Not used for transaction processing.
Operating Ledger
Posted transactions for revenue and expense account codes.
Organization Code
A numeric designation for departmental/budgetary subdivisions. This refers to the department or office that controls the budget. Commonly referred to as Org Code.
Posted Transactions
Transactions that are recorded in the permanent financial ledgers of the college. Does not include those that are incomplete or pending approval.
Predecessor Code
The Fund, Org, Account, Program, Activity, or Location code that a lower level Fund, Org, Account, Program, Activity, or Location code summarizes into (respectively) within the hierarchy.
Program Code
Within Chart of Accounts structure, refers to the functional classification of a transaction i.e. instructional, academic support, etc. Determined by the Organization code.
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Section 2: FOAPAL Codes Chart Code Purpose
The Chart Code summarizes all transactions for a reporting entity. Ivy Tech Community College has one Chart Code in Banner Finance.
CHART OF ACCOUNTS: Chart Code:
1 digit Alpha
Ivy Tech Community College
C
Chart C Basis of Accounting - Fund Accounting
Ivy Tech Community College uses Fund Accounting for financial reporting purposes. Fund Accounting is a method of segregating resources into categories, (i.e. funds) to identify both the source of revenues and the use of monies. It provides a means to demonstrate accountability and stewardship (i.e. did we use the funds in the manner for which they were intended?) FOAPAL Codes Overview
FOAPAL refers to the accounting codes used within the Chart of Accounts. Each of the letters in FOAPAL represents a separate code within Banner as follows: LETTER
CODE NAME
F
Fund Code
O
Organization Code (Commonly called Org Code)
A
Account Code
P
Program Code
A
Activity Code (Used only with authorization by the EDF)
L
Location Code (Fixed Asset Module Only)
Fund, Org, Account, and Program are required codes for processing transactions in Banner Finance. Activity codes are optional and used only under the direction of the EDF. The Location code is not used for transaction processing. FOAPAL Codes are defined further on the following pages. Banner Finance Chart of Accounts Training
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FOAPAL - Fund Code Purpose
A fund is a self-balancing set of account codes. These account codes maintain transaction detail for assets, liabilities and net assets; as well as summary information for revenues, expenses, encumbrances, and budgets. A fund reflects funding source(s) designated for specific purpose(s) which in turn determine the nature of the expenditures within the fund. F (Fund Code) structure
Fund Code is six digits-Alpha and Numeric. 1st Digit - Identifies the type of Fund Code Digit 1
Type of Fund
Examples
Fund Type*
G_____ A_____ C_____
Operating Funds
General Operating funds Bookstore Operating funds Cost Share Operating funds
11 12 13
W_____
Operating Fund
Corporate College
11
D_____ A_____
Auxiliary Fund
Medical/Dental Self Insurance Central Office Parking Lot
15 16
R_____
Restricted Grants
Perkins
21
F_____
Financial Aid
Unrestricted Institutional Pell
17 22
L_____
Loan Fund
Ivy Tech Foundation provision
41
P_____
Plant Fund
Institutional R & R Unrestricted Construction Unexpended Renewal and Replacement Funds Retirement of Indebtedness Investment in Plant
90 91 92 93 94
Q_____
Quasi-Endowment
Interest on Endowment
51
Y_____
Agency Funds
Payroll Taxes Student Clubs
81 82
*Fund Types are explained on page 12.
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2nd and 3rd Digits - Regional identifier for General Funds (G & A), Corporate College Funds (W), Auxiliary Funds (D or A), and Agency Funds (Y) Digits 2 & 3
NOTE
_ 11 _ _ _
Gary
_ 12 _ _ _
South Bend
_ 13 _ _ _
Fort Wayne
_ 14 _ _ _
Lafayette
_ 15 _ _ _
Kokomo
_ 16 _ _ _
Muncie
_ 17 _ _ _
Terre Haute
_ 18 _ _ _
Indianapolis
_ 19 _ _ _
Richmond
_ 20 _ _ _
Columbus
_ 21 _ _ _
Madison
_ 22 _ _ _
Evansville
_ 23 _ _ _
Sellersburg
_ 24 _ _ _
Bloomington
_ 26 _ _ _
OIT Shared Services
_ 81 _ _ _
Ivy On Line
_ 90 _ _ _
Central Office
For consistency the same numbering scheme will be used in the description field associated with the number.
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4th Digit - Site identifier for General Funds (G & A), Auxiliary Funds (D or A), and Agency Funds (Y) Digit 4 The same numbering scheme will be used in the description field associated with the code. For example G13100 = 131 Fort Wayne General OP Fund.
_ 111 _ _
Gary
_ 112 _ _
Valparaiso
_ 113 _ _
East Chicago
_ 114 _ _
Michigan City
_ 121 _ _
South Bend
_ 122 _ _
Warsaw
_ 123 _ _
Elkhart
_ 131 _ _
Ft. Wayne
_ 141 _ _
Lafayette
_ 151 _ _
Kokomo
_ 153 _ _
Logansport
_ 161 _ _
Muncie
_ 162 _ _
Anderson
_ 163 _ _
Marion
_ 171 _ _
Terre Haute
_ 181 _ _
Indianapolis
_ 191 _ _
Richmond
_ 201 _ _
Columbus
_ 211 _ _
Madison
_ 212 _ _
Lawrenceburg
_ 221 _ _
Evansville
_ 231 _ _
Sellersburg
_ 241 _ _
Bloomington
_ 261 _ _
Statewide
_ 811 _ _
Central Office
_ 901 _ _
Central Office
_ 902 _ _
College Wide
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5th and 6th Digits - Sequential numbers Digits 5 & 6
Will be assigned sequentially at Central Office Examples of Fund Codes Detailed on Previous Pages Fund Code
Fund Code Description
G11100
111 Gary General OP Fund
A13101
131 Fort Wayne Bookstore
A90111
901 Central Office Parking Lot Fund
Y12200
122 Student Government
W16000
161 Muncie Corp. College General Fund
2nd through 6th digits for All Other Funds [Restricted Grants (R), Financial Aid (F), Loan (L), Plant (P), and Quasi-Endowment (Q)] - The Regional/Site Identifier will be found in the Fund Code Descriptions at the data-enterable level, but may not be found in the Fund Code itself. For those fund codes that do contain a regional identifier, the identifier is highlighted in yellow in the examples below: Type of Fund Restricted Grants
Financial Aid
Loan Funds
Construction Unexp
Renew & Replacem.
Retirem. of Indebt.
Investment in Plant
Fund Code
Fund Code Description
R00960
131 Perkins 10 Administration
R00285
241 NSF Life Sciences
F00147
191 Reg 9 Federal Pell FY 08-09
F30033
151 State 21st Century Scholars
L10011
211 Reg 11 Loan Funds
L10021
161 Emergency Loan Foundation
PH0007
181 Fall Creek Expansion
PF0005
162 Anderson Planning
P00144
201 Fence/Gate Replacement
P00174
231 Roof Replacement
P93121
121 Debt Retirement
P93171
171 Debt Retirement
P94000
901 Investment in Plant
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Quasi Endowment
Q10001
901 Quasi Endowment Fund
Q10002
181 Quasi Endowment Fund
Fund Types
Fund Types are not entered by the user when entering FOAPAL codes in transactions. The Fund Type codes are already established for each fund and simply provide the ability to report, in summary method, fund codes that have commonalities. In Banner Finance fund types are based on the nature of the fund and whether they are unrestricted or restricted and to what extent they are restricted. The restriction is determined by the source of the revenues received in the fund. Predecessor Fund Type
Predecessor Fund Type Description
Summarizes These Fund Types
10
Current Unrestricted
20
Restricted Funds
40
Loan Funds
41
50
Quasi-Endowment
51
80
Agency
96
Plant Funds
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81, 82 90, 91, 92, 93, 94
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FOAPAL - Organization Code (Org) The organization code identifies a unit of budgetary responsibility within the College. It is normally used to define an office, department, or project that spends the money. Organization codes hold revenue and expense account codes. These accounts codes maintain the transaction detail for budgets, actual revenues and expenses, and encumbrances. The org code will identify the Region, Site, Administrative Department, School, Program and possibly Concentration. Reference the Training Portal in Campus Connect for definitions of specific Organization Codes. O (Org Code) structure
Org code is 6 digits - all numeric 1st and 2nd Digits - Regional identifier Digits 1 & 2
NOTE
11 _ _ _ _
Gary
12 _ _ _ _
South Bend
13 _ _ _ _
Fort Wayne
14 _ _ _ _
Lafayette
15 _ _ _ _
Kokomo
16 _ _ _ _
Muncie
17 _ _ _ _
Terre Haute
18 _ _ _ _
Indianapolis
19 _ _ _ _
Richmond
20 _ _ _ _
Columbus
21 _ _ _ _
Madison
22 _ _ _ _
Evansville
23 _ _ _ _
Sellersburg
24 _ _ _ _
Bloomington
26 _ _ _ _
OIT Shared Services
81 _ _ _ _
Ivy On Line
90 _ _ _ _
Central Office
For consistency the same numbering scheme will be used in the description field associated with the number.
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3rd Digit - Site Identifier Digit 3
111 _ _ _
Gary
171 _ _ _
Terre Haute
112 _ _ _
Valparaiso
181 _ _ _
Indianapolis
113 _ _ _
East Chicago
191 _ _ _
Richmond
114 _ _ _
Michigan City
201 _ _ _
Columbus
121 _ _ _
South Bend
211 _ _ _
Madison
122 _ _ _
Warsaw
212 _ _ _
Lawrenceburg
123 _ _ _
Elkhart
221 _ _ _
Evansville
131 _ _ _
Ft. Wayne
231 _ _ _
Sellersburg
141 _ _ _
Lafayette
241 _ _ _
Bloomington
151 _ _ _
Kokomo
261 _ _ _
OIT Shared Services
153 _ _ _
Logansport
811 _ _ _
Ivy On Line
161 _ _ _
Muncie
901 _ _ _
Central Office
162 _ _ _
Anderson
902 _ _ _
College Wide
163 _ _ _
Marion
The same numbering scheme will be used in the description field of the number. For example, 141008 = 141 Facilities Office (in Lafayette). 4th through 6th Digits - Sequential numbers
Digits 4 through 6
Will be assigned sequentially at Central Office
Examples of Organization codes Org Code
Org Code Description
Region/Site
171016
171 Finance Office
Terre Haute
221098
221 Business School Office
Evansville
114006
114 Facilities Office
Michigan City
123119
123 Pharmacy Technician
Elkhart
261320
261 Database / Report Writing
OIT Shared Services
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FOAPAL - Account Code The account code identifies objects, such as general ledger accounts (assets, liabilities, and net assets) as well as the operating ledger accounts (revenue, expense and transfers). Transfer accounts (typically used in lieu of fund additions and deductions) and are used to transfer revenue from one fund to another. Reference the Training Portal in Campus Connect for definitions of Expense Account Codes. A (Account Code) Structure
4 – 6 digits - Alpha/Numeric. Most are 4 digits. 1st Digit – Identifies nature of the account. General Ledger: Digit 1
A___
Assets
L___
Liabilities
N___
Net Assets
X___
Control Accounts (Summarize fiscal year transactions for revenue, expense, budget, and encumbrance accounts)
1___
Revenues
2___
Labor and Benefits Expense
3___
Supplies and Other Services Expense
4___
Capital Expense
5___
Plant Expense
6___
Indirect Costs
7___
Auxiliary Cost of Goods Sold and Depreciation Expense
8___
Nonoperating Expense
9___
Transfers Out
Operating Ledger: Digit 1
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2nd Digit – May be used to subcategorize the first digit. A few examples: Digit 2
A3 _ _
Long Term Investments
12 _ _
Federal Grants and Contracts
22 _ _
Full Time Salaries and Wages
35 _ _
Travel
51_ _
Plant Expense New Construction
3rd through 6th Digits - Sequential numbers
Digits 3 through 6
Will be assigned sequentially at Central Office
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Account Types - Account Types are not entered by the user when entering FOAPAL codes in transactions. The Account Type codes are already established for each account and simply provide a way to report, in summary method, account codes that have commonalities.
General Ledger Predecessor Account Type Summarizes Account Types 10
Account Type Description
Assets 1A
Cash and Cash Equivalents
1C
Short Term Investments
1F
Accounts Receivable
1H
Inventories
1K
Deposit With Trustees
1N
Prepaid Expense
1Q
Long Term Investments
1T
Deposit With Trustee Long Term
1V
Accounts Receivable
1Y
Capital Assets, Net
20
Liabilities 2A
Accounts Payable and Accrued Liabilities
2D
Compensated Absences
2E
Other Post Employment Benefits Short Term
2F
Deposits Held in Custody for Others
2H
Deferred Revenue
2K
Current Portion of Debt Obligation
2M
Long Term Compensated Absences
2N
Long Term Debt Obligation
2O
Other Post Employment Benefits Long Term
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…General Ledger Account Types Continued from Previous Page 30
Net Assets 3A
Invested in Cap Assets Net of Related Debt
3C
Restricted Expendable
3E
Unrestricted
40
4A
Control Accounts
91
9A
Fund Additions
96
9D
Fund Deductions
Operating Ledger Predecessor Account Type Summarizes Account Types 50
Account Type Description
Revenues 51
Student Tuition and Fees
52
Federal Grants and Contracts
53
State/Local Grants & Contracts
54
Nongovernment Grants & Contracts
56
Sales/Services of Educ Departments
57
Auxiliary Enterprises
58
Other Operating Revenue
59
Overhead Recovery
5N
Nonoperating Revenue
5Z
Transfers In
60
Labor & Benefits 61
Full & Part Time Salary Budget
62
Full Time Salaries and Wages
63
Part Time Salaries and Wages
64
Workstudy Salaries and Wages
68
Benefits
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…Operating Ledger Account Types Continued from Previous Page 70
Banner Finance Chart of Accounts Training
Non Labor Expenses 71
Contractual Non Employee Svcs
73
Supplies and Other Services
75
Travel
76
Leases
77
Utilities
78
Scholarships and Fellowships
79
Work One
7C
Capital Expense
7D
Plant Expense R & R
7E
Plant Expense New Construction
7G
Indirect Costs
7J
Auxiliary Cost of Goods Sold
7L
Depreciation
7M
Amortization
7N
Nonoperating Expense
8Z
Transfers Out
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FOAPAL - Program Code The program code is used as a functional classification of transactions across organizations and accounts. The program code is based on the nature of the organization code. Ivy Tech will use the program code to classify transactions in accordance with the National Association of College and University Business Officers (NACUBO) definitions for Instruction, Public Service, Academic Support, Student Services, Plant Operations, Scholarships and Fellowships and Administrative Support. This information is a required note within the College’s financial statements. Definitions of the Program codes may be found in the Training Portal. P (Program Code) structure Program Code is 6 digits – Alpha and Numeric
Digits 1 through 3
Digits 4 through 6
ACA
Academic Support
ADM
Institutional Support
AUX
Auxiliary Services
DEP
Depreciation
INS
Instruction
PLT
Plant
PUB
Public Service
SCH
Scholarships/Fellowships
STU
Student Services
Will be sequentially assigned at Central Office
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FOAPAL - Activity Code The Activity Code is used to accommodate more detailed reporting/tracking than an account code provides. An Activity Code is typically only used by specific user group(s) and normally only for a period of time. It is an optional code which means it is not required for transaction processing; therefore, users must be diligent in the use of activity codes to ensure complete and accurate reporting from them. Activity Codes should only be used as instructed by the Regional EDF or Business Office Manager. Reference the Activity Code Definitions in the Training Portal in Campus Connect to identify descriptions and which regions are authorized users. A (Activity Code) structure Activity Code is 6 digits – Alpha/Numeric Activity Code Examples Activity Code
Activity Code Title
100009
Gala Event
110001
Green Initiatives
120001
China Travel
RVILLE
Rockville Extension Site
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FOAPAL – Location Code Ivy Tech Community College does not use the Location Code for transaction processing. The Location Code is only used in the Fixed Asset Module to track capital and inventory items. Please reference the Banner Finance Fixed Asset Workbook for additional information.
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FOAP Defaults Defaults have been established at the data-enterable level to assist users when entering transactions and when utilizing several inquiry forms in INB Banner Finance. The defaults are limited to the FOAPAL codes that are required for transaction processing. As we learned above, those codes are Fund, Org, Account, and Program. We will refer to those codes as a “FOAP”. Defaults are not established for Activity codes and Location codes since they are optional codes.
FOAPs which include “G”, “A”, “W”, and “D” funds.
When entering the FOAP in a blank record* (meaning the fund, org, account, and program fields are blank), enter the Org code first, and the Fund and Program will default. The user will then need to enter the Account code.
FOAPs which include “C”, “F”, “L”, “Q”, “R”, “P”, and “Y” funds.
When entering the FOAP in a blank record* (meaning the fund, org, account, and program fields are blank), enter the Fund code first, and the Org and Program will default. The user will then need to enter the Account code.
* It is very important that the fund, org, account, and program fields are blank before entering the FOAP so that the defaults will populate the fields correctly.
Examples of Defaults Entire FOAP
User Enters First
System supplies
Then User Enters
G13100-131125-3310-INS003
131125 (org)
G13100, INS003
3310
W19000-191408-3501-INS003
191408 (org)
W19000, INS003
3501
R00168-221078-3403C-ACA003
R00168 (fund)
221078, ACA003
3403C
Y16101-161018-3312-STU003
Y16101 (fund)
161018, STU003
3312
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Section 3: Chart of Accounts Hierarchy Reports Purpose
These reports display the hierarchical relationship of the FOAPAL codes.
FGRFNDH – Fund Hierarchy Report FGRORGH – Organization Hierarchy Report FGRACTH – Account Hierarchy Report FGRPRGH – Program Hierarchy Report FGRLOCH – Location Hierarchy Report – see Banner Finance Fixed Asset Workbook for instruction regarding this report.
There is no hierarchical structure for Activity Codes
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Guided Exercise: Running Chart of Accounts Hierarchy Reports FGRORGH - The organization hierarchy report lists all the organization codes available in Banner.
It may be run for the entire College or a subsection of the College, e.g., region or site. It will show the Data Entry Indicator and the Status of each Org Code. Step
Action
1
Type FGRORGH into the Go To Field and press enter.
2
If you had previously save a parameter set for this report, tab to the Parameter Set field and perform a List of Values function [F9]. The user will only see the parameter sets they have saved. Highlight the one you wish to run and select it by double clicking on it. NOTE: If a parameter set includes an “As Of Date” or “Effective Date” you may need to change those dates to a current date or the date you wish to use when you are in the Parameter Values block. Instructions for saving a parameter set are in step 11 of this exercise.
3
Perform a Next Block [Ctrl>PgDn].
4
Type DATABASE in the Printer field.
5
Perform a Next Block [Ctrl>PgDn].
6
Chart of Accounts parameter is for the specific chart to be reported on. The default is “C” for College. TAB to the Values field to enter the Chart, if necessary. Perform a Next Record [Down Arrow key].
7
The As of Date parameter is the date up to which the information will be reported. The default is the current date. If you selected a parameter set, you may need to change this to your desired date.
8
Perform a Next Record [Down Arrow key].
9
If you want the entire College Organization Code Structure leave the Organization field blank. If you want a particular region, input the region’s highest level organization code. In this example we want Region 4 only, therefore enter 140000
10
Perform a Next Block Function (Ctrl>PgDn) to navigate to the Submission block. Continued Next Page…..
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11
When you are in the Submission block, you may wish to save your parameter set for a report. Saved Parameter Sets can be useful if a report has numerous parameters. To save the parameter set: a. Check the “Save Parameter Set As” box. b. In the Name field, type the short name you wish to use. In this exercise we will type Lafayette. c. In the Description field, type the long description for the name. In this exercise we will type Lafayette Org Hierarchy. d. Click the ‘Submit” button so that it will run immediately.
12
Perform a Save Function (F10). The parameters will be saved if you chose to save them, and the report will be submitted for processing.
13
Click on the Options Menu and select Review Output (GJIREVO)
14
a. If the report is finished processing, your cursor will be in the File Name field. Double Click in the File Name field and double click on the .lis file. b. If the Number field is still highlighted in blue, the report has not finished processing yet. Once you are able to, tab into the File Name field. Double Click in the File Name field and double click on the .lis file.
15
Result: Region 4 Organization Code Structure You can view the complete report online by scrolling through the report. If you want to print the complete report, go directly to and follow the Guided Exercise below for “Printing Saved Output…”.
16
Once you are finished viewing the report online, Perform a Quit Function (Ctrl>q) twice to return to the Banner main menu.
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Guided Exercise: Printing Saved Output for any INB Banner report Step
Action 1
The report should still be displayed in the GJIREVO window.
2
From the Options Menu select Show Document (Save and Print File)
3
Note: before you perform this next step you must have a temp file on the C Drive on your desktop or laptop computer. See your local PC support group if you need assistance in setting up the temp file. Once you have verified you have the temp file, Click the “Save File” button.
4
A pop up box will appear confirming the file was saved and gives the directory path. Click “OK”.
5
Click “Close” on the WebUtil File Extract box.
6
Perform a Quit Function [Ctrl>q] twice
7
Access your temp file and click once on the file just created to highlight it. Right click on the file; choose the Open With option, and the WordPad or Notepad option. Click the Edit Menu and Select All. Click the Format Menu and Font. Change the Font Size to 8 and click Okay Click File, Page Setup and change the Orientation to Landscape and click Okay. Click File, Print Preview to verify margins don’t need adjusted. Adjust if necessary. Print the file to your local printer.
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FGRFNDH – The fund hierarchy report displays the hierarchy structure information related to
fund types and fund codes. It will show the Data Entry Indicator and the Status of each Fund Code. Step
Action 1
Type FGRFNDH into the Go To Field and press enter.
2
If you had previously save a parameter set for this report, tab to the Parameter Set field and perform a List of Values function [F9]. The user will only see the parameter sets they have saved. Highlight the one you wish to run and select it by double clicking on it. NOTE: If a parameter set includes an “As Of Date” or “Effective Date” you may need to change those dates to a current date or the date you wish to use when you are in the Parameter Values block. Instructions for saving a parameter set are in step 11 of this exercise.
3
Perform a Next Block [Ctrl>PgDn].
4
Type DATABASE in the Printer field.
5
Perform a Next Block [Ctrl>PgDn].
6
Chart of Accounts parameter is for the specific chart to be reported on. The default is “C” for College. TAB to the Values field to enter the Chart, if necessary. Perform a Next Record [Down Arrow key].
7
The As of Date parameter is the date up to which the information will be reported. The default is the current date. If you selected a parameter set, you may need to change this to your desired date.
8
Perform a Next Record [Down Arrow key].
9
The Fund Type Code parameter is optional and if left blank will produce a report of all the funds for the chart. If you want to review a portion of the fund codes enter a fund type. See page 12 for a list of fund types. In this exercise leave blank.
10
Perform a Next Block Function (Ctrl>PgDn) to navigate to the Submission block. Continued Next Page…..
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11
When you are in the Submission block, you may wish to save your parameter set for a report. Saved Parameter Sets can be useful if a report has numerous parameters. To save the parameter set: a. Check the “Save Parameter Set As” box. b. In the Name field, type the short name you wish to use. In this exercise we will type All Funds. c. In the Description field, type the long description for the name. In this exercise we will type All Funds. d. Click the ‘Submit” button so that it will run immediately.
12
Perform a Save Function (F10). The parameters will be saved if you chose to save them, and the report will be submitted for processing.
13
Click on the Options Menu and select Review Output (GJIREVO)
14
a. If the report is finished processing, your cursor will be in the File Name field. Double Click in the File Name field and double click on the .lis file. b. If the Number field is still highlighted in blue, the report has not finished processing yet. Once you are able to, tab into the File Name field. Double Click in the File Name field and double click on the .lis file.
15
Result: All Funds and Fund Types are displayed for the College You can view the complete report online by scrolling through the report. If you want to print the complete report, go directly to and follow the instructions above for “Printing Saved Output…”.
16
Once you are finished viewing the report online, Perform a Quit Function (Ctrl>q) twice to return to the Banner main menu.
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FGRACTH – The account hierarchy report displays the hierarchy structure information related to
account types and account codes. It will show the Data Entry Indicator and the Status of each Account Code. Step
Action 1
Type FGRACTH into the Go To Field and press enter.
2
If you had previously save a parameter set for this report, tab to the Parameter Set field and perform a List of Values function [F9]. The user will only see the parameter sets they have saved. Highlight the one you wish to run and select it by double clicking on it. NOTE: If a parameter set includes an “As Of Date” or “Effective Date” you may need to change those dates to a current date or the date you wish to use when you are in the Parameter Values block. Instructions for saving a parameter set are in step 11 of this exercise.
3
Perform a Next Block [Ctrl>PgDn].
4
Type DATABASE in the Printer field.
5
Perform a Next Block [Ctrl>PgDn].
6
Chart of Accounts parameter is for the specific chart to be reported on. The default is “C” for College. TAB to the Values field to enter the Chart, if necessary. Perform a Next Record [Down Arrow key].
7
The As of Date parameter is the date up to which the information will be reported. The default is the current date. If you selected a parameter set, you may need to change this to your desired date.
8
Perform a Next Record [Down Arrow key].
9
The Account Type Code parameter is optional and if left blank will produce a report of all the accounts for the chart. If you want to review a portion of the account codes enter an account type. See pages 18-20 for a list of account types. Leave blank for this exercise.
10
Perform a Next Block Function (Ctrl>PgDn) to navigate to the Submission block. Continued Next Page…..
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11
When you are in the Submission block, you may wish to save your parameter set for a report. Saved Parameter Sets can be useful if a report has numerous parameters. To save the parameter set: a. Check the “Save Parameter Set As” box. b. In the Name field, type the short name you wish to use. In this exercise we will type All Accts. c. In the Description field, type the long description for the name. In this exercise we will type All Accounts. d. Click the ‘Submit” button so that it will run immediately.
12
Perform a Save Function (F10). The parameters will be saved if you chose to save them, and the report will be submitted for processing.
13
Click on the Options Menu and select Review Output (GJIREVO)
14
a. If the report is finished processing, your cursor will be in the File Name field. Double Click in the File Name field and double click on the .lis file. b. If the Number field is still highlighted in blue, the report has not finished processing yet. Once you are able to, tab into the File Name field. Double Click in the File Name field and double click on the .lis file.
15
Result: All Accounts and Account Types are displayed. You can view the complete report online by scrolling through the report. If you want to print the complete report, go directly to and follow the instructions above for “Printing Saved Output…”.
16
Once you are finished viewing the report online, Perform a Quit Function (Ctrl>q) twice to return to the Banner main menu.
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FGRPRGH – The program hierarchy report displays the hierarchy structure information related to
program codes. It will show the Data Entry Indicator and the Status of each Program Code. Step
Action 1
Type FGRPRGH into the Go To Field and press enter.
2
If you had previously save a parameter set for this report, tab to the Parameter Set field and perform a List of Values function [F9]. The user will only see the parameter sets they have saved. Highlight the one you wish to run and select it by double clicking on it. NOTE: If a parameter set includes an “As Of Date” or “Effective Date” you may need to change those dates to a current date or the date you wish to use when you are in the Parameter Values block. Instructions for saving a parameter set are in step 11 of this exercise.
3
Perform a Next Block [Ctrl>PgDn].
4
Type DATABASE in the Printer field.
5
Perform a Next Block [Ctrl>PgDn].
6
Chart of Accounts parameter is for the specific chart to be reported on. The default is “C” for College. TAB to the Values field to enter the Chart, if necessary. Perform a Next Record [Down Arrow key].
7
The As of Date parameter is the date up to which the information will be reported. The default is the current date. If you selected a parameter set, you may need to change this to your desired date.
8
Perform a Next Record [Down Arrow key].
9
The Program Code parameter should be left blank to produce a report of all the program codes for the chart.
10
Perform a Next Block Function (Ctrl>PgDn) to navigate to the Submission block. Continued Next Page…..
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11
When you are in the Submission block, you may wish to save your parameter set for a report. Saved Parameter Sets can be useful if a report has numerous parameters. To save the parameter set: a. Check the “Save Parameter Set As” box. b. In the Name field, type the short name you wish to use. In this exercise we will type All Prgms. c. In the Description field, type the long description for the name. In this exercise we will type All Programs. d. Click the ‘Submit” button so that it will run immediately.
12
Perform a Save Function (F10). The parameters will be saved if you chose to save them, and the report will be submitted for processing.
13
Click on the Options Menu and select Review Output (GJIREVO)
14
a. If the report is finished processing, your cursor will be in the File Name field. Double Click in the File Name field and double click on the .lis file. b. If the Number field is still highlighted in blue, the report has not finished processing yet. Once you are able to, tab into the File Name field. Double Click in the File Name field and double click on the .lis file.
15
Result: All Program Codes are displayed. You can view the complete report online by scrolling through the report. If you want to print the complete report, go directly to and follow the instructions above for “Printing Saved Output…”.
16
Once you are finished viewing the report online, Perform a Quit Function (Ctrl>q) twice to return to the Banner main menu.
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Section 4: Chart of Accounts Hierarchy Queries Purpose
These queries display the hierarchical structure of specific chart codes.
FTIFNDH – Fund Hierarchy Query FTIORGH – Organization Hierarchy Query FTIACTH – Account Hierarchy Query FTIPRGH – Program Hierarchy Query FTILOCH – Location Hierarchy Query There is no hierarchical structure for Activity Codes
Guided Exercise: Performing a Chart of Accounts Hierarchy Query FTIORGH - The organization hierarchy query allows you to query individual Orgs to display all
of its predecessor orgs up to 8 hierarchy levels. Step
Action 1
Type FTIORGH into the Go To field and press enter.
2
Type a C in the COA field if not already defaulted.
3
Enter the Org code you wish to query in the Organization field.
4
Perform a Next Block [Ctrl>PgDn].
5
The results are displayed in the bottom block.
Each Org code listed will roll up to previous one(s) above it. 6
Perform a Roll Back [Shift>F7] to perform additional queries.
7
Perform a Quit function [Ctrl>q] to close form and return to Main Menu.
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FTIFNDH- The fund hierarchy query allows you to query individual fund codes to display all of
its predecessor funds up to 5 hierarchy levels. Step
Action 1
Type FTIFNDH into the Go To field and press enter.
2
Type a C in the COA field if not already defaulted.
3
Enter the Fund code you wish to query in the Fund field.
4
Perform a Next Block [Ctrl>PgDn].
5
The results are displayed in the bottom block.
Each Fund code listed will roll up to previous one(s) above it. 6
Perform a Roll Back [Shift>F7] to perform additional queries.
7
Perform a Quit function [Ctrl>q] to close form and return to Main Menu.
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FTIACTH- The account hierarchy query allows you to query individual account codes to display
all of its predecessor accounts up to 4 hierarchy levels. Step
Action 1
Type FTIACTH into the Go To field and press enter.
2
Type a C in the COA field if not already defaulted.
3
Enter the Account code you wish to query in the Account field.
4
Perform a Next Block [Ctrl>PgDn].
5
The results are displayed in the bottom block.
Each Account code listed will roll up to previous one(s) above it. 6
Perform a Roll Back [Shift>F7] to perform additional queries.
7
Perform a Quit function [Ctrl>q] to close form and return to Main Menu.
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FTIPRGH- The program hierarchy query allows you to query individual program codes to display all of its predecessor programs up to 5 hierarchy levels. Step
Action 1
Type FTIPRGH into the Go To field and press enter.
2
Type a C in the COA field if not already defaulted.
3
Enter the Program code you wish to query in the Program field.
4
Perform a Next Block [Ctrl>PgDn].
5
The results are displayed in the bottom block.
Each Account code listed will roll up to previous one(s) above it. 6
Perform a Roll Back [Shift>F7] to perform additional queries.
7
Perform a Quit function [Ctrl>q] to close form and return to Main Menu.
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FTILOCH- The location hierarchy query allows you to query individual location codes to display
all of its predecessor locations up to 5 hierarchy levels. Step
Action 1
Type FTILOCH into the Go To field and press enter.
2
Type a C in the COA field if not already defaulted.
3
Enter the Location code you wish to query in the Location field.
4
Perform a Next Block [Ctrl>PgDn].
5
The results are displayed in the bottom block.
Each Location code listed will roll up to previous one(s) above it. 6
Perform a Roll Back [Shift>F7] to perform additional queries.
7
Perform a Quit function [Ctrl>q] to close form and return to Main Menu.
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Section 5: Review Questions and Answers Review Questions Use the information you have learned in this workbook to complete this self check review. Question 1 The first 3 digits of the Organization code identify what? A. Winning lottery numbers B. Area code of the site C. Region and Site Question 2 The Fund Code for a General Operating Fund starts with what? A. “G” B. “B” C. “C” Question 3 Supplies and Other Services Expense account codes start with what? A. 7 B. 8 C. 2 D. None of the above Question 4 The Chart of Accounts code for Ivy Tech Community College is what? A. I B. X C. C D. T Question 5 The Activity Code is a required field when entering transactions. A. True B. False
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Question 6 Fund Types and Account Types: A. Must be known by the user when entering transactions B. Are used to accommodate summary reporting Question 7 To enter this FOAP (G15100-151048-4007-STU003) in a transaction, the user should enter which code first to successfully display the system FOAP defaults: A. G15100 B. 151048 C. 4007 D. STU003 Question 8 How would a user view the entire Org code Hierarchy structure for only their region? A. View FTIORGH B. Run report FGRORGH and leave the Organization Parameter blank. C. Run report FGRORGH and enter the highest level Org Code for their region in the Organization Parameter. D. None of the above
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Answers QUESTION 1 Q
The first 3 digits of the Organization code identify what?
A
C – Region and Site QUESTION 2
Q
The Fund Code for a General Operating Fund starts with what?
A
A - “G” QUESTION 3
Q
Supplies and Other Services Expense account codes start with what?
A
D – None of the above. They start with a 3. QUESTION 4
Q.
The Chart of Accounts code for Ivy Tech Community College is what?
A.
C-C QUESTION 5
Q
The Activity Code is a required field when entering transactions.
A
B. False QUESTION 6
Q
Fund Types and Account Types:
A
B. Are used to accommodate summary reporting
Q A
QUESTION 7 To enter this FOAP (G15100-151048-4007-STU003) in a transaction, the user should enter which code first to successfully display the system FOAP defaults B. 151048
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QUESTION 8 Q
How would a user view the entire Org code Hierarchy structure for only their region?
A
C. Run report FGRORGH and enter the highest level Org Code for their region in the Organization Parameter.
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