User Guide for Exploring Basic Finance INB Forms

Exploring Banner Finance Forms

University Controller’s Office

A Desktop Reference Guide

BANNER FINANCE INB Forms Document Types Rule Class Codes Naming Conventions for Banner Finance Forms Tips for all Banner Forms: Searching in Finance Query forms FGIBSUM - Organization Budget Summary Form FGIBAVL - Budget Availability Status Form FGIBDSR - Executive Summary Form FGIBDST - Organization Budget Status Form FGITRND - Detail Transaction Activity Form FRIGITD - Grant Inception to Date Form FGITBAL - General Ledger Trial Balance Form - GL Form FGIGLAC - General Ledger Activity Form - GL Form FOIDOCH - Document History Form FGIDOCR - Query Document Form FAIINVE - Invoice/Credit Memo Query Form FGIOENC - Organizational Encumbrance List Form FAIVNDH - Vendor Detail History Form FAICHKH - Check Payment History Form FPIPURR - Purchase/Blanket/Change Order Query Form FGIENCD - Detail Encumbrance Activity Form EXTRACT DATA Feature

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Purpose: The purpose of this desktop reference is to introduce Banner Finance users to a few of the Banner Finance forms that will assist them in viewing financial transactions for their department FOAPALs.

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Document Types Banner uses document types to define types of transactions. You can use document types when using the Document History form (FOIDOCH - not for JVs) and Query Document (FGIDOCR). The listing below is the most common types of documents found in Banner: • • • • • •

CHK CM ENC INV JV PO

Check Disbursement Credit Memo Encumbrance Invoice Journal Document Purchase Order

Rule Class Codes Rule classes are posting instructions. It provides instructions to Banner so that the transactions post and apply to the various modules and ledgers within Banner. Most Banner forms automatically invoke specific rule class codes, and the user is never prompted to provide the rule class. Some are known as TYPES and must be entered by the user (XEX for example). When prompted by the INB form, users will only be able to key those in the left hand section of the table below. Having basic knowledge of rule classes allows greater flexibility when using the query forms. Both the Detail Transaction Activity form (FGITRND) and the General Ledger Activity form (FGIGLAC) allow querying on rule class codes. Some of the common rule class codes displayed on various Banner forms are listed below. CODE

Who enters

CODE

Who enters

BPE

Permanent Budget Adjustment Expense

Permanent Adopted Budget

Departments

BD01

BPR

Permanent Budget Adjustment Revenue

Departments

BD02

BTE

Temporary Budget Expense Transfer

Departments

BD03

Permanent Budget Adjustments Temporary Adopted Budget

Budget office only Cash operations only Cash operations only

Budget office only Budget office only Budget office only

BTR CCC CCH

Temporary Budget Revenue Transfer Departmental Combined Card Deposit Departmental Cash Only Deposit

Departments Departments Departments

BD04 MCH MCK

Temporary Budget Adjustment Manual cash deposit Manual check

CCK CDS CMC

Departmental Check Only Deposit Departmental Deposit Discover Card Departmental MC Visa Deposit

Departments Departments Departments

MCC ACH WIR

Manual combined credit card Outgoing ACH Outgoing Wire Transfer

Cash operations only Cash operations only Cash operations only

CMX X01 XEX XIC XLF

Departmental Deposit Amex Card JV for Revenue Transfer JV for Expense Transfer JV for Internal Charge JV for Local Non Mandatory Transfer

Departments Departments Departments Departments Departments

JE16 X16

General Journal Entry (Inter-Fund) Journal entry for SIS

Interfaces & Controller's office Student accounting only

Other rule codes generated by Banner that you may see but cannot data enter: CR05

Cash Receipt Entry

JE15

DNEI INNI INEI

Check Invoice with Encumbrance Invoice without Encumbrance Invoice with Encumbrance

MSC PORD

JVs that are self-balancing within a fund (i.e. has both DR & CR entries to a fund). Miscellaneous deposit Establish Purchase Order

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Naming Conventions for Banner Finance Forms Where did Banner come up with these form names? Banner form names are comprised of seven characters. Each position (character) represents a system, module or identifies a form. The following will identify all the positions with the naming convention and provide examples of each position within both Finance and Accounts Receivable. Finance: FGIDOCR = Finance, General Ledger, Inquiry, Document Retrieval Form

Position 1 – Identifies the primary system owning the form, report, job, or table. B C F G I K

Property Tax Courts Finance General Information Access Work Management

N O P R S T

Position 2 – Identifies the module (within the system) owning the form, report, job or table. P2

Accounts Payable

B

Budget Development

C

Cost Accounting

F

Fixed Assets

G

General Ledger

I

Investment Management

N

Endowment Management

O

Operations

P

Purchasing/Procurement

R

Research Accounting

T

Validation screen/table

U X

Utility Archive/Purge

Utilities Voice Response Records Indexing Reserved for client applications that co-exist with Banner

Position 3 – identifies the type of form, report, job, or table. P3

Finance (F)

A

U V X W Y Z

Position Control Customer Contact HR/Payroll/Personnel Financial Aid Student Accounts Receivable

A B I M Q R V

Finance (F) Application screen Base table Inquiry screen Maintenance screen Query screen Rule table; Repeating table; Report/process Validation screen/table; View

Position 4-7 – Uniquely identify the form, report, job, or table. Here are a few examples of how the last four positions are used: IDEN DOCR BDSR

Identification Document Retrieval Budget Summary

ENCB GITD CHKH

Encumbrance Grant Inception to Date Check History

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DOCH BDST GLAC

Document History Budget Status General Ledger Activity

Tips for all Banner Forms: Auto Help Line: The message display area at the bottom left of the Banner Form displays error messages for a form, provides short cuts to other forms, or other information that is helpful about the field where the cursor is located.

1. or

2. It is recommended to review the message area on all Banner forms, as some errors do not ‘pop up’ but appear as a note in this auto help message field; especially true if you receive no results from your query! Wildcard Character: The wildcard (%) can also be used in many query fields, even date and account number fields! Options Menu: Clicking on the Options menu in various forms may display other options available for many of the Finance Query forms, as shown below. If this is grayed out, there are no options available for that form.

Scroll Bars: Use the arrow buttons to scroll or use your mouse to move the scroll bar to display other records or fields that do not fit in the current information block.

Rollback, to return to the Key Block: To return to the Key Block on any form, use the function Rollback (

or Shift/F7)

Next Block, to move to and through the Information Blocks: To move from one block of information to the next, use the function Next Block, (

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or Ctrl/PgDn).

Searching on Finance Query Forms List of Values (LOV): 1. Fields that have blue labels have a “List of Values” associated with that field. Doubleclick your mouse in the empty field, or if the cursor is in the empty field, press F9 to view. 2. Certain fields will have the Search Tool (

) beside them.

3. If you click the tool, Banner will display one of three choices: a. A pop-up window with the list of values to choose from, as shown below.

b. Or, a new corresponding search form may open to perform a query,

c. Or, the Option List will display a list of search forms to pick from.

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(The next five forms are Operating Ledger forms. Displays 5, 6 or 7 accounts only)

FGIBSUM – Organization Budget Summary Form Use FGIBSUM to view summarized budget information by account type for a selected organization. Will display the organization’s budget, year-to-date activity, encumbrances, and available balance, summarized by major category type. (Revenue, Labor, Direct Expenditures and Transfers, which are Account Type Level 1).

After entering all key criteria, perform the function Next Block, or ( Ctrl/PgDn), to move to the information block.

Criteria: 1. 2. 3. 4.

Values:

Chart Fiscal Year Organization Fund

All must be entered.

Enter desired fund, This may be a required field, depending on security of user. If allowed to be blank, all funds will be co-mingled.

To see account details, click Options, Budget Status Information (FGIBDST). •

EXIT (

or Ctrl-Q) on the FGIBDST form, to return to FGIBSUM.

To return to the Key Block on any form, use the function Rollback (

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or Shift/F7).

FGIBAVL – Budget Availability Status Form FGIBAVL provides a query of the Fiscal year-to-date budget and expenditure activity. This form allows you to review your budget status using Banner’s Pool Budget functionality.

After entering all key criteria, perform the function or Next Block, ( Ctrl/PgDn), to move to the information block.

Criteria: 1. Chart 2. Fiscal Year 3. Index or FOAPAL elements 4. Account Only for accounts starting with a 5, 6, or 7. 5. Commit Ind 6. Control Keys

Values: All must be entered. When using an index, the Fund, Organization and Program codes *(FOP) will populate. Must be manually entered. Enter the desired pooled account code. Will display all subsequent account codes. Default is Both Display only. Will populate when Next Block function is executed.

To return to the Key Block on any form, use the function Rollback ( No Data Options exist for this form. *FOP = Fund, Org and Program codes

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or Shift/F7).

FGIBDSR – Executive Summary Form Provides query roll up of activity by higher-level organization codes or fund codes using Banner’s hierarchy feature. This screen is useful for a department that has several subdepartments or multiple funds within a fund type. This screen summarizes activity by account code for all Indexes that roll up to the organization level entered. After entering all key criteria, perform the function Next Block, or ( Ctrl/PgDn), to move to the information block. To return to the Key Block on any form, use the function Rollback or ( Shift/F7)

Criteria: 1. Chart 2. Fiscal Year 3. Index or FOAPAL elements 4. Account 5. Acct Type 5*, 6* or blank 6. Query Specific Account 7. Include Revenue Accounts

8. Commit Ind

Values: All must be entered. Orgn and fund codes can be any high-level orgn (2 or 3 digits) and/or fund within the hierarchy. See FTIORGH. When using an index, the FOP will populate. Leave blank to display all account codes within the organization or enter a desired code. It will display all subsequent account codes. Leave blank to display all account types within the organization or enter a desired code. (Level 1 or Level 2 account types.) See FTVATPY If a specific account code is entered in Account, form will display that account, and all subsequent accounts, unless ‘Query Specific Account’ is selected. Should be unchecked for most department accounts. Default is checked. NOTE: Banner subtracts total expenses from revenues when checked. Therefore, for accounts that do not have revenues, uncheck ‘Display Revenue’ box. Banner will then display positive totals and a total available balance. Default is Both

Type = R(evenue), L(abor), E(xpenditure) To see transaction details, choose Options, Transaction Detail Information (FGITRND) (If using high level orgn (2 or 3 digits), cannot view details!) Page 8

FGIBDST – Organization Budget Status Form Provides a query of the budget availability by Index. Also displays budget, encumbrance, and expenditure activity by account code. After entering all key criteria, perform the function Next Block, or ( Ctrl/PgDn), to move to the information block.

Criteria: 1. Chart 2. Fiscal Year 3. Index or FOAPAL elements

Values: All must be entered. (Do not enter MBU, only index or org codes) When using an index, the FOP will populate. Activity and Location are optional.

4. Account

Leave blank to display all account codes within the organization, or enter a desired code. See Query Specific Account below. To see ALL Expenses only, enter ‘700000’

5. Acct Type

Leave blank to display all account types within the organization, or enter a desired Level 2 account type code (>50, >60). (see FTVATYP)

6. Query Specific Account

If a specific account code is entered in Account, screen will display that account, and all subsequent accounts, unless ‘Query Specific Account’ is selected.

7. Include Revenue Accounts

8. Commit Ind

Should be unchecked for most department accounts. Default is checked. Banner subtracts total expenses from revenues when checked. Therefore, for accounts that do not have revenues, uncheck ‘Display Revenue’ box. Banner will then display positive totals and a total available balance. Default is Both

(See Options and more info next page!)

Type = the type of Account Code: R(evenue), L(abor), E(xpenditure)

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•

To view the detail transactions for values in any of the columns: (Adj Budget, YTD Activity, or Commitments): o Click in the amount field you wish to query. This will highlight the line. o Select Options, Transaction Detail Information. o This will display the FGITRND (Detail Transaction Activity form), which provides dates, document types, document number, and amounts for all transactions, for that specific account.

•

Use the Options Menu to access other related forms (Each of these forms is addressed separately in this document): o Budget Summary Information FGIBSUM o Organization Encumbrances FGIOENC o Transaction Detail Information FGITRND You must EXIT (

•

or Ctrl-Q) these forms to return to FGIBDST!

To return to the Key Block on any form, use the function Rollback (

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or Shift/F7).

FGITRND – Detail Transaction Activity Form Displays detailed transaction activity for operating accounts. This is a powerful form and can provide very detailed information. Can display month-to-date transactions by fiscal period. Can Query by Fiscal Period Can Query by Fld codes

After entering all key criteria, perform the function Next Block, or ( Ctrl/PgDn), to move to the information block. To return to the Key Block on any form, use the function Rollback

Scroll to the right to see the description, fund, activity and location

or ( Shift/F7).

Criteria: 1. Chart 2. Fiscal Year 3. Index or FOAPAL elements 4. Account 5. Prd (Fiscal Period) 6. Q (Query Type) 7. Cmt

Values: All must be entered. When using an Index, the FOP will populate. Blank for all, or enter specific account code. (Q must = S) Blank for all, or enter specific period (“01”=July, “12” = June). Enter R (relative starting point) or S (specific account) Blank is default. Commitments not used.

In the information block, you must Execute Query (

or F8) or, query in a specific field.

1. Leave all fields blank, or, enter search criteria in a specific field. a. Ex: To query for a specific date, enter DD-MMM% (10-APR%) in Date field. b. Ex. To query specific accounts, enter “6%” in the Account field. c. Ex: To query all invoices, enter “IN%” in Type field d. Ex: To query by Field Codes, enter: (defines transactions, this screen only) • ABD (budget adjustments) • OBD (original budget entries) • YTD (actual activity) • ENC (encumbrance activity) 2. Use the function Execute Query (

or F8).

3. To start a new query, use the function Enter Query (

or F7).

Click on an account and select Options, Query Document by Type, to see transaction detail. Or, select Options, Query Total for all records to see grand total of all records. Total is running total of records displayed on the form; it is NOT the available balance!

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FRIGITD – Grant Inception to Date Form Displays detail transaction activity for grants or capital outlay projects from inception of the project to date. This is a very flexible form with many options.

Selection of Level 1 or Level 2 will provide summary by account type. (See Account Types)

Check Fund Summary if the grant has more than one fund.

After entering all key criteria, perform the function Next Block, ( Ctrl/PgDn), to move to the information block. To return to the Key Block on any form, use the function Rollback ( Shift/F7).

1. 2. 3. 4.

Criteria: Chart Grant Year Index or FOAPAL elements

5. Account Summary

6. Date From - To

7. Fund Summary

or or

Values: Must be entered. Must be entered. OR, If a Grant Index is entered, this will populate. Optional. When using an Index, the FOP will populate. (a FUND code may be required depending on security access) Level 1 (50, 60), Level 2 (5A, 63, etc.) or All Levels (all accounts). Will populate from the Grant number entered. OR Can query activity for a specified period using the Date From and Date To fields, or for a single month, enter the same month and year in both the Date From and Date To fields. If checked and no Fund code entered, will display all sources of funds for the Grant, if additional grant funds exist.

Orgn and fund codes can be any high-level orgn and/or fund within the FOAPAL hierarchy.

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Other options include Hierarchy, transactions by Sponsor Accounts, and Include Revenue (Revenue used only for Contracts, not Grants). FRIGITD – Grant Inception to Date Continued: Perform the function Next Block, (

or Ctrl/PgDn), to move to the information block.

Type column = the type of Account Code: R(evenue), L(abor), E(xpenditure).

To see more detail, place the cursor on an account code you wish to query. From the Information Block, select Options, Grant Detail Information (FRIGTRD) to display the detail transactions by account. The FRIGTRD form will provide dates, document types, document number, and amounts for all transactions, which make up the total. 1. From FRIGTRD, Select Options again and select either: • Query Document by Type, or • Encumbrance Detail FGIENCD, if type is PORD. 2. Exit (

or Ctrl-Q) to return to the FRIGITD form.

Use arrow down to display the complete Net Total for all records.

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FRIGITD – Grant Inception to Date Continued: If Fund Summary is chosen: To view the transactions of the activity in any column: 1. Place the cursor on the desired Fund Code at the top of the form. 2. The account detail will then display on the lower portion of the form.

1. Place the cursor on the fund you wish to view and the details will be displayed below for that fund.

3.

3. To display more detail, place your cursor on the account code you wish to view. 4. Select Options, Transaction Detail Information (FRIGTRD), to display the detail transactions by account, as shown below

Exit (

or Ctrl-Q) to return to the FRIGITD form.

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FGITBAL – General Ledger Trial Balance Form – GL Form Displays a trial balance for each fund for all General Ledger accounts and account types. Every account balance always displays a debit or credit indicator. Use it to query budget detail for specific funds and accounts. After entering all key criteria, perform the function Next Block, or ( Ctrl/PgDn), to move to the information block.

Criteria: 1. 2. 3. 4. 5.

Chart Fiscal Year Fund Account Type Account Code

DC = debit or credit,

Values: All must be entered.

Blank for all or enter desired General Ledger account type. Blank for all or enter desired General Ledger account code.

* = the account balance differs from the normal setup balance.

Select Options, Query General Ledger Activity Info (FGIGLAC), to display the detail transactions of the balance amount. You must EXIT (

or Ctrl-Q) FGIGLAC to return to FGITBAL.

To return to the Key Block on any form, use the function Rollback (

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or Shift/F7).

FGIGLAC – General Ledger Activity Form – GL Form Use this form to view detail transactions activity for General Ledger accounts by account number.

After entering all key criteria, perform the function Next Block, or ( Ctrl/PgDn), to move to the information block.

Criteria: 1. 2. 3. 4. 5.

Chart Period Fiscal Year Index or Fund Account

Values: Must be entered. Blank for all, or enter specific Fiscal Period. Must be entered. When using an Index, the Fund will populate. Blank for all, or enter specific GL Account (< 500000)

In the information block, you can query on a specific account, transaction type, document number, amount, or only debits or only credits. 1. Leave all fields blank or enter search criteria in specific fields. 2. Use the function Execute Query (

or F8)

Due to the number of records in the transaction history detail table, this may take a short time to display the results. The total for all records is not displayed automatically. • Select Options, Query Total for all records, to display the last record retrieved by the query and display the total for all records retrieved. Once you enter the first query, you may initiate a more detailed query. 1. Use the function Enter Query ( 2. Enter the specific elements. 3. Use the function Execute Query (

or F7). or F8).

To return to the Key Block on any form, use the function Rollback ( Page 16

or Shift/F7).

FOIDOCH – Document History Form Displays document processing history. The system displays each transaction that relates to the document queried. Select Options, View Status Indicators, to view status indicators for the document numbers shown. After entering all key criteria, perform the function Next Block, (

or Ctrl/PgDn), to move to the

information block. To return to the Key Block on any form, use the function Rollback (

or Shift/F7).

Status Codes: The Status codes indicate the document’s status in the system: A: Approved C: Completed O: Open P: Paid S: Suspended X: Cancelled F: Final Reconciliation V: Void H: Hold

Criteria: 1. Doc Type

Values: Must be entered first. • INV for invoice, PO for purchase order, CHK for check

2. Doc Code

Enter the document number or search.

Use the function Search (

) to search for a Document code.

Depending on what Doc Type you entered, different search screens will open. (INV=FAIINVL-Inv/Cr.Memo List, PO=FPIPOHD-PO Validation, CHK=FTICHKS, CK# Validation)

1. Enter search criteria and use the function Execute Query ( or F8). 2. Double click the desired document code to return the value to FOIDOCH. 3. Use the function Next Block (

or Ctrl/PgDn) to move between the blocks.

Complete information is also available for each transaction type. With the cursor on the desired document number, select Options and its related form: FAIINVE for Invoices FAICHKH for Checks FPIPURR for Purchase Orders. (Check status of ‘F’ = check has cleared the bank and is reconciled.)

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FGIDOCR – Query Document Form Provides online query capability for all transactions. You can query all document types including purchase orders, journal vouchers, checks, and invoices. It will NOT allow viewing of an incomplete document or one in suspense. The query will display transaction date, description, amount and the accounting distribution. Once in the screen, you may initiate another query by identifying specific elements you wish to query.

After entering all key criteria, perform the function Next Block, or ( Ctrl/PgDn), to move to the information block.

Criteria: 1. Document

Values: Enter the document number or search.

The Header information shows the transaction date, fiscal year and period, and how many items are in the document. Initiate a more detailed query in the Information block: •

Use the function Enter Query ( query.

•

Use the function Execute Query (

or F7) and enter the field criteria you wish to or F8) to display the results.

To return to the Key Block on any form, use the function Rollback (

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or Shift/F7).

FAIINVE – Invoice/Credit Memo Query Form FAIINVE provides detailed accounting distributions, address, and tax information, and payment due date for a specified invoice. There are several blocks of information on this form. After entering all key criteria, perform the function Next Block, or ( Ctrl/PgDn), to move to the information block.

Criteria: 1. Document

Values: Must be entered. Enter invoice or PO number, or search.

To search for a Document code: 1. Click the Search tool ( ). The FAIINVL form will open. 2. Click the radio button for Open, Paid, Suspense or Hold status for the Invoice. 3. Use the function Next Block (

or Ctrl/PgDn).

Either scroll through the invoices, or initiate a more detailed query in the Information block: a. Use the function Enter Query ( b. Use the function Execute Query (

or F7) and enter the invoice # criteria to query. or F8) to display the results.

Double click on the desired Invoice number to return the info to the FAIINVE form. (Continued next page)

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The first form will display the type of invoice. If it is a “Regular” pay invoice, the associated purchase order number is displayed. 1. Use the function Next Block ( or Ctrl/PgDn) to move through the multiple information blocks. 2. At each block, the Options Menu provides access to additional information about the invoice. a. The selections are: i. Invoice Credit Memo Header ii. Header Additional Information, iii. View Vendor Address, iv. View Document Status, v. View Document Indicators, vi. Commodity Information, vii. Accounting Amounts, viii. Balancing Completion, or ix. Document Text. •

Next Block displays the Header information.

•

Next Block displays Commodity information.

•

Next Block displays Accounting Amounts. a. **Special Options menu on this screen only! -- Select Options, Accounting Distribution information to view the FOAPAL charged on the invoice. b. Use the up and down arrow at the ‘Seq’ field to determine if more that one FOAPAL was charged.

•

Next Block displays the Balancing/Completion information.

To return to the Key Block on any form, use the function Rollback (

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or Shift/F7).

FGIOENC – Organizational Encumbrance List Form Displays a listing of all encumbrances by Index.

After entering all key criteria, perform the function Next Block, or ( Ctrl/PgDn), to move to the information block.

Criteria: 1. Chart 2. Fiscal Year 3. Index or FOAPAL elements

Values: Must be entered. When using an index, the FOP will populate.

•

The form will display all purchase orders by number. The available balance and account codes will also be displayed.

•

Choose Options, Query Detail Encumbrance Info, FGIENCD, to view more detail.

Initiate a more detailed query in the Information block: •

Use the function Enter Query (

•

Use the function Execute Query (

or F7) and enter the criteria you wish to query.

or F8) to display the results.

To return to the Key Block on any form, use the function Rollback (

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or Shift/F7).

FAIVNDH – Vendor Detail History Form FAIVNDH provides a list of invoice, credit memo, and payment transactions for a particular vendor. This screen will provide vendor invoice number, document number, invoice amount, Due/Paid date and check number.

After entering all key criteria, perform the function Next Block, or ( Ctrl/PgDn), to move to the information block.

Criteria: 1. Vendor 2. Selection 3. Fiscal Year

Values: Must be entered. Enter Vendor V number or search. “All” is the default. Choices are credit memo, open, or paid. Must be entered.

Tab to the Vendor name and enter or, use the function Search ( code if not known:

) to search for a vendor

1. Choose either the FTIIDEN or the GUIALTI search form. Example of FTIIDEN search form

2. Enter search criteria and use the function Execute Query ( or F8). 3. From the results list, “double click” the desired vendor ID to return the value to FAIVNDH. 4. Use the function Next Block (

or Ctrl/PgDn) to move to the information block.

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FAIVNDH Continued: Initiate a more detailed query while the cursor is in the information block: 1. Use the function Enter Query ( 2. Use the function Execute Query (

or F7) and enter the criteria in the column to query. or F8) to display the results.

To display invoice detail: 1. Navigate to the invoice you want to display detail and click to highlight the line. 2. Choose Options, View Invoice Information, (FAIINVE). To return to the Key Block on any form, use the function Rollback (

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or Shift/F7).

FAICHKH – Check Payment History Form FAICHKH displays summary information about check transactions.

After entering all key criteria, perform the function Next Block, or ( Ctrl/PgDn), to move to the information block.

Criteria: 1. Check Number

Values: Enter check number or Click the Search tool (

2. Bank

Next Block (

).

Enter bank. Will populate when search is used to find a check number

or Ctrl/PgDn) to move to the information block.

Displays the Banner Vendor ID number, Vendor name, the check date, and the check net amount. The associated invoices are also displayed. If cancelled, the cancel date is shown. •

Choose Options, Document Inquiry, FAIINVE, to view the invoice detail form.

To return to the Key Block on any form, use the function Rollback (

or Shift/F7).

** Hint - Look up an invoice’s corresponding check number on the FOIDOCH form.

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FPIPURR – Purchase/Blanket/Change Order Query Form Displays Purchase Orders that are completed, approved, closed, cancelled, or in process. After entering all key criteria, perform the function Next Block, or ( Ctrl/PgDn), to move to the information block. To return to the Key Block on any form, use the function Rollback or ( Shift/F7).

Criteria: 1. Purchase Order

Values: Enter Purchase Order number or search (Click Search

Use the function Next Block (

).

or Ctrl/PgDn) to move through the information blocks.

i. Next Block one displays the order dates and totals. ii. Next Block two displays the Requestor, COA, Organization codes charged and the Ship To address. iii. Next Block three displays the vendor name and address. iv. Next Block four displays commodity description and accounting information.

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FGIENCD – Detail Encumbrance Activity Form FGIENCD provides a query of detailed transaction activity for an original encumbrance entry as well as all transaction activity against the encumbrance. (PO and INV activity)

After entering all key criteria, perform the function Next Block, or ( Ctrl/PgDn), to move to the information block.

Criteria: 1. Encumbrance

•

Next Block (

Values: Must be entered. Enter PO or Encumbrance number or use search.

or Ctrl/PgDn) to move through the information blocks. i. Next Block one displays the vendor name, status, type, purchase order date and balance remaining. Status – (O)pen or (C)losed; Type - (E)ncumbrance, (M)emo, (L)abor , (R)equisition, and (P)urchase Order ii. Next Block two displays the accounting information. iii. Next Block three displays the transaction dates and amount of all payments made against the purchase order, as well as any change orders posted. Action – (P)artial payment, (F)inal payment, (T)otal Liquidation.

To return to the Key Block on any form, use the function Rollback (

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or Shift/F7).

EXTRACT DATA Feature Many Banner forms will allow you to extract and download the screen data to a file. • Select Help. • Select either Extract with Key or Extract Data No Key and the following information block will appear. o If ‘Extract Data with Key’ or ‘Extract Data No Key’ is black, that screen’s data may be downloaded. o ‘With Key’ saves the “Key block” information as the first row of the downloaded spreadsheet file. ‘No Key’ does not. NOTE: You MUST depress and hold the CTRL (Control) key DOWN while you click the “Extract” choice and do NOT let go until you see the data in the Excel spreadsheet displayed! This may take a few seconds.

“Extract Data…” will be BLACK if the Extract feature is active for this form.

• Select

Open or select Save it to disk and click OK.

Select “Save…” to download to a specific location.

Please see next page for important information: Page 27

Data Extract Continued: • Choose a location where to save the .csv file • Choose a name for the .csv file that is meaningful to you. • Click Save.

You will receive a confirmation window when the download is complete. • Click Close to return to the screen. • Double Click the .csv files to open in Excel and manipulate as desired. • Select Save As in Excel, to save the file as an Excel .xls file type.

FGITRND - Special instructions for using the Extract Data feature: After you click Help/Extract Data… in FGITRND, the screen fields will be blank. You must specify your query criteria again, if any, and then Execute Query a second time, to complete the Extract Data process.

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