Introduction to Banner
Objectives
Intended Audience
Banner Finance Users
Pre-Requisites
- Basic keyboard and mouse skills
- Internet familiarity
- Basic knowledge of U of M Financial Processes
What is Banner?
Banner is a Web-based, administrative software application developed specifically for higher education institutions by a company named Sungard Higher Education. Banner provides an online environment that allows users to perform administrative functions in a highly efficient manner. Data is entered into a database, and integrated and shared among different departments across the University.
Internet Native Banner & Self Service
The Banner system may be utilized by users through two distinct interfaces: INB (Internet Native Banner) or Self Service.
SSB is a user-friendly Web interface that only allows a specific set of processes to be completed. It is less intensive in its use of "forms" than INB; however, not all Banner processes can be completed in SSB.
Chart of Accounts
The Chart of Accounts (COA) is the key to SCT Banner Finance. It defines the accounting distribution used on all transactions processed in the SCT Banner Finance module.
The Chart of Accounts code is a one character, alpha/numeric code that uniquely identifies a particular chart. SCT Banner Finance will accommodate multiple charts of accounts – each with a different chart code. The University of Memphis COA is defined by the letter “U.”
The COA consists of six elements called a FOAPAL and a seventh element called an account index.
FOAPAL & Index
The Chart of Accounts structure in Banner is composed of six elements: Fund, Organization, Account, Program, Activity, and Location (FOAPAL).
Fund |
The fund code is a six-character designation that identifies a self-balancing set of accounts and identifies ownership; it is the highest level of accounting information set up in the accounting distribution.
Balance sheets and revenue/expense reports can be produced for any fund, which can be restricted (permanently or temporarily) or unrestricted. Fund codes may be established in a hierarchy of up to five levels for roll-up and reporting purposes.
Examples of fund codes:
110001—Unrestricted E & G
220153—Dynamic Behavior
340000—Copier Vending
411000—National Direct Student Loans
|
Organization |
The organization code is a six-character code that identifies a unit of budgetary responsibility and/or departments within an institution. It is normally used to define “who” spends the money. Organization codes may be established in a hierarchy of up to eight levels for roll-up and reporting purposes.
Examples of organization codes:
100000—President’s Office
220102—FCBE, B Janz
320000—IT Operations
418000—Health Center
542000—Purchasing
620050—Planned Giving
740020—Athletic Marketing
|
Account |
The account code is a six-character code that identifies objects, such as the general ledger accounts (assets, liabilities, control, fund balances) and the operating ledger accounts (income, expenditures, transfers). The account is a line item within an institution’s financial structure. Account codes may be established in a hierarchy of up to four levels for roll-up and reporting purposes.
Examples of account codes:
73000—Travel Budget Pool
73100—Individual In-State Travel
73200—Individual Out-of-State Travel
73300—Teams or Group In-State Travel
73400—Teams or Group Out-of-State Travel
74310—Equipment Maintenance
74760—Award to Employees
74430—Computer Software
|
Program |
The program code is a six-character designation that identifies a function and enables the institution to establish a method of classifying transactions across organizations and accounts.
Program codes follow the programs defined by the National Association of College and University Business Offices (NACUBO). Program codes may be established in a hierarchy of up to five levels for roll-up and reporting purposes.
Examples of program codes:
1000—Revenue Transactions
2000—General Academic Instruction
2110—Materials Fees
3000—Public Service Activities and Centers
3400—Other Community Service
4000—Student Services Administration
4100—Social and Cultural Development
|
Activity |
The activity code is an optional six-character designation that is non-hierarchical and can be used to further define an object of expenditure; such as temporary units of work, subsidiary functional classifications, or short duration projects. There is no budget checking at this level of accounting. This code may be incorporated in the future. |
Location |
The location code is a six-character designation that identifies physical locations. This code is primarily used with Fixed Asset module. Location codes may be established in a hierarchy of up to five levels for roll-up and reporting purposes.
Example of location codes:
100067—Administration Building, Room 134A
100443—Jones Hall, Room 101
|
Account Index |
The index code is another optional chart of accounts feature and may consist of up to six alpha/numeric characters and can define any combination of the FOAPAL elements. It is a user-defined value for a set of FOAPAL elements that acts as a shortcut to speed data entry by the user. An example of an account index code might be a code used by the campus bookstore for certain transactions that defaults the fund, organization, and program code in order to represent book sales revenue. |
Gaining Access to Banner
To gain access to Banner, fill in the appropriate forms located on the Web at http://bf.memphis.edu/forms/tech.php. Submit the form to the Office of Business and Finance Technology. You will receive a confirmation e-mail when your access request is approved.
The myMemphis Portal
The myMemphis portal is the gateway to Banner resources. The Portal offers a number of valuable features and tools and is located on the Web at http://spectrum.memphis.edu:
Single Sign On: Once logged in a user has access to other utilities without the need to authenticate again.
Customization: Individuals have control over the information presented in their Portal.
Standardization: Consistent user front-end to a variety of tools.
Enable User: Instant access to tools and services.
Logging into the myMemphis Portal
Log into the Portal using your UUID and password. Your UUID is your Universal User Identification. The username and password required to enter the Portal are the same username and password you use to login to your University e-mail and UMdrive accounts. The Banner system is case sensitive. When logging into the system, type your username and password as you normally would do so when logging into your other University accounts.
Banner can be accessed anytime from any computer with an Internet connection by accessing the myMemphis portal Web site at http://spectrum.memphis.edu.
Upon entering the Portal, you will see a series of “tabs” directly under your name. These tabs are generated based on the roles you hold at the University. For example, University employees’ have an employee tab; students have a series of student tabs, and so on. Each tab is comprised of a series of “channels.” Channels contain information and often feature clickable hyperlinks to additional content.
The myMemphis portal is a continuously growing resource for faculty, staff, and students. As it expands, you may see new services and noticeable changes in the layout and positioning of portal tabs and channels.
To access Banner resources, locate the appropriate channels containing those resources and follow any instructions provided for first time login.
Terminology
Account |
The account code is a six-character code that identifies objects, such as the general ledger accounts (assets, liabilities, control, fund balances) and the operating ledger accounts (income, expenditures, transfers). The account is a line item within an institution’s financial structure. Account codes may be established in a hierarchy of up to four levels for roll-up and reporting purposes. |
Accounted Budget |
Original Budget plus or minus any Budget Adjustments. Total of all budget transactions. Details on actual transactions can be obtained by drilling down on this field. |
Account Type |
Account Codes rollup into a specific Account Type. Banner users can query at the Account Type level and the Banner system will display a total for all Account Codes activity for the Account Type. |
Activity |
The activity code is an optional six-character designation that is non-hierarchical and can be used to further define an object of expenditure; such as temporary units of work, subsidiary functional classifications, or short duration projects. |
Address Type |
Assorted vendor address types. The field is automatically populated from the vendor table by clicking Vendor Validate. |
Adjusted Budget |
Original Budget plus or minus any Budget Adjustments. This is a system-generated column, which does not allow for drilling down to details. |
Adopted Budget |
Original budget allocation given at the beginning of the Fiscal Year. |
Available Balance |
Remaining Budget left to spend = Total Budget +/- Commitments +/- Actual. |
Bid process |
This occurs when potential vendors compete for a contract to produce a good or provide a service. |
Budget Adjustment |
Any additions or reductions made to the budget since the original allocation. |
Buyer |
The individual in the Purchasing Department who created the PO. |
Chart |
The Chart of Accounts code. |
Chart of Accounts (COA) |
The COA defines the accounting distribution used on all transactions processed in the SCT Banner Finance module.
The COA code is a one character, alpha/numeric field that uniquely identifies a particular chart. SCT Banner Finance will accommodate multiple charts of accounts – each with a different chart code.
The University of Memphis COA is always U. |
Code Criteria |
The search criteria for the type of item you are searching. You may use the Banner wildcard character % to assist in the search. |
Commitment |
Equal to the total budget set aside for future obligations. Commitments are made up of Reservations and Encumbrances. |
Commitment Type |
U for Uncommitted, C for Committed or B for Both. |
Commodity |
The item(s) or service(s) being purchased. Commodities can be either user-defined, or the NIGP (National Institute of Governmental Purchasing) code may be used. |
Commodity Level Accounting |
A way of processing requisitions or purchase orders in which each “line” (commodity) of the requisition will have its own accounting distribution. Supplies and equipment may still be ordered on one requisition. |
Comparison Fiscal Period |
The fiscal period for which you would like to compare a different fiscal period. |
Comparison Fiscal Year |
The fiscal year for which you would like to compare a different fiscal year. |
Currency |
The type of currency being used (i.e. USD for U.S. dollars, Canadian dollars, Pesos, etc.). U of M primarily works with USD. |
Discount |
Usually determined by a vendor. Enter a discount when applicable. |
Document Level Accounting |
A way of processing requisitions or purchase orders in which the accounting distribution entered on the requisition applies to the whole requisition. |
Document Text |
A text entry area that may be accessed by clicking on the blue link titled ‘Document Text.’
Text entered in the ‘Enter Document Text, Print’ field will print on the final PO issued by the U of M Purchasing Department to the vendor. Use this space for additional information to the vendor, such as delivery instructions, University holidays, etc.
Text entered in the ‘Enter Document Text, No Print’ field will not print on the PO. Use this space to list preferred vendors that are not listed in the vendor file. Provide the name, address, tax payer ID number, contact, phone number and fax number.
You must click on the Save button to save your document text entries.
Use the No Print field if you need to enter a request to the Purchasing Department to have your ship code address entered into the database. |
Encumbrances |
This is the encumbering of funds against the budget for a specific purchase order. The encumbrance is established when a purchase order is approved. The encumbrance is reduced or eliminated when the invoice is approved or when the encumbrance is cancelled. |
Fiscal Period |
The number of the fiscal month you wish to query (i.e. July is 01, August is 02 … June is 12). |
Fiscal Year (FY) |
Represents the University’s fiscal year beginning July 1st and ending June 30th. For example FY 2007 relates to the year starting July 1st 2006 and ending June 30th, 2007. This field defaults to the current FY, but may be overridden if necessary. |
Fixed Asset |
Property or item of a lasting nature owned by the University for its day-to-day operations. Fixed assets are assets that cannot be instantly liquidated. Examples of fixed assets include real estate and equipment. |
Fund |
Six-character designation that identifies a self-balancing set of accounts and identifies ownership; it is the highest level of accounting information set up in the accounting distribution. |
Fund Type |
Funds rollup into a specific Fund Type. The Banner system has some reports which allow Fund Type as an optional parameter value to be requested. |
Grant |
The Grant identification number is required when viewing Grant Inception to Date information. All other FOAPAL code numbers must be removed prior to submitting a query on a grant inception to date. |
Include Revenue Accounts |
A specific account that collects revenue used by non-E &G departments.
Checked: Include revenue accounts in the query.
Unchecked: Do not include revenue accounts in the query. |
Index |
Shortcut number that will display the default Fund, Organization, and Program field codes. Many U of M index codes correspond to previous FRS account numbers. |
Location |
The location code is a six-character designation that identifies physical locations. This code is primarily used with Fixed Asset module. |
Max rows to return |
Enter the number of results you would like to view at a time. For example, if you choose ten, ten rows will be displayed from the query results for your review. |
Organization |
The organization code is a six-character code that identifies a unit of budgetary responsibility and/or departments within an institution. It is normally used to define “who” spends the money. |
Program |
Six-character designation that identifies a function and enables the institution to establish a method of classifying transactions across organizations and accounts. |
Purchase Order |
A commercial document used to request someone to supply a good or service in return for payment. Purchase orders can be of three types:
Regular Purchase Order: Will encumber funds in Banner. All commodities have quantity and a unit price.
Standing Purchase Order: Will encumber funds in Banner. Commodities have dollar values assigned to them. This type of PO is useful when you are paying for contracts, services or travel.
Blanket Purchase Order: Does not encumber funds in Banner. Commodities will be assigned quantity and unit prices to them. |
Quantity |
The number of items being requested. |
Requestor |
A person asking for certain goods or services. |
Requisition |
A written request to purchase something. |
Reservation |
A reservation is created when a requisition is complete. It represents an internal request for expenditure against budget. A reservation is liquidated when a PO is created. An encumbrance is established by the PO. |
Ship |
Where goods will be shipped. Use the lookup function to find the code for your building and room (i.e. ML255).
If your address is not found, use the generic ‘SHIPTO’ and enter a request in the document text to have your ship code address entered into the database. |
Stock Item |
A commodity that is in stores inventory. For example, copier paper can be a stock item in stores inventory. |
Type |
The actual item you are querying. |
Title Criteria |
Used for entering part or all of the title in conjunction with the Type value. Enter the letters followed and/or preceded by the Banner wildcard character %. For example, %Finance% would return results showing all of the organizations that have the word Finance in their title.
All titles in Banner are case sensitive. For example, Finance is different from FINANCE. |
Temporary Budget |
Adjustments done in the current year that are temporary in nature. (Budget Adjustments that will not role over to the next fiscal year.) |
U/M (Unit of Measure) |
Identifies the unit measurement of the item or services being requested (i.e. EA, DOZ, TON). |
Unit Price |
The cost per unit. |
Vendor |
A person or company selling goods or providing services. Typically Banner Finance requires a vendor record for anyone to whom a check is sent. |
Year-to-date |
Year-to-date activity represents the actual revenue and expenditures posted. |
Contact Information
For assistance call the ITD Helpdesk at 678-8888 or enter a Helpdesk request online by accessing the Web site http://helpdesk.memphis.edu/admin/ and selecting Banner Finance.