Banner User Manual. Part 1 of The Banner Main Window Navigating the Banner Forms Changing Your Password 3

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1 Banner User Manual Part 1 of 2 Section Page 1. The Banner Main Window 1 2. Navigating the Banner Forms 2 3. Changing Your Password 3 4. Setting Up Your Personal Menu 4 5. Important Keys 6 6. Banner Forms Used to See Budget Status for Operating Orgs Determining Available Balances in Endowed Funds 9 8. Determining Available Balances in Grant Funds and Project Accounts Running Reports Querying in Banner Saving Report Data to a Text File for Importing Into Excel or Word Frequently Asked Questions Banner Transaction Codes 51

2 1. The Banner Main Window Go to Banner s opening screen at Bookmark this address. When you first log in to Banner, you will see the Main Menu, which looks something like this (you may have to double click My Banner ): Important items on the Banner Main Window: 1 The Exit Button. Always use this button to exit. 2 - Direct Access box: Type in the name of the form you want and hit Enter. You can add or remove items under My Banner using form GUAPMNU. BannerUserManual-Current 1

3 2. Navigating Banner forms. All of your work in Banner will be done in forms. Go to form FGIBDST (Organization Budget Status Form). Exit button. Roll back button. Next block: Ctrl + PageDown Enter Query (F7) and Execute Query (F8) buttons. Chart is always L. Fiscal year 11 is from July 1, 2010 to June 30, The form is divided into sections, or blocks. Blocks are separated from one another by boxes or lines on the form. The top block is called the key block. The key is the first thing to appear on most Banner forms and is the deciding factor for the data that appears on the rest of the form. All the information that is displayed on the form is driven by the information that you enter in the key block. The white rectangular spaces in the blocks are fields. BannerUserManual-Current 2

4 3. Changing your Banner Password When you receive your Banner ID you ll also receive a password. The first thing you should do when you log on to Banner is change your password. From the Main Menu, type form name GUAPSWD in the Direct Access box. This will take you to the User Password Change form, shown below. There are five fields in the form: The first field will automatically fill in with the user ID you used to log on. Put your cursor in the second field, and type in your current password. The third field will automatically fill in with the database you're in. Tab to the fourth field, and type in the new password you ve chosen. Tab to the fifth field and re-enter the new password to confirm it. Hit the Save button, and you re done! NOTE: Under no circumstances should you ever give your password to anyone, nor should you ever allow anyone to log in under your name and password. Remember, you are responsible for any false or corrupted data that enters the system under your name and password. Please, help us protect you and the integrity of the system by keeping your password private. BannerUserManual-Current 3

5 4. Setting up your Personal Menu You can set up a Personal Menu in Banner that will display only the forms that you enter. To set up a Personal Menu, go to form GUAPMNU, shown below. 1. When you first come into GUAPMNU, your cursor will be located in the Description column. 2. Hit your Tab key once. Now your cursor will be in the Name column. 3. Type in the seven-letter form name you'd like to have in your Personal Menu and hit the down arrow on your keyboard. The description of the form you've entered will appear in the Description column. You can click in the description field if you d like to change the description. 4. Put the cursor back in the Name column to enter the next item. 5. When you have finished entering your form names, click the Save button to save your Personal Menu. NOTE: make sure that your cursor is not in an empty row when you save; simply click in one of the form names or descriptions and then save. 6. Exit GUAPMNU to get back to the Banner Main Menu. The next time you log into Banner, in the left-hand window pane, click on the Personal Menu item. The forms you just entered will now appear in the righthand window of the main menu. You have to log out and then back in to see your new Personal Menu. BannerUserManual-Current 4

6 Your menu will probably look something like this. Notice that I changed the description for the three reports FWRUABS (Account Budget Summary), FYRODTA (Organizational Detail Activity) and FWRODTA (Detail Activity). I put Report in the description. BannerUserManual-Current 5

7 5. Important Keys Next block Roll Back Create Query Execute Query Control + PageDown Or just click a field in the next block Button (blue like undo) on screen F7 Or drop down menu Query, Enter Or Query Button F8 Or drop down menu Query, Execute Or Query Execute Button BannerUserManual-Current 6

8 6. Banner Forms used to see budget status and detail transactions for Operating Orgs. Open form FGIBDST. The Chart field will default to L, which is the only valid entry for Chart. Enter the fiscal year you want to see. Fiscal year: 11 From July 1, 2010 to June 30, From July 1, 2009 to June 30, Tab over or mouse click to the Orgn field and enter the org and fund you want to see. Hit Ctrl+PageDown to go to the next block (or mouse click in any of the fields in the next block). To look at detail information for an account, put the cursor on the account line you want detail for. Then under the Options drop down menu on the top, choose Transaction Detail Information. BannerUserManual-Current 7

9 The next screen shows detail for the account. The screen, FGITRND, is not wide enough to show all columns in the record. A scroll bar on the bottom of the screen can be moved to the right to show more detail columns. BannerUserManual-Current 8

10 7. Determining available balances in endowed funds. To see the status of Fund (Dorn Golf Endowment Fund), which is an endowed fund, run report FWRUABS (Account Budget Summary). You must look at this report closely for endowed Funds because of the way Banner Finance handles estimated Revenue. Notice account 715 Current Year Estimated Income. This is a budget entry made at the beginning of the year. Then, throughout the year on a monthly basis, income is posted to the fund in revenue account 5399 Income Distributed to Funds. Therefore, the Fund s true available balance is the Net total on the report of $6, less the amount in account 5399 of $2, This equals $3, BannerUserManual-Current 9

11 Open form FGIBDST (Organization Budget Status Form). Click in the Fund field first and enter the Fund number. Banner will fill in the Org and Program for you when you tab out of the Fund field. Next, in the checkbox next to Include Revenue Accounts, make sure the checkbox is BLANK. Banner displays the available balance in the Fund. It is important to clear the Include Revenue Accounts checkbox for Grants and Restricted Endowment Funds because of the way Banner records income throughout the year. BannerUserManual-Current 10

12 With the Include Revenue Accounts checkbox checked, the available net balance is not shown. Banner does this because estimated income is budgeted at the beginning of the year for the fund. Then, throughout the year on a monthly basis, income is posted to the fund. Therefore, if you leave the checkbox on, Banner shows BOTH the Current Year Estimated Earnings (account 715) and the Income Distributed to Fund (account 5399). This distorts the true available balance. So be sure to use this form with the Include Revenue Accounts checkbox CLEAR for Grant Funds and Endowed Funds. BannerUserManual-Current 11

13 Endowed Spending review End of Year Considerations. To check the available balance in an endowed fund for the period of time after the end of the fiscal year (June 30) but before the Controller s office has closed the year. Special consideration must be made in this case because entries to the fund to roll balances into the new year have not been made yet. These 2 entries are: An entry to account 710 Prior Year Avails and An entry to account 715 Current Year Estimated Earnings. Use form FGIBDST. Enter the current fiscal year, in this case 06. Enter the fund number and then hit the tab key. Banner will fill in the Orgn and Program fields for you. Make sure the Include Revenue Accounts box is NOT CHECKED. Go to the next block. Banner will show you the available balance in the fund in the Net Total row under Avail Bal. You ll see the number may not show all the funds available - no entries have been posted to account 710 (Prior Year Avail) or 715 (Current Year Estimated Earnings). If you do not see entries to 710 or 715 in the fiscal year you ll have to estimate the current funds available as shown below. BannerUserManual-Current 12

14 Look at FGIBDST for last year and see the available balance. Again, be sure the Include Revenue Accounts block is NOT checked. Take the available balance from last year: Plus the balance in the fund so far this year: (shown on the previous page using FGIBDST for the current fiscal year) Plus your estimate of current year earnings: (in this case we ll assume the same as last year s entry to account 715.) Our current estimated funds available is: BannerUserManual-Current 13

15 8. Determining available balances in grant funds and project accounts (orgs used with Project Accounts). Use form FGIBDST be sure to UNCHECK the include Revenue Accounts option on the top of the form. With project accounts use FGIBDST to see current year activity. Use report FYRGITD to see activity from inception. Report FYRGITD will also show the balance available see next page.. BannerUserManual-Current 14

16 BannerUserManual-Current 15

17 9. Reports First, a few notes about running reports that will save you time and aggravation. When you run reports, only 5 items on the screen need to be completed. These are the Process field (1), the Printer field (2), each of the Parameter Values which vary depending on the report you are running (3), the Save Parameters check box (4) and the Save icon (5). 5 1 When entering dates in the parameter fields, be sure to use either the first or last day of a month. 4 2 FWRUABS Account Budget Summary 3 The easy way to enter dates is to type mmddyy (for example for June 1 st, 2010). Banner will then reformat the date as dd-mon-year (for example 01-JUN-2010). Go to the next parameter using the down arrow key. After entering the various parameters, click the Save Parameters check box (lower left corner of the screen), then the Save button (the diskette icon in the top left corner of the screen). This report shows a budget summary for your org. Parameters include a beginning and ending fund, beginning and ending org and an as of date. FYRODTA Organization Detail Activity This report prints detail transaction activity for your orgs. Parameters include beginning and ending funds and orgs and beginning and ending dates. BannerUserManual-Current 16

18 FWRODTA Detail Activity This report is similar to FGRODTA, showing detail transactions for your orgs. However, this report is formatted so that the data can be imported into Excel. FWRSUMM Account Budget Summary This report is similar to FWRUABS, showing your current YTD activity vs. your budget. However, this report is formatted so that the data can be imported into Excel. FYRBDSC Account Budget Summary This report is similar to FWRUABS but it has parameters to specify a range of accounts to print and also a range of accounts to exclude. You may want to exclude HR related accounts depending on why you are printing the report. FYRGITD Grant Inception to Date Report This report shows detail transactions for the life of the grant. To begin printing a report, enter the report code (for example FWRUABS) in the Go box on the Banner Menu form. See the following pages for examples of each report. BannerUserManual-Current 17

19 FWRUABS Account Budget Summary This report prints one line for each account, showing the budget for the account, the current period activity, year to date activity, and the account s available balance. Click into the Printer box and put your printer name there. BannerUserManual-Current 18

20 FWRUABS parameters. Click into the first box under Values (or press Ctrl+PageDown) and enter the parameters below. To go to the next parameter just press the down arrow key on your keyboard. Parameters: 1. Fiscal Yr 11 (remember fiscal year 11 starts 7/1/10 and ends 6/30/11). 2. Chart of Accounts L (is always L) 3. From Fund Code Beginning fund to print 4. To Fund Code Last fund to print 5. From Organization Code Beginning org to print 6. To Organization Code Ending org to print 7. From Account Code Beginning account to print 8. To Account Code Ending account to print 9. As of Date the as of date must be the last day of a month. Easy way to enter dates: The system will re-format the date as 31-MAR Include Accrual Period Y 11. Print Report Totals Y 12. Print Net Totals Y 13. Commitment Type Indicator leave this blank When all parameters are entered click in the Save Parameters box on the bottom of the screen. A pop up box will tell you the parameters are being saved just click OK. Finally, click the diskette icon in the upper left portion of the screen the report will now print. BannerUserManual-Current 19

21 A note about AVAILABLE BALANCE shown on reports. When reviewing budgets for your operating orgs remember this: 5XXX Revenue accounts: NEGATIVE Available Balance GOOD POSITIVE Available Balance NOT GOOD 6XXX Labor accounts POSITIVE Available Balance GOOD and NEGATIVE Available Balance NOT GOOD 7XXX Expense accounts BannerUserManual-Current 20

22 You ll see totals at the end of the report for Revenue, Labor and Expense. Revenue: Negative available is good. Remember, with Revenue accounts ( ), a positive balance in the right most column (the Available Balance column) means the amount of Revenue gained YTD is less than the amount budgeted. In this example the amount budgeted for revenue was $55, However, the year to date total is only $36,180.93, showing the amount of revenue gained is less than the amount budgeted. A positive balance on the TOTAL REVENUE line is NOT GOOD. Labor and Expense: Positive available is good. For both the Labor total (account ) and the Expense total (accounts over 7000), a positive balance in the right most column means you have more in your budget than year to date expenses. A positive balance on the TOTAL LABOR and TOTAL EXPENSE line is GOOD. NET: Negative available is good. The last line of the report the NET line shows an available balance on the right of $10, This org is OVER budget by $10, A positive balance on the NET line is NOT GOOD. The GOOD TOTAL LABOR net expense total of $10,362.76, less the TOTAL REVENUE shortfall of ($19, ) and less the higher than budgeted TOTAL EXPENSE of ($1,487.12) leaves an unfavorable (BAD) NET available balance shown as $10, In summary: On the bottom line of the report, Good number Bad number Total Revenue 5XXX accounts Negative Positive Total Labor 6XXX accounts Positive Negative Total Expense 7XXX accounts Positive Negative Total Transfers 8XXX, 9XXX accounts Positive Negative Net Negative Positive BannerUserManual-Current 21

23 FYRODTA Organization Detail Activity. This report prints detail transactions for each account. You can exclude accounts if you like (for example if you do not want to print HR related accounts from 5000 to 5999). Parameters: 1. Fiscal Yr 11 (remember fiscal year 11 starts 7/1/10 and ends 6/30/11). 2. Chart of Accounts L (is always L) 3. From Organization Code 4. To Organization Code 5. From Fund Code 6. To Fund to print 7. From Account Code to print all accounts just leave blank 8. To Account Code to print all accounts just leave blank 9. Exclude From Account to exclude certain accounts enter the beginning one here otherwise, blank 10. Exclude To Account to exclude certain accounts enter the end one here otherwise, blank 11. From date enter as mmddyy (enter the 1 st of a certain month) 12. To date enter as mmddyy (you must enter the last day of a month to get totals) 13. Include Accrual for last period Y 14. Print Organization totals Y 15. Commitment type C 16. Fin MGR id to exclude leave blank When all parameters are entered click in the Save Parameters box on the bottom of the screen. A pop up box will tell you the parameters are being saved just click OK. Finally, click the diskette icon in the upper left portion of the screen the report will now print. BannerUserManual-Current 22

24 FWRODTA Detail Activity. This report is designed in a format more easily imported into Excel spreadsheets. It has detail transactions in a data range. Save the report to DATABASE instead of your printer to import to Excel. See page 26 for instructions on importing to Excel. Parameters: 1. Fiscal Yr 11 (remember fiscal year 11 starts 7/1/10 and ends 6/30/11). 2. Chart of Accounts L (is always L) 3. Fund number from 4. Fund number to 5. Org number from BannerUserManual-Current 23

25 6. Org number to 7. Account number from for all accounts leave this blank 8. Account number to for all accounts leave this blank 9. Exclude accounts from 10. Exclude accounts to 11 Prog number from 00 (2 zeros) 12. Prog number to Processing date from The from date must be the first day or a month. The easy way to enter dates is just , Banner will then reformat it 01-MAR Processing date to The to date must be the last day of a month. The easy way to enter dates is just , Banner will then reformat it 31-MAR When all parameters are entered click in the Save Parameters box on the bottom of the screen, then the diskette icon at the top of the screen. BannerUserManual-Current 24

26 FYRGITD Grant Inception to Date Report. The report lists activity for a grant since inception. Parameters: 1. Chart of Accounts - L (the chart is always L) 2. As of Date enter as mmddyy must be the last day of a month 3. Enter Grant Option S 4. Grant from 5. Grant to 6. Grant Wildcards 7. Specific Grants Enter the Grant number 8. Fund Information Y 9. Organization from Organization to Exclude Account From 12. Exclude Account To 13. Exclude Terminated Funds/Orgs Y BannerUserManual-Current 25

27 FYRBDSC Account Budget Summary This report allows you to exclude certain accounts. Parameters: 1. Fiscal Year Chart of Accounts L 3. From Fund Code 4. To Fund Code 5. From Organization Code 6. To Organization Code 7. From Account Number for all accounts leave this blank 8. To Account Number for all accounts leave this blank 9. As of Date enter as mmddyy must be the last day of a month 10. Include accrual period Y 11. Print report totals Y 12. Print net totals Y 13. Commitment Type Indicator leave Blank 14. Beginning Account to Exclude 15. Ending Account to Exclude 16. Fin Mgr ID to Exclude leave Blank BannerUserManual-Current 26

28 10. Querying in Banner A useful feature in Banner is the ability to query for information. Using form FGIBDST, we ll do a query to find a Fund. The form will already have the Chart and Fiscal Year filled in. The Chart code is always L. Notice that most of the field titles in the Key Block are blue. Since they are blue we can do a query on that field if we are not sure of the Fund or Org we need to see. BannerUserManual-Current 27

29 Double click in the Fund field. This screen will come up showing a list of Funds. Say you need to look for a Fund with the word Mathematics in the title. Hit the F7 key or click the Enter Query button on the top of the screen. BannerUserManual-Current 28

30 The screen will clear. There are two useful wildcard characters to use when running a query. The % character represents any number of unspecified characters. The _ character represents one occurrence of an unspecified character. Now we can define our Query. We could search using %Mathe%. Capitalization matters. Banner will search for the capital M just as we entered it. %Mathe% will return all funds with Mathe anywhere in the title. BannerUserManual-Current 29

31 Ma% will return all funds with titles beginning with Ma. %ma will return all funds with titles ending in ma. _m% will return funds having m as the second character in the title. Since we don t know if the M should be in uppercase, let s just search using %athematic% Press F8 or click the Execute Query button to run the query. We ll get the following results. Now double-click the L in the row with the Fund you want to look at and Banner will select that record and go back to the previous form. BannerUserManual-Current 30

32 11. Saving Report Data to a Text File for Importing Into Excel or Word (see Word instructions beginning on page 40). Run report FWRODTA. In the printer field put: database Note the sequence number at the bottom of the page after you save the report. BannerUserManual-Current 31

33 Make sure any browser Pop-Up blockers are turned off. Click Options, then Review Output. The next screen should show the sequence number in the Number field, just double click the Number field to bring up the report. If the file is not listed in the next pop up Window, the report is not done running yet. Just click OK to bring up the report. BannerUserManual-Current 32

34 After the document is shown, click Options, then Show Document (Save and Print File) in the upper right corner. Just click Yes when this pop up window appears. BannerUserManual-Current 33

35 The information will now be displayed in a browser window like a web Page. BannerUserManual-Current 34

36 Click File, Save As to save the file. Be sure to put the file name you want in the File Name box and change the Save as Type to Text File. Navigate to the folder you want to save the file in and click the Save button. Then close the browser window and open either Excel or Word. With Word, just open the text file. You ll have to change the Page Setup to print LANDSCAPE instead of Portrait and set all the MARGINS TO.5 INCHES. You also have to select all text and change the font to COURIER NEW and the POINT SIZE to 8. With these settings the report will fit on the page. Go on to the next page to import into Excel. BannerUserManual-Current 35

37 In Excel, Choose File, Open. Change the Files of Type box to All Files. Navigate to the text file you saved above, and open the file. BannerUserManual-Current 36

38 Use Excel s import Wizard to load the data. In step 1 below, Fixed width should be checked, click Next. In step 2, put the column breaks as shown. BannerUserManual-Current 37

39 For dollar amount columns, be sure to place the column break one character to the right of the dollar amount on the report. In step 3 below, just click Finish. BannerUserManual-Current 38

40 This is the next screen showing how Excel has imported the data. Now you can sort and total the rows any way you want. BannerUserManual-Current 39

41 To import the text file into Word Run the Banner report, putting DATABASE in the printer name. BannerUserManual-Current 40

42 Click Options, then Review Output. This screen below will appear. Click the 7 digit number in the Number field. Then double click the same number in the list of saved reports. There are 2 lines for each report, click on the file with the larger number in the record count column. If you don t see the number, cancel this screen and wait a few seconds the report is not done running. BannerUserManual-Current 41

43 The screen below will show the report. Click Options, then Show Document (Save and Print File).l BannerUserManual-Current 42

44 The file will be shown in your browser. BannerUserManual-Current 43

45 Click File, Save As Make sure you change the Save as Type option to Text File and change the file name to the name you want. Also, change the Save In box if required. Now open Word, navigate to the text file just saved and open the file. Change the document setup to print Landscape and set margins to 0.4 inches left, right, top and bottom. Click Edit, Select All and change the Font to Courier New, size 8. The report should now be formatted so you can print it on your regular Windows or Mac printer. Don t forget to save it as a MS Word document if you want to keep it. BannerUserManual-Current 44

46 12. Frequently Asked Questions Has a purchase order been issued? You need to know the fund/org the purchase order is for. This form will show you All the purchase orders found for the Fiscal Year for that fund/org. FGIOENC Need Org, Fund Next block Highlight the item you want to see, then click Options / Query Detail Encumbrance Info for more information shown on the next page.. BannerUserManual-Current 45

47 There are no more options at this point. BannerUserManual-Current 46

48 What is the status, balance, or F.O.A.P. on a purchase order? Use this form when you know the purchase order #. FGIENCD Need Purchase order # Next block No further options at this point. BannerUserManual-Current 47

49 I need to trace a Purchase order or voucher number to a check number. FOIDOCH Need Doc.Type (PO or INV), Doc Code (P####### For Purchase order # or V####### for voucher #) Next block If a check has been listed it will be shown here. BannerUserManual-Current 48

50 What are detail transactions for a month (Specific period) or for the Year? FGITRND Need Fund, Org, Prog, Period Next block If you don t know what org the transaction is under you can leave the Org field blank in the key block (the top block). The system will display transactions for all orgs you have access to. This may take 1 or 2 minutes to search. You can also leave the fund blank in the top block. The system will display all transactions for fund / org combinations you have access to. This may take a few minutes to execute. You can query on the Document or amount field. Example Type: PORD Amount: %2.15% You can not search on the Description field all records will be returned no matter what you search on. BannerUserManual-Current 49

51 What are Purchase Orders, Vouchers, or journal entry charges for a specific period? FGITRND Need Fund, org, prog,period Next block Tab to document field and enter wildcard search (P%, V%, etc..) F8 What is a Vendor ID? FTIIDEN Next block. Tab to last name, type inquiry, (R%). Remember Banner is case sensitive. F8 BannerUserManual-Current 50

52 13. Banner Transaction TYPES BD01 CHGA CHGB CNNI CNNC CNEI CNEC CORD CR05 DNEI DNEC DNNI DNNC HGNL HGRB ICNI ICNC ICEI ICEC INEI INEC INNC INNI IPNC IPNI JE16 L PCRD PORD POLQ PCLQ REQP RCQP RENC Budget amounts Student Charges Line A Student Charges Line B Check cancelled Cancel check credit memo without encumbrance Cancel check invoice with encumbrance Cancel check credit memo with encumbrance Change orders Cash receipts Check payment of invoice Check credit memo with encumbrance Check invoice without encumbrance Check credit memo without encumbrance Payroll Benefits Invoice cancelled Cancel credit memo without encumbrance Cancel invoice with encumbrance Cancel credit memo with encumbrance Invoice entered - Related to purchase orders Transaction activity column = invoice amount paid Encumbrance activity column = amount of purchase order relieved Difference between amounts may be a small pricing difference or shipping charges. Credit memo with encumbrance Credit memo Invoice - direct payment - no purchase order Zero Payment Credit Memo Zero Payment Invoice Journal entry AR Misc Transaction Purchase order cancelled Purchase orders Purchase order request liquidation Cancel PO reinstate request Requisition reservation. Cancel requisition Roll encumbrance (from previous year) BannerUserManual-Current 51

53 THIS PAGE NEEDS TO BE CHANGED BECAUSE THE # S ARE BASED ON TRANSACTIONS JUST FOR THE STUDENT FINANCE COMMITTEE. Doc Codes: Various BUD Budget entries C only 2 F PR, SAO, credit card, etc. (feed files) FM Famis entries IN Inventory J Journal entries 1000 s K Purchase orders with an invoice MM Mail room postage MP Business reply (10 s) MS Student mail P Purchase orders (1000 s) R Just one of these. SG Misc (100 s) SR SFC allocations ST Stockroom SU Staples SV Transportation T Just 1 of these TA Entries for phone charges TM phone charges V Vouchers (1000 s of these) YT just 10 of these DOC REF CODES K Purchase order numbers V Voucher numbers YT Year end entries BannerUserManual-Current 52

54 15. Set saved output options. Set the Client Server path to write data extract file (.csx) option to default value c:\temp and user value c:\. BannerUserManual-Current 53

55 What reports are available to all Banner users? FGRBDSC Budget Status Current Period Parameters: Fiscal Yr, chart of accounts (always L), from fund, to fund, from org, to org, from account, to account, as of date, include accrual period (Y), print report totals (Y), print net totals (Y), commitment type indicator (leave blank). FYRBDSC Account Budget Summary Parameters: Fiscal Yr, chart of accounts (always L), from fund, to fund, from org, to org, from account, to account, as of date, include accrual period (Y), print report totals (Y), print net totals (Y), commitment type indicator (leave blank), exclude account from, exclude account to. FGRODTA Organization Detail Activity Parameters: Fiscal Yr, chart of accounts (always L), from fund, to fund, from org, to org, from account, to account, from date, to date, include accrual for last period (Y), print organization totals (Y), commitment type indicator (leave blank). FYRODTA Organization Detail Activity Parameters: fiscal year, chart of accounts (always L), from org code, to org code, from fund, to fund, from account, to account, exclude from account, exclude to account, from date, to date, include accrual for last period (Y), print organization totals (Y), commitment type (leave blank). FWRODTA Detail Activity Parameters: fiscal year, chart of accounts (always L), from fund, to fund, from org, to org, from account, to account, exclude accounts from, exclude accounts to, program number from, program number to, processing date from, processing date to. FWROLSM Operating Ledger Summary Parameters: fiscal year, fiscal period, from fund, to fund, from org, to org, grant option (N). FYRGITD Grant Inception to Date Report Parameters: chart of accounts (always L), as of date, grant option, grant from, grant to, grant wildcards, specific grants, fund information, org from, org to, exclude account from, exclude account to. FYRGLTA General Ledger Detail Transactions Shows detail transaction for a fund. FWR3YBC Budget / Activity Summary for 3 year period. Other Banner Reports for purchasing activity. FPROPNP Open Purchase Orders Report. Parameters: PO #, vendor number, PO Print option (Regular, Standing or Both). FPROPNR Open Requisitions Report. Parameters: As of date, requisition number (optional), Org Code (optional). Can be run for all orgs or just one and one requisition number or all. FPRPURA Purchase Order Activity Report. Parameters: From activity date, to activity date, user ID (optional), vendor ID (optional). For data extract setup change for Internet Explorer needed: In the Internet Explorer menu, select Tools -- and then select Internet Options From the popup window, select the Security tab, and then click the "Custom Level..." button. BannerUserManual-Current 54

56 Scroll down the list of options to the "Downloads" section. Make sure that Automatic Prompting for Downloads is enabled, and that File Download is enabled. BannerUserManual-Current 55

57 New URL for newer versions of Internet Explorer. Follow the url here, and you can use Banner from IE 7. Caveat: You must type live in as the DB, and not leave it blank. This memo is about getting to Banner INB with the Sun Java Plug-in instead of using JInitiator. For testing yoda, use: For LIVE, use: These are the urls that you would enter in the address bar of IE (either 6 or 7) on a Windows XP box. The first time you you use these Plug-ins, you'll be asked to give ActiveX permission to install the Java Plug-in software. After that, you'll be asked to trust the signed applet from 'Developer'. It's okay to select Yes or Always. Add'l Comment: The first time thru, you might get 'hung up' after login. This should not happen once you've launched IE after installing the JPI and accepted the 'Developer' applet. Note: Whenever you go to banner.oberlin.edu and select Live or Yoda, you'll be using JInitiator. You can retreat to this if the Java Plug-in gives you any grief. But please let me know whenever you find a difference between JInitiator and Java Plug-in behavior. Thanks, Cathe BannerUserManual-Current 56

58 Banner 8 setup for Windows users As part of the upgrade to Banner 8, we will be switching to a different piece of Java software to run Banner forms. Instead of using JInitiator, Banner will use a Java Plug-In, often referred to as JPI. Some of our Windows users have already been running Banner with JPI, and won t have to do anything special to run Banner 8. For the rest of us, here s how to enable JPI on your pc after July 31st: 1. Open Internet Explorer 6 or 7, and go to the Banner home page banner.oberlin.edu - click on the Login button. 2. The browser s pop-up blocker should appear, just under the toolbar, and prompt you to allow an ActiveX control to install a Java Runtime Environment. Allow the Active X control to run. 3. Accept the license agreement for the Java installation 4. Another screen appears, asking if you want the Yahoo Toolbar installed. The checkbox will already be set to Yes. Turn off the checkbox; do not install the Yahoo Toolbar. This toolbar causes sporadic and unpredictable problems with Banner. 5. Another message will say the application s digital signature cannot be verified do you want to run the application? Select the checkbox for Always trust content from this publisher and click on the Run button. 6. The Banner login screen should be the next item to appear. That s it. This is a onetime setup and you should be good to run Banner 8. If you d like to prepare your pc with JPI this week, then go to the Banner home page, banner.oberlin.edu, select Test Instances from the right hand side of the page, and then click on the Login button for Yoda. This is a test version of Banner 8, and it also uses JPI. Follow instructions 2 thru 6 above to install JPI. BannerUserManual-Current 57

59 Banner User Manual Part 2 of 2 Section Page 1. The Banner Main Window 1 2. Navigating the Banner Forms 2 3. Changing Your Password 3 4. Setting Up Your Personal Menu 4 5. Important Keys 6 6. Banner Forms Used to See Budget Status for Operating Orgs Determining Available Balances in Endowed Funds 9 8. Determining Available Balances in Grant Funds and Project Accounts Running Reports Querying in Banner Saving Report Data to a Text File for Importing Into Excel or Word Frequently Asked Questions Banner Transaction Codes 51 BannerUserManual-Current 58

60 Introduction to Banner Change password. Look at FGIBDST. Search for Men s Football org Explain search procedures look up %Football% Use Options menu to see detail for supplies account. Explain transaction types (in manual also). Print FYRODTA for 7001 to 7015, org Print FWRUABS for 2405, all accounts. FWRODTA to show columnar format of the FYRODTA report. Used to import data into Excel. Go over some of the frequently asked questions. Show Organize My Banner routine. Show part of Chart-L Master General Operating Fund Project Accounts s and s Endowment Funds s Grant Funds s Plant funds for buildings and maintenance s Student Organization funds s Shansi Funds. BannerUserManual-Current 59

61 A more extensive Personal Menu based on the frequently asked questions section of the manual. BannerUserManual-Current 60

62 Notes on Banner Procedures. Some forms abide by Fund / Org security which makes looking up purchase orders difficult. On form FGIENCD they can authorized to use the drop down button to find an Encumbrance number BannerUserManual-Current 61

63 On form FGIOENC they can not only bring up one org at a time. So if they don t know the org for a PO they can not search for it here. Form says org is invalid. The only way they can find a PO if they don t know the org is to use FGITRND. If they query on fund and next block, only their orgs will be shown. This query takes a minute or two to come back. See the Frequently Asked Questions section. They could also run FYRODTA to database, then do searches in the browser window. BannerUserManual-Current 62

64 If they are only printing a couple reports, just print pages to 44 for explanation on saving to excel and word And which is the frequently asked questions section. BannerUserManual-Current 63

65 To print a report to a text file so you can print it to any printer (not just a Banner printer). Run your report with database as the printer name. This will tell Banner to print to a text file instead of to a printer. BannerUserManual-Current 64

66 Give the system a minute to prepare the file, then click Options and the Review Output. Double - Click on the Number field below. BannerUserManual-Current 65

67 Banner will show reports that you ve saved to text files. The one you just printed will be at the bottom. Double click the file with the greater number in the Record Count column. BannerUserManual-Current 66

68 Once the text file is shown, click Options and then Show Document (Save and Print). BannerUserManual-Current 67

69 Banner will show you the file as a web page. At this point you can print it to any printer, not just a Banner printer. However the pagebreaks will not be correct. To correct the formatting you import it into MS Word. Then - change the page layout to landscape. Set the font to Courier New, 8 points. It will then print exactly as the report would have printed if you had sent it to a regular Banner printer. BannerUserManual-Current 68