FUPLOAD Instructions. Banner Changes in Pass to Accounting

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1 FUPLOAD Instructions Banner Changes in Pass to Accounting In the past, the pass to Accounting worked something like this: 1. For departmental charges, you entered the department s account number, and possibly an object code, to classify the charges. 2. Periodically, you ran an HP1 pre-pass job that summarized departmental charges and checked for closed or on-hold account numbers. 3. After correcting any errors discovered in the pre-pass report, you ran the pass to accounting job, which passed the departmental charges and typically produced copies of balance reports so you knew how much you passed. 4. You forwarded one or more of these reports to Rebecca Ramey in Accounting, who posted your pass into the Accounting system so that the charges showed up in the monthly gray-and-white statements. With Banner, the process is similar, but there are a few extra steps. Those steps will be described in more detail below, but here is the general flow: 1. Instead of collecting departments account numbers and object codes, you will now collect Banner Index Codes and Banner Account Codes. Your HP1 screens have been changed to accept the Banner Index and Account Codes in place of the old account numbers and object codes. 2. Periodically, you will still run the HP1 pre-pass job to summarize departmental charges. This job will also make sure that all Banner Index and Account codes are valid, but it will not check for closed or on-hold accounts. This is because Banner and HP1 do not communicate directly; therefore, there is no way to check for closed or on-hold accounts. This means that departmental charges against closed accounts, or charges that overspend a department s budget, will have to be fixed by the Controller s Office using a Journal Voucher after the fact. 3. Any validation errors that are reported by the pre-pass job will have to be fixed. This means that you may have to go back into your HP1 screens and input the proper Banner Index or Account Code for a specific transaction. This should be rare, however, as all of the screens should validate the codes when you input them. 4. After correcting any validation errors, you will run your normal pass to accounting job. This job has been rewritten to pass the departmental charges to Banner, and to record the income to your account. 5. When the pass to accounting job is complete, you will log into Banner and run the Upload process twice. The first time, you will run it in Audit mode to assure that Banner can read the charges passed from HP1. The second time, you will run it in Update mode, which assigns a unique document number for tracking purposes and formats the data for final posting. 6. Once you have a clean audit report and a document tracking number from the Banner Upload process, you will forward that to Rebecca Ramey in Accounting so that she can perform the final posting. At this point, you should also send her any other report that you normally would. 7. You ll then run a new post-pass job on HP1. This job updates your system to record the fact that you passed the data. It s needed because HP1 and Banner do not directly communicate with each other, and therefore your system doesn t know that the pass was accepted by Banner. This job tells it that. Refer to the job list on page 3 for the specific names of your HP1 jobs. The following pages give detailed instructions for performing steps 5 and 6 above using INB. Idaho State University Tigeri Training FUPLOAD Instructions 6/09 1 of 5

2 Banner Upload Process ( FUPLOAD ) First Time: Run in Audit Mode 1. Log in to BengalWeb bengalweb.isu.edu. Click on the Finance tab and locate the Finance Information channel. Click on the link to Banner INB, and then log in. Your user name and password will be the same that you used to log in to BengalWeb. 2. In the Go To Box at the top of the General Menu, type FUPLOAD, and then press Enter: Note: FUPLOAD stands for Finance Upload, the Banner program that imports your departmental charges. The Process Submission form (GJAPCTL) will open: 3. Go to the Printer Control block of the form by performing a Next Block function (click on the Next Block icon on the toolbar, select Block>Next from the menu bar, or press Ctrl+Page Down). Your cursor moves to the Printer field. Type in the word DATABASE. Idaho State University Tigeri Training FUPLOAD Instructions 6/09 2 of 5

3 4. Next Block again to go to the Parameter Values block. Fill it in as follows: a. Parm #1 System ID: Put in your System ID, e.g., STORES, POSTOFF, etc., and then arrow down to the next line. To find System ID, refer to the list below. b. Parm #2 Location: Enter /fupload/ include the slashes, and then arrow down to the next line. c. Parm #3 File Name: Put in your system s File Name, e.g., stores.prn, postoff.prn, etc., and then arrow down to the next line. To find File ID, refer to the list below. d. Parm #4 Run Mode: Put in the letter A (it means Audit ). Interface System IDs and File Names: Department System Id File Name (must be entered in all lowercase) COT Graphic Arts GRAPHART graphart.prn Facilities Services FACILITY facility.prn Motor Pool MOTORP motorp.prn Post Office POSTOFF postoff.prn Stores STORES stores.prn ITS Billing CCBILL ccbill.prn ITS Telecommunication TELECOM telecom.prn Print Shop PRNTSHOP prntshop.prn Photographic Services PHOTOSRV photosrv.prn Purchasing (Purchase Card) WFPCARD wfpcard.prn 5. Next Block again to go to the Submission block. 6. Click the check box next to the text that reads Save Parameter Set as. This will save the parameters you entered in Step 4 above as your permanent defaults. 7. Save your entries to submit the process to Banner (click on the floppy disk icon on the left-hand side of the toolbar, select File>Save from the menu bar, or press F10). The Hint & Status line at the bottom of the screen will look something like this: This means that you have successfully submitted the FUPLOAD process. 8. Next, you must check to see that your Audit report was successful. From the menu bar, select Options>Review Output. The Saved Output Review form (GJIREVO) will open: Note: The Banner term FUPLOAD will be displayed in the Process field, and the Number field will contain the job number that appeared in the Hint & Status line in Step 7 above. Idaho State University Tigeri Training FUPLOAD Instructions 6/09 3 of 5

4 9. Double-click in the File Name field to display the output files from your process. The screen will look something like the one shown at the right: 10. Double-click on the line that looks like the highlighted one aat the right in this example, it reads fupload_76525.lis. The output from your job will display, and will look similar to that shown below: 11. Press the Page Down key on your keyboard to display the bottom of the report. You must ensure that there are no Errors or Warnings. The example at the right shows that there were no errors or warnings on this run: Once you have verified that FUPLOAD ran with no errors, you must run it again in Update mode. Idaho State University Tigeri Training FUPLOAD Instructions 6/09 4 of 5

5 Second Time: Run in Update Mode Update mode takes what was just verified and inserts it into the database so that Finance can post it to the permanent ledgers. To run FUPLOAD in Update mode, perform Steps 1-4 above, but for Parm #4 enter U instead of A (it means Update ). Continue with Steps Your FUPLOAD output will look similar to that shown below. You ll see that it is slightly different from the Audit report: Note the line that reads Doc Code (highlighted above). This is the document number that Banner has assigned to your completed upload. You will need to communicate that number to Finance so that they can properly post the data. You will also notice that Banner has enumerated the number of records that were written to the system: That gives further indication that the upload was successful. Next contact Rebecca Ramey in Accounting and convey the document number to her. If you normally send her a copy of your pre-pass report, do that also. Finish by completing any other post-pass activities that are normal for your system. Idaho State University Tigeri Training FUPLOAD Instructions 6/09 5 of 5