University of Alaska Statewide Financial Systems User Documentation. BANNER DATA EXTRACT FEATURE (Detail)

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1 University of Alaska Statewide Financial Systems User Documentation BANNER DATA EXTRACT FEATURE (Detail)

2 Data Extract Feature Table of Contents 2 Table of Contents Table of Contents... 2 Overview... 3 Updates on GUAUPRF... 5 Data Extract FGIBDST... 8 Data Extract -- FGITBAL Data Extract -- FRIGITD Data Extract -- Validation... 25

3 Data Extract Feature Overview 3 Overview Banner is delivered with a Data Extract Feature that can be used on certain query forms. With this feature, you can extract data from a Banner form to a spreadsheet. This feature does have limited capabilities and is not intended to take the place of QMenu, Qadhoc or Toad queries. Each user will need to perform a couple tasks to get their Banner session to function correctly. This only needs to be done once and Banner will remember it from that time on. The first task is to setup the user profile to allow the extract to include a header row for the extracted data. The header row provides a column identifier so the user will know what data is in each column. The second task in setting up the user profile will direct Banner where to place the extracted data and in what format the user wants the data. This document is recommending the user save the data to their desktop but this will only work if the user has permissions to allow that function or if they have a directory defined on their desktop to accept exported files. The format to use is FILE. Using FILE the extract will open directly into excel. The Banner Finance forms that allows the data extract feature are: FGIBDST Organization Budget Status FGITBAL General Ledger Trial Balance FRIGITD Grant Inception to Date FTVFUND Fund Code Validation FTVORGN Organization Code Validation FTVACCT Account Code Validation FTVPROG Program Code Validation FTVACTV Activity Code Validation FTVFTYP Fund Type Validation FTVATYP Account Type Validation FTVLOCN Location Code Validation FTVFMGR Financial Manager Validation FRVBASI Basis Code Validation FRVINDA Indirect Cost Charge Code Validation FRVINDD Indirect Cost Distribution Code Validation FRVINDR Indirect Cost Rate Code Validation FRVCFDA Catalog of Federal Domestic Assistance Codes

4 Data Extract Feature Overview 4 When using these forms in BANNER, the data the user sees is what is extracted. If the user extracts from the first page with the totals, they will get total data. If they drill down on a particular line item and the detail data is presented, they can extract that detail data. The data extract process is found on the Help pull-down menu list. It has two options to extract the data. They are: Extract Data with Key Extract Data no Key What does that mean? <Extract Data with Key> means the user will see in the extracted file, including the Key Block information of the form. The Key Block is the parameters added prior to performing a <Next Block>. If this item is greyed out that means that information is not available for that form. <Extract Data no Key> means the user does not want to see the data from the Key Block. On some forms this is the only option that is available. Listed below is an example of the data extracted from FGIBDST with both options: Data Extract with Key Data Extract No Key

5 Data Extract Feature GUAUPRF 5 Updates on GUAUPRF Using Direct Access Mode A1. In the GO TO field, available from any Banner menu, key in GUAUPRF and press the <Enter/Return> key. The General User Preference Maintenance form will appear. Using Main Menu Navigation B1. In the Main Menu double-click on General [*GENERAL]. B2. Double-click on System Functions/Administration [*GENSYS]. B3. Double-click on Menu/Preference Maintenance [*GENMENU]. B4. Double-click on General User Preference Maintenance [GUAUPRF]. The General User Preference Maintenance Form will appear. Direct Access Type GUAUPRF here Main Menu navigation through sub folders to GUAUPRF

6 Data Extract Feature GUAUPRF 6 C1. Click the check box in the Data Extract area near the bottom of the page and Save <F10> C2. Go to the Directory Options tab next.

7 Data Extract Feature GUAUPRF 7 STOP READ THIS CAREFULLY ONLY Update the fields we describe in our documentation Doing anything else can cause BANNER to function incorrectly C3. Change the User Value for the description of Local directory for saving output from c:\temp to c:\ See sample below. C4. Now change the User Value for the Description of Data Extract format: FILE (.csv), TEXT or WEBUTIL from TEXT to FILE See sample below. C5. Save <F10>

8 Data Extract Feature Data Extract FGIBDST 8 Data Extract FGIBDST D1. Enter FGIBDST at the Direct Access or via your navigation through the menus D2. Enter in the Key block information. The information entered will be the information displayed and extracted. D3. <Next Block> Will perform the query of data for FGIBDST.

9 Data Extract Feature Data Extract FGIBDST 9 D4. Select one of the following options from the Help pull-down menu: <Extract data with Key> (to extract key data and data from the Key block) <Extract data No Key> (to extract data in the current block only) If either one of those options are greyed out that means that form cannot process that option and you will need to select the one that is not greyed out.

10 Data Extract Feature Data Extract FGIBDST 10 D5. Select <Extract with Key> (this example). The data will be extracted and you will be prompted. This prompt may be different depending on the browser and version number you are using.

11 Data Extract Feature Data Extract FGIBDST 11 If you select open the file will open into excel. At times if might take a few seconds. If you select save you will get another message to allow you to open the file. If you select save as you will be prompted to save on your machine at that time you can change the name from gokoutd to something meaningful. When you open the file it will open into an excel spreadsheet. D6. Same information from FGIBDST, but <Extracted with no Key>. The difference is the Key block is not displayed.

12 Data Extract Feature Data Extract FGIBDST 12 D7. To use the drill down feature on FGIBDST -- Select a line D8. When data returns -- select one of the following options from the Help pull-down menu: <Extract data with Key> (to extract key data and data from the Key block) <Extract data No Key> (to extract data in the current block only) If either one of those options are greyed out that means that form cannot do option and you will need to select the one that is not greyed out.

13 Data Extract Feature Data Extract FGIBDST 13 D9. This will function just like in step D5 and D6 depending on the choice the user made. Results will look similar to this. NOTE: If the user selects <Extract Data with Key>, the detailed transactions will clear from the screen. Perform an <F8>, the data will repopulate on the screen and is now available to be extracted. This process is not necessary if the user <Extracts With no Key>.

14 Data Extract Feature Data Extract FGIBDST 14 Data Extract -- FGITBAL E1. Enter FGITBAL at the Direct Access or via your navigation through the menus E2. Enter in the Key block information. What is enter is what will be displayed and extracted. E3. <Next Block> Will perform the query of data for FGITBAL.

15 Data Extract Feature Data Extract FGIBDST 15 E4. Select one of the following options from the Help pull-down menu: <Extract data with Key> (to extract key data and data from the Key block) <Extract data No Key> (to extract data in the current block only) If either one of those options are greyed out that means that form cannot do option and you will need to select the one that is not greyed out.

16 Data Extract Feature Data Extract FGIBDST 16 E5. Select <Extract Data with Key> (this example) The data will be extracted and you will be prompted. This prompt will be different depending on the browser and version number you are using. If you select open the file will open into excel. At times if might take a few seconds. If you select save you will get another message to allow you to open the file. If you select save as you will be prompted to save on your machine at that time you can change the name from gokoutd to something meaningful. When you open the file it will open into an excel spreadsheet. This example demonstrates the data columns extracted may not be in the same order as displayed in the form.

17 Data Extract Feature Data Extract FGIBDST 17 E6. Same information from FGITBAL, but <Extracted with no Key>. The difference is the Key block is not displayed.

18 Data Extract Feature Data Extract FGIBDST 18 E7. To use the drill down feature on FGITBAL -- Select a line E8. When data returns -- select one of the following options from the Help pull-down menu: <Extract data with Key> (to extract key data and data from the Key block) <Extract data No Key> (to extract data in the current block only) If either one of those options are greyed out that means the form cannot complete that option and you will need to select the option that is not greyed out.

19 Data Extract Feature Data Extract FGIBDST 19 E9. This will function just like in step E6 since the <Extract Data with Key> is greyed out. Results will look similar to this.

20 Data Extract Feature Data Extract FGIBDST 20 Data Extract -- FRIGITD F1. Enter FRIGITD at the Direct Access or via your navigation through the menus F2. Enter in the Key block information. What is entered in the Key block will be displayed and extracted. F3. <Next Block> Will perform the query of data for FRIGITD.

21 Data Extract Feature Data Extract FGIBDST 21 F4. Select one of the following options from the Help pull-down menu: <Extract data with Key> (to extract key data and data from the Key block) <Extract data No Key> (to extract data in the current block only) If either one of those options are greyed out that means that form cannot do option and you will need to select the one that is not greyed out.

22 Data Extract Feature Data Extract FGIBDST 22 F5. Select <Extract with No Key> because <Extract Data with Key> is greyed out. The data will be extracted and you will be prompted. This prompt will be different depending on the browser and version number you are using. If you select open the file will open into excel. At times if might take a few seconds. If you select save you will get another message to allow you to open the file. If you select save as you will be prompted to save on your machine at that time you can change the name from gokoutd to something meaningful. When you open the file it will open into an excel spreadsheet.

23 Data Extract Feature Data Extract FGIBDST 23 F7. To use the drill down feature on FRIGITD -- Select a line F8. When data returns -- select one of the following options from the Help pull-down menu: <Extract data with Key> (to extract key data and data from the Key block) <Extract data No Key> (to extract data in the current block only) If either one of those options are greyed out that means that form cannot do option and you will need to select the one that is not greyed out.

24 Data Extract Feature Data Extract FGIBDST 24 F9. This will function just like in step D5 and D6 depending on the choice the user made. Results will look similar to this. BUT if the user selects to extract data with key after that is done perform a <F8> for the data to be extracted. This is not necessary if the user <Extracts with no Key>.

25 Data Extract Feature Data Extract Validation 25 Data Extract -- Validation All validation forms are processed in the same manner. G1. Enter FTVFUND (or any other validation form) at the Direct Access or via your navigation through the menus. G2. Query the appropriate data to be extracted. Limit the scope of your extract to relevant information, attempting to extract the entire list of funds available will take an excessive amount of time to process.

26 Data Extract Feature Data Extract Validation 26 G3. Execute the search to populate desired results. The example provided, produced 468 records.

27 Data Extract Feature Data Extract Validation 27 G4. Select one of the following options from the Help pull-down menu: <Extract data with Key> (to extract key data and data from the Key block) <Extract data No Key> (to extract data in the current block only) If either one of those options are greyed out that means that form cannot do option and you will need to select the one that is not greyed out. G5. Select <Extract with No Key> because <Extract Data with Key> is greyed out. The data will be extracted and you will be prompted. This prompt will be different depending on the browser and version number you are using.

28 Data Extract Feature Data Extract Validation 28 If you select open the file will open into excel. At times if might take a few seconds. If you select save you will get another message to allow you to open the file. If you select save as you will be prompted to save on your machine at that time you can change the name from gokoutd to something meaningful. When you open the file it will open into an excel spreadsheet.