SCT BANNER SYSTEM BANNER INTRODUCTION: Banner is a suite of products that is replacing what we know as the SCT Plus system. These products access a common database so that information can be shared across different systems that administer the numerous functions of the University. In Banner each screen is referred to as a form. Requisitions are entered within the Financial section of the system. LOGGING INTO BANNER: Our current system is a mainframe based system. Banner runs in an internet environment (referred to as INB or Internet Native Banner). In order to log into the system you will need a MSU Banner ID, User password and access to the Internet. First you will access the internet. Type Financetest in the address line and press enter. The Banner access screen will appear. Click on the Banner System Screens option. After we are running Banner, you will use McNeil in the address line and the screen will read Production Database. 1
Next you will need your username and password to sign onto Banner. Enter your Username and Password (noted on the card that s been given to you), and click on Connect. The Database field remains empty. The Banner main menu will appear. SCREEN LAYOUT Menu Bar Direct Access Object Search Title Bar Status Line Indicator Auto Hint Line Menu Bar The menu bar contains pull-down menus of functions and commands that can be performed in Banner. When selecting items from the menu bar note that any menu item appearing in gray is disabled for that particular form or condition. Direct Access Form names can be entered into this field. Doing so will bring you directly to the form you are wanting to access. Object Search Clicking the magnifying glass icon will open a related query form. 2
Title Bar The title bar of a form shows the descriptive name, seven character form name, Banner version and database name. Status Line Indicator This line shows the number of records in a block. The number of records saved will also be shown on the status line indicator. Auto Hint Line The auto hint line will display a variety of information, depending on the form and condition. Here you may find: Hints on the field the cursor is in Shows certain error messages If a field has a list of values associated with it. MENU LAYOUT The main menu contains several ways to access forms, submenus, and jobs. Banner allows you to click on the plus symbols to expand a desired menu. These menu choices contain forms and sometimes additional menus. For example, to access a form in the requisition processing area of the financial menu, first click the plus symbol to the left of Financial then click the plus symbol to the left of purchasing and procurement. Then click the plus to the left of Request Processing. Here you will see different request related forms. 3
Opening Forms There are two different options of opening forms while in the main menu. You can access a form by double clicking on the form name on the menu or you can enter the form name in the Go: field then press enter. Accessing Forms while working in another form If you are working in a form and you need to get to a new form there are two ways to accomplish this. You can choose to return to the main menu and enter the form name in the Go: field or you can select file/direct access from the menu bar and the direct access form will appear. Enter the form name in the Enter a valid name field. Click the start button or press enter. The requested form will appear. 4
Elements of Forms Field A field is an area of a form where you can enter, query, change, and display specific information. The quickest way to navigate through fields is the TAB key Search Icon (Magnifying Glass) A form may contain one or more of these search icons. Clicking this button may open a related query form. Information Block Information Blocks are different sections of a form. For example, on the Commodity/Accounting requisition page the top section of the page is one information block (commodity description, cost, etc.) and the bottom portion of the form is another information block (accounting distribution). To get from one information block to the next, the next block icon will need to be selected (we will talk about this and other icons shortly). Options Menu (accessed via the Menu Bar) The Options Menu displays other blocks in a form and other related forms allowing for quick access. Field Options Menu Information Blocks Search 5
SCREEN ICONS: The icons labeled below are the most commonly used buttons in Banner that offer quick access to banner functions. This toolbar appears at the top of every Banner form. A tool tip will appear as the mouse is moved over the icon. Save Select Delete Execute Previous Previous Show Record Query Record Block Print Keys Rollback Insert Enter Cancel Next Next Exit Record Query Query Record Block SAVE: Saves all changes entered since the last time you saved. ROLLBACK: Application and Inquiry forms Clears all information (except key information) and returns you to the first enterable field in the key block. Validation forms Returns you to the first enterable field on the form. Query forms Returns you to the first enterable field on the calling form SELECT: Enters the highlighted value into the current field of the form you are working from. List of Values uses OK as the select. INSERT RECORD: Inserts a new blank record into the list of existing records. DELETE RECORD: Removes all information for the current record. When you Save, the removed information is deleted. ENTER QUERY: Puts the form into query mode so you can enter search criteria to see what information is already in the database. EXECUTE QUERY: In query mode, searches the database and displays any records that match the search criteria. CANCEL QUERY: Cancels the query and takes the form out of query mode. PREVIOUS RECORD: Moves the cursor to the first enterable field in the record before the current record. NEXT RECORD: Moves the cursor to the first enterable field in the next record of the current block and triggers next record logic coded into the form. If the cursor is in the last record, a new record is created. PREVIOUS BLOCK: Moves the cursor to the previous block that has at least one enterable field. If the previous block is in another window, that window is opened. NEXT BLOCK: Moves the cursor to the next block that has at least one enterable field. If the next area is in another window, that window is opened. PRINT: Captures the active screen (only what you can see) and prints it to your local printer. SHOW KEYS: Displays the Keys List, which lists the functions and their equivalent keystrokes available in your environment for the current form, window, and field. EXIT: Forms and Windows Exits you from the form or window Main Menu Exits you from Banner Query Mode Cancels the query and takes the form out of query mode 6
Searches and Queries Most Banner users will be required to perform a search or query within Banner. For any field where a search may be performed there will be a magnifying glass button next to it. Clicking this button will open a query window to allow specific search criteria to be entered. There are two different forms that may appear when clicking the magnifying glass. One is a query form and the other is a validation form. Query Form The query form is used to retrieve information that can be brought back to an application. A type of search that may be done this way is a requisition number search. For example, if you forget to log a requisition number and you need to find the number, you can go to the FPIREQN form and perform a query. By clicking the Magnifying glass ICON when you get to the FPIREQN form you will be brought to the FPIRQST form where you can search for requisitions you have entered. When the form appears you will begin by executing the query. To execute a query you can either select the enter query button on the tool bar or press F7 to enter the query mode. You would then enter the requestor name and date to see the requests entered by a certain requestor on a specified date. NOTE: The wildcard to use in SCT Banner is the percentage sign, %. When entering an alpha query the first letter must be capitalized. For example, if I wanted to see the requisitions that I entered on March 8 th I would enter all or part of my name (with the % as the wild card) and the date I am searching on. After this information is entered you can execute the query by pressing F8 or selecting the execute query icon from the toolbar. 7
Once the query is executed you will see the information you were searching for. Note: the requisition that Pam Watkins entered on March 8, 2005 is displayed. To actually view the requisition from this point you would double click in the requisition field or click the select icon. Either option will bring you to the FPIREQN form for requisition inquiry. Validation Forms When clicking on the magnifying glass the second possible form that may appear is the validation form. An example of this type of form is attached to the Ship To field on the requisition entry form. Clicking the magnifying glass next to the Ship To field brings up a validation form. The values listed on a validation form are the values that may be entered in the related field. To select the WHSE option to populate the Ship To: field either double click on WHSE or click on WHSE and select the OK option. 8
ENTERING A REQUISITION: Navigate to FPAREQN (Requisition Form). Only one field will be on the screen, asking for the Requisition number (see below). Your cursor should be in the Requisition field. DO NOT enter a number here UNLESS you are searching for an incomplete requisition in which you would enter the known requisition number, and then NEXT BLOCK to view. To enter a NEW requisition, click on NEXT BLOCK. A new screen will appear (see below) and a requisition number will be assigned once the requisition is completed. (The Requisition Number field now shows NEXT.) The Order Date and Transaction Date fields will default to the current date. Normally, it is not necessary to change these fields. The Transaction Date field will need to be changed when we are processing new fiscal year requisitions in a current year. Until July 1, 2005 you will need to enter a transaction date in this field. This date will be July 1, 2005. Enter as 07-01 then press tab. ENTER a delivery date in the Delivery Date field. This system requires the date to be in the date-monthyear form. However, the system will put in correct form if you enter the two-number month, dash, and the two-number date, press tab (example: 09-01 Tab). NOTE: The delivery date must be the same as or later than the order date. Enter the Classification of the requisition in the Comments Field. Possible classifications are as follows: 9
PO-To be used on requisitions for bid and any other requisition not falling into any of the categories listed below. BO-To be used for Blanket Orders CR-To be used when renewing a contract as in a three year bid. DO-To be used for orders under the $500.00 bid limit. PE-To be used when a payment will be enclosed with the Purchase Order. SC-To be used for all State Contract orders. SL-To be used if the order is a certified sole source order. EM-To be used for orders meeting the definition of an emergency. The Requestor field information will default to the person entering the requisition. This name can be changed to the person who should be contacted concerning requisition questions if different from the individual entering the requisition. The Organization, Phone Number and E-mail information will default to the information tied to the individual entering the request. 10
The Ship To field is the next field of required entry. Most often you will enter WHSE in the Ship To field, which is the warehouse address. PU is to be used for items that will be picked up by the department PE is to be used when you are processing a payment enclosed and BO is to be used for blanket orders. You can enter WHSE, PU, PE or BO directly into the Ship To field or you can click on the search icon for the Ship To field and select the correct ship to address from the validation form. The address can be selected by either double clicking on the desired address or by clicking once on the desired address and then clicking on OK. The shipping address will automatically be filled in. This will normally be the warehouse address. The Attention To field must be populated. This should be the name of the person who will be receiving the order it will allow up to 35 characters but DO NO EXCEED 30 CHARACTERS. 11
Perform the Next BLOCK function to access the Vendor Information window. Click on the search icon in the Vendor field. The following option window will appear: Click on Entity Name/ID Search to get to the vendor form (FTIIDEN). To select a vendor by viewing the entire vendor list, press F8 to execute (assuming the screen is clear, if not press F7 to clear the screen). To search for a specific vendor by Vendor Name, tab to Last Name field, and follow these guidelines for best search methods: 12
For example, if all you knew was that the vendor had the letters ma somewhere in their name you would enter %ma% and all vendors having ma in their name would be brought up. For all vendors that contain m and a and may have intervening characters enter %m%a% For all entries that begin with ma enter Ma% For all entries that have ma as the final two characters enter %ma For all entries that have m as the second character enter _m% IMPORTANT: Try several different search strings, using a variety of wildcard arrangements, to be certain a vendor does not already exist in the vendor table before requesting a new vendor to be added. If it is necessary to add a new vendor you must submit a vendor request form (see attached) Select your vendor by either double clicking on the vendor or clicking the select icon. Once a vendor is selected from the existing vendor list in the system, the remaining address fields will be filled in for you. NOTE: If the requisition is to go out for bids, LEAVE the vendor field blank. Perform NEXT BLOCK function to get to the commodity/accounting screen (see below). IMPORTANT: UNCHECK DOC. ACCTG. FIELD. If you fail to remove this check, your requisition will have to be canceled and a new requisition will have to be entered! The commodity field is not being used and is to be left blank. Tab to the DESC field, enter item description. To access additional lines for inputting necessary item description, click Options on the toolbar, and select Item text. You will be brought to the Procurement text entry form (see next page). 13
Click on Next Block to get to the text field; continue entering the item description (see Commodity Desc. field to see where you left off). Click the save icon when complete and click the X (top right corner) to exit and return to the commodity/accounting portion of the requisition. This should be done for each line requiring additional text. Tab to U/M (Unit of Measure), enter either the U/M or click the search icon to select from the list. Tab to Quantity field and enter quantity requested. Tab and enter the Unit Price. The Extended price will be filled in by SCT Banner. 14
Perform NEXT BLOCK function to get to the FOAPAL Accounting block (bottom part of this screen) per line item. The M Chart of Accounts and the Fiscal Year should already be populated. (The Fiscal Year is decided by the transaction date that was entered on the first screen.) Enter your department Index number which will populate the Fund, Org. and Program numbers. You must either enter the desired Acct. number or select it by clicking on the search icon which will bring up the following chart: Enter Query 15
The account (formerly know as object codes) structure used in Banner is as follows: Accounts starting with 71 are travel related Accounts starting with 72 are operating services Accounts starting with 73 are operating supplies Accounts starting with 74 are professional services Accounts starting with 76 are utilities Accounts starting with 77 are other operating services Accounts starting with 78 are for equipment Pay special attention to the account codes for equipment purchases. There are three different groups of equipment accounts to be used. The first is account code 780100 to be used for all individual equipment purchases costing less than $1,000.00. The next group is accounts in the range 780200 thru 780260. These accounts are to be used for individual equipment purchases having a cost from $1000-$4999.00. The third group is for individual equipment purchases costing $5000.00 or greater. This account range is 780300 thru 780360. NOTE: When selecting an account, only accounts having a Y in the data entry column may be used. There are MANY accounts to search through. To narrow the search, click on the Enter Query key which gives a blank chart. Then if wanting to search by specific criteria, such as for the purchase of office supplies, use the wildcard symbol %. Example: If searching for an office supply Account Number in the 700000 series, enter 73% in the Account Code field, and Execute Query. This will populate all account codes starting with a 73 (Operating Supplies). Search by paging down to find the correct account, and when found, double click which brings you back to the Commodity/Accounting screen. 16
After your account is established Tab to USD Ext. field and tab through to the FOAPAL Line Total; the Extended Costs will be carried forward from the Commodity screen. However, if the item is to be charged to two or more accounts, enter the correct amount per accounting charge in the Ext. Cost field. After entering one accounting charge, click on NEXT RECORD to add an additional accounting charge to this line item and repeat above steps. Notice, the FOAPAL LINE TOTALS. If there are additional line items for this requisition, after entering one item (through the commodity then through the FOAPAL blocks), click PREVIOUS BLOCK to get back to the Commodity part and perform NEXT RECORD to get to the next line item (notice item number of total number of line items). See above steps for entering Commodity information: Desc., U/M, Quantity, Unit Price, Discount (if applicable), and ADDT (if applicable). When all of the line items and their accounting charges have been entered, perform NEXT BLOCK function to get to the Balancing/Completion page (see below). Review Header, Commodity, and Accounting amounts. If these amounts are in BALANCE, click the Complete button. If there is an Unbalance as a Status, perform Previous Block and make needed 17
modifications to the line items and/or their charges to be sure everything is accounted for and in balance. Once Completed, the requisition is forwarded to the approvals process. NOTE: Once completed, this document cannot be changed or queried on this screen. If you want to save this requisition but you are not ready to send it to the approval process, click the IN PROCESS button. This will cause the requisition to continue to be accessible. To return to a requisition that is left in process, access form FPAREQN. Enter the requisition number and proceed with NEXT BLOCK. The requisition number will be shown on bottom left of screen. We recommend keeping a log of your requisition numbers for any future reference. 18
Document notes that need to be submitted to McNeese should be done at this time. To send vendor information to Purchasing or any other information that may be needed, access form FOAPOXT. In Text Type, enter REQ. Tab over and enter Requisition Number in the Code field. Perform NEXT BLOCK to enter the additional document text. Click on Save and Exit. Once requisition has been entered and complete, it will be forwarded to the approval process. You may want to notify your approvers of the requisition awaiting their approval. A complete requisition cannot be changed. If you realize your requisition does need changing you must ask an approver to disapprove the requisition. Once disapproved you can go back to the FPAREQN form and make the necessary changes. 19
COPY A REQUISITION Navigate to Requisition Form (FPAREQN). Click on the COPY button. Enter the Requisition Number to copy from or use the search icon to select the correct requisition by double clicking on correct requisition. Use the Vendor field to verify that you have selected the correct requisition. 20
Once this data is filled in, click OK to copy the information from the old document to the new document. If you decide not to use the Copy Requisition window, click Cancel. The Requestor, Vendor, Commodity, and Accounting information are carried forward to the new document. All Suspense flags are set to Y. You MUST navigate through the new requisition to remove the document from suspense, change any data, and complete it by reviewing the Header, Commodity, and Accounting amounts to be sure they BALANCE. If these amounts are in BALANCE, click the Complete button. The new Requisition number will be shown on bottom left of screen. 21