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FIS User Manual

  
  
FIS_Access_Request.pdf
  
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Getting Started With FIS Banner
Workstation Configuration
Getting to Know FIS Banner
Accounting Information Structure and FOAPAL Codes
Reviewing Budget Status
Purchase Orders
Approving Documents
Receiving and Returning Goods
Change Orders
Invoices
Journal Vouchers
Research Accounting
Reporting
Glossary of FIS Terms
Appendix A: Vendor Databases
Appendix B: Transfer of Funds, Transfer of Expense, Associated Rule Codes
  • Getting an Account

    Who needs an account?
    Staff, faculty and temporary staff who are involved in processing, reviewing, and/or approving transactions associated with the following financial processes are eligible to obtain a Financial Information System (FIS) account:

    • Initiating and/or approving purchase orders
    • Processing vendor payments and employee expense reimbursements
    • Processing budget and financial ledger adjustments
    • Processing sponsored award transaction

    An employee may obtain one of the following types of FIS accounts:

    • Inquiry only (Query) user
    • Transaction preparer (Purchase order, invoice, journal entry, etc.)
    • Transaction approver

    For more information on account roles and responsibilities, please see the Separation of Duties guide.

    New Account Requirements
    You must complete the appropriate training, obtain authorization and submit FIS account forms to obtain an FIS account:

    Training
    FIS Banner account access requires training which is offered free of charge to UCSC staff. Please visit FIS Training for information on required classes and registration.

    Authorization
    Each division and/or unit has one or more management staff with delegated authority to authorize creation or modification of FIS Banner accounts. This delegation is based on campus roll-up Organization Codes. The FIS Access Authorizer for a division/unit must sign all FIS Access Authorization forms for that division/unit. In their absence, the Senior Officer for the unit/division may sign. Click HERE for a list of FIS Access Authorizers.

    FIS Account Forms
    There are three forms needed to request a new FIS Banner account.

    • CruzID Account Modification Form
    • Access to Information Statement
    • Financial Information Systems Access Request Form

    To obtain these forms, go to ITS Account Forms and follow the instructions under the FIS Accounts heading. Any questions about how to complete the forms can be directed to fis_probs@ucsc.edu. You will be notified via email when the account is ready.

    Modifying an Existing Account
    Please complete the FIS Access Request form and obtain appropriate signature authorizations. Mail to FIS Security Administration at Mailstop: Accounting Office, or fax to 459-3601. You will be notified via email when the request has been implemented.

    Central Offices and Other Special FIS Access Requests
    FIS Security administration maintains special authorization forms for central offices including Accounting, Purchasing, Planning & Budget, Student Business Services and those offices with unique access needs. Please contact fis_probs@ucsc.edu for assistance.

    Closing Accounts
    To inactivate your own or another’s account because they are leaving their position, please notify ITS Support Center via the ITS Request system. They can also be contacted by phone, 459-4357, or emailing help@ucsc.edu. They will notify all business systems to close accounts as directed.

    Policy References
    IT policies and guidelines can be found HERE.


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  • Changing Your Password and Maintaining Security

    Whenever you sign in to FIS Banner, you must type your userid and your corresponding password. Your password serves as a security check to protect your FIS Banner account from unauthorized users.
    Important: You are responsible for all transactions that occur under your userid.

    NEVER SHARE YOUR PASSWORD. Make sure nobody else knows your password, and use a password that cannot be “guessed” by a password-breaking program. Choose a password that cannot be found in the dictionary or encyclopedia. You should change your Oracle/Banner password on a regular basis, to maintain the security it provides.

    How To Change Your FIS Banner Password
    Password Change Form (GUAPSWD) enables FIS Banner users to change their FIS Banner (Oracle) password. Although you are not automatically prompted, we strongly encourage you to change this password every 90 days. Frequent password changing helps protect the security of our system. Be sure to remember your password!

    FIS Password Rules
    Your FIS Password must:

    • Be at least 10 characters long.
    • Start with a letter.
    • Contain a combination of letters and numbers.
    • Not contain any special symbols (such as @ # & ! etc.)

    How to Change Your Password

    1. In the "Go:" field of the Banner Menu Form, type GUAPSWD. Type <return>.



      The Password Change Form will open and the ORACLE USER ID field will automatically be populated with your Oracle username (navigation to the ID field is not permitted).
    2. When the form opens, the cursor will be located in the ORACLE PASSWORD field. Enter your current Oracle password. (New Users: This is the initial password on the sheet you received.) As you enter the password, asterisks (******) will display to protect the privacy of the password. You will not be permitted to navigate to the password change fields until the current password has been entered and validated.
    3. <TAB> to the NEW ORACLE PASSWORD field. Type your new password (please refer to FIS Password Rules above). As you enter the new password (as with other password fields), asterisks (******) display to protect the privacy of the new password.
    4. <TAB> to the VERIFY PASSWORD field. Re-enter the new password in this field exactly as you had entered it in the NEW ORACLE PASSWORD field.



    5. Click the Save icon.
      If the entry in the VERIFY PASSWORD field does not match the entry in the NEW ORACLE PASSWORD field, the message “*ERROR* Password not verified; please re-enter your password” will display in the auto hint line. Follow the procedure again.
      If you continue to receive the same error message, review the FIS Password Rules and select a new password.
      When both entries match and the password is approved by the system, a window will display with the message “Password has been changed” which you must acknowledge. After acknowledging the message, you will be exited from the form and returned to the menu.

    Password Resets
    If you have forgotten your password, you will need to contact FIS Security Administration via email to fis_probs@ucsc.edu and request that your FIS password be reset. Please include your FIS Banner userid in your email message. Once your email is received, you'll be contacted by FIS Security Administration with instructions on when and where to retrieve your reset password.

    Password Security
    Your FIS Banner account is accessed by your userid and confidential password. Do not let anyone know your password! Sharing passwords to financial systems is against UCSC policy and may result in disciplinary action.

    If you believe someone else may know your password, change it at once and immediately report it to fis_probs@ucsc.edu. An individual who shares his/her FIS Banner userid and password is responsible for any transactions, whether willful or accidental, entered into the system.

    Please refer to the following UCSC websites for important information about password security:

    Keeping Track of Passwords
    Remembering numerous passwords that are unique and secure can be a challenge. ITS addresses this topic well in the ITS Protect Passwords security guideline webpage. You may be interested in trying the electronic password storage product PasswordSafe, a free Windows utility that allows users to keep their passwords securely encrypted on their computers.

    Cyber Security at UCSC
    Many of us encounter restricted or sensitive data as a part of our work responsibilities. Please be sure you have a working knowledge of the campus standards by reviewing the ITS Protecting Restricted Data webpage. Questions about restricted data, or any of the requirements or resources can be directed to the ITS Service Manager for Policy and Compliance at 459-2279 or itpolicy@ucsc.edu.
    Because you log into the Financial Information System from your workstation, you need to ensure that it is secure. Shut down, lock, log off, or put your computer to sleep before leaving it unattended, and make sure it requires a password to start up or wake-up. Consult the Top 10 List of Good Computing Practices for more information.


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  • Where To Get Help

    The FIS Help Team is a first point of contact for user questions regarding FIS Banner. Contact us at: fis_probs@ucsc.edu for help with:

    • Accessing FIS Banner
    • Navigating within the system
    • System error messages
    • Updating access
    • Printing and Reports

    FIS Help is staffed Monday – Friday, 8 am – 5 pm.
    FIS Help is not available on university holidays or closure days. Inquiries when the office is closed will receive a response the following business day.

    For help with FIS training, click here.
    For help with workstation configuration, click here.


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  • How to Log On and Off

    Logging On

    If you are logging on for the first time, please be patient. The first time you connect to FIS Banner, many small configuration files need to be initialized on your workstation. This may take a minute or more.

    Once your computer workstation is set up for FIS Banner and you have an FIS account, you can use the following procedure to log on. The process of logging on identifies you to the system. Supplying a password confirms your authorization to use the system. Click HERE for help with workstation configuration.

    1. Open your browser to the following site: Launch FIS.
    2. The FIS Banner launch page will now appear:



    1. Click on the FIS Production icon.
      To access the FIS Train User Training database, click HERE.
    2. Two separate windows will open:

    The "IMPORTANT: DO NOT CLOSE THIS PAGE" window:



    The FIS Username/Password Logon window:



    1. Enter your username and password. After entering your username, press the tab key or use the mouse to move to the password field. After you have entered your password, press the return key or click the Connect button. (Database is selected automatically and does not need to be changed.)
      Note: Every active FIS Banner session will have an accompanying "IMPORTANT: DO NOT CLOSE THIS PAGE" window. If you inadvertently or intentionally close this window, the associated FIS Banner session will also close.
    2. After successful logon, the FIS Banner General Menu [GUAGMNU] window will be displayed, and the "IMPORTANT: DO NOT CLOSE THIS PAGE" window will be behind the General Menu window. You should minimize this window.

    FIS Banner Session Timeout

    For security and system performance reasons, your FIS session will timeout after 4 hours of inactivity. When this occurs, an error message will appear:


    To resume using FIS:

    1. Click ‘OK’.
    2. The Oracle logon window will appear. Enter your FIS Username and Password as usual, then enter ‘BPRD’ in the Database field. (Upper or lower case is fine.)


    3. Click ‘Connect’.
      Note: If you do not want to resume your FIS session, the easiest way to exit after your session has timed out is to either close the associated browser ‘IMPORTANT: DO NOT CLOSE THIS PAGE’ window, or follow the steps above to re-login, then exit in the normal way (either by clicking the Exit icon, typing [control Q], or selecting File > Exit from the menu bar). See Logging out of FIS Banner below for more detail.

    Logging out of FIS Banner

    The process of logging out permits the system to close gracefully. You are then able to log back onto the system later.

    Log out of FIS Banner by clicking the Exit icon, typing [control Q], or by selecting File > Exit from the menu bar. FIS Banner requires that you exit each open form. You will be asked, “Are you sure you want to exit this Banner session?” Respond by clicking ‘Yes’ to exit. Using this method to exit your FIS session ensures that all functions are properly terminated. (Avoid using the "Do Not Close" security window to terminate your session).

    Note: the accompanying ‘IMPORTANT: DO NOT CLOSE THIS PAGE' window will NOT close. You will need to close this window separately.


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  • Java Download and Installation

    1. Please confirm that Java is not installed by visiting the Oracle Java Checker. You may receive a prompt asking you to confirm you want to enable/activate/trust Java. Select that you do want to run it.
      • If your browser reports that Java is not installed or out of date, continue with these instructions.
      • If your browser reports other errors, please contact ITS.
    2. Download Java at: http://www.java.com/en/download
    3. Launch the installer. Follow installation steps. When prompted, do not chose to install Ask.com toolbar.

    If you are having problems installing Java, please contact ITS Support at https://ucsc.service-now.com/ess/


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  • Configuring Mac

    Java Configuration
    The location of Java is dependent upon your version of OS X.

    • OS X Versions 10.9 and below: Go to: Macintosh HD/Applications/Utilities/Java Preferences/​
    • OS X Versions 10.10 and above: Go to: Apple Menu/System Preferences/Java/

    Once you have located the Java Preferences, the steps are the same.

    • Click Advanced Tab.
    • Find the set of options for Mixed Code, and select "Enable - hide warning and run with protections". (You may need to expand the list to see the options.)
    • Click Security tab.
    • Enter https://bsg-prod-web.ucsc.edu/ into the Exception Site List.
    • Click OK.

    Browser Configuration
    Safari is the only browser that will run Banner on a Mac. To configure the Safari browser:

    • Open a browser session.
    • From the Safari menu, choose Preferences. Click the Security tab.
    • Ensure the Block pop-up windows option is not checked. Unchecking this option will allow pop-ups from all sites.

    FIS Login Security Prompts
    If Java is not configured as described above, the following security prompts may appear upon launching Banner:

    • "Java blocked for this website".
      If this prompt appears, click OK.
    • "Trust website bsg-prod-web.ucsc.edu?"
      If this prompt appears, click Always Trust.
    • "Run this application?"
      If this prompt appears, click "Do not show this again for apps from this publisher and location above" then click Run.​
    • "Block potentially unsafe components?"
      If this prompt appears, click Don't Block.

    Manage Downloads
    If running a Data Extract, the extract will appear in a new tab within Safari. To save the extract:

    • Click the File Menu.
    • Select Save As.
    • Under format, select Page Source, then click Save.
    • The file will be saved and you can open it in Excel.
    ​ ​​​​
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  • Configuring PC

    Java Configuration:

    • Go to the Java Control Panel (Open Control Panel, and select Java).
    • Click Advanced Tab.
    • Find the set of options for Mixed Code, and select "Enable - hide warning and run with protections". (You may need to expand the list to see the options.)
    • Go to the Security tab.
    • Enter https://bsg-prod-web.ucsc.edu into the "Exception Site List". When complete, it should look like this:


    • Click OK.

    Browser Configuration:
    Internet Explorer is the only browser that will run Banner on a PC.

    Note: Internet Explorer can be confused with the Edge browser, which won’t run Banner.
    To determine browser, type Alt-X in a browser session. 
    If 'About Internet Explorer' appears in the dropdown menu, the browser is Internet Explorer.
    If 'Open with Internet Explorer' appears in the dropdown menu, the browser is Edge.

    To configure the Internet Explorer browser:

    • Open a browser session.
    • Type Alt-X, then choose Internet Options from the dropdown menu.
    • On the Privacy tab, click the settings button next to the Popup Blocker settings (near the bottom).
    • Enter https://bsg-prod-web.ucsc.edu into the Pop-up Blocker Settings Exceptions address window, click Add, click Close, then click OK to close Internet Options.​

      FIS_Trn_con_PC-d.PNG

    • Next, type Alt-X and choose Compatibility View Settings from the dropdown menu.

      FIS_Trn_con_PC-b.PNG

    • The "Compatibility View Settings" box should be empty – no boxes checked, no websites added. If boxes are checked, uncheck them. If websites are present, remove by selecting in lower window and clicking Remove.

      FIS_Trn_con_PC-c.PNG

    • When changes are complete, click the Close button.

    Manage Downloads
    If you encounter any problems with Extract Data No Key reports, or any other CSV reports, please contact ITS to set CSVs to open in Excel.

    ​​
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  • Off-Campus Access

    ​Accessing FIS from an off-campus location (e.g. telecommuting) requires a connection to UCSC's VPN.

    Campus VPN must be connected prior to launching FIS.

    1. Download/install VPN client. (Instructions at http://its.ucsc.edu/vpn/installation.html.)
    2. Launch VPN client called Cisco AnyConnect.
      • PC location here: Start Menu\Programs\Cisco\Cisco AnyConnect Secure Mobility Client
      • Mac location: In Applications\Cisco AnyConnect Secure Mobility Client
    3. Login to VPN client. Enter server name: vpn.ucsc.edu.Click 'Connect'. Enter CruzID Gold credentials. Click OK. Once VPN is successfully connected, you will now be able to launch FIS.

    Additional information about using Campus VPN may be found at http://its.ucsc.edu/vpn/. Campus VPN support is provided by ITS.


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  • How to Get Help

    ​If you are having problems with your Workstation Configuration, please contact ITS Support.


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  • Introduction to FIS Banner

    What is FIS Banner?

    The FIS Banner Financial Information System (FIS Banner) is a financial data management and reporting system. Using fund accounting, the University tracks monies it receives from various sources (state, federal, students, public, etc.) and accounts for how those monies are spent. FIS Banner takes advantage of the latest technologies in retrieving, managing, and reporting data.

    FIS Banner offers:

    • Access to the central FIS Banner system via the internet for the most up-to-date financial information
    • On-line data entry capabilities between departments and FIS Banner
    • On-line approvals of transactions
    • Ongoing posting of transactions: this means your financial status is up-to-date whenever you check it
    • Access to transaction detail as well as summary information
    • Availability of financial data in an electronic medium that will allow greater ease in using critical information for strategic planning

    The FIS Banner system contains several modules. They are General Ledger, Finance Operations, Stores Inventory, Purchasing and Procurement, Accounts Payable, Fixed Assets, and Research Accounting. Each of these modules acts as a totally integrated sub-system of FIS Banner, ensuring the compatibility of the system.

    Each Banner module provides both printed reports and the ability to view detail and summary information on-line. This gives you the ability both to enter information on-line and to inquire about transactions on-line.

    One of the major benefits of FIS Banner is that it interfaces with several other University systems, including the Payroll/Personnel System, the Academic Information System, the Budget System, and the Office of the President. Since FIS Banner is able to interface with such a wide variety of systems, the University is able to utilize and disperse accounting information throughout the campus.

    This manual is designed to augment but not replace FIS Banner User Training, which provides UCSC faculty and staff with access to the Financial Information System. The manual alone is not sufficient for learning the FIS Banner system. New FIS Banner users must complete the User Training before being granted system access. Please see the FIS Training web page for information about registering for User Training.

    Overview of the FIS Database

    FIS stands for UC Santa Cruz’s Financial Information System. FIS is made up of several software components: the database management system, the database, and the application program.

    The database management system (DBMS) serves as the foundation for FIS. It is software that sorts, updates, adds, and deletes data. In FIS, we use a database management system called Oracle, which is a product of Oracle Corporation.

    A database is a collection of information that is stored in a logical, consistent order so that it is easy to locate and retrieve. The FIS database stores information in tables that are made up of columns and rows. Each column is a field and the column heading is the field name, which is usually descriptive of the data contained in that column. Each row is a record that contains the information for each entry in the table.

    For example, the information from an address book might be stored in a table where each person is listed in a row. The pieces of information related to a person are stored in fields called Name, Address, City, State, ZIP, and Phone.

    The application program, Banner, is the software that you use when you interact with the FIS database. It was developed by Systems and Computer Technology (SCT). All of the on-line forms that you work with are parts of the Banner application, and it is the Banner software that enables UCSC financial staff to create reports for your unit.


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  • Getting Set Up

    Workstation Configuration

    Your computer workstation must be configured correctly to access FIS Banner.

    Click HERE for information on Workstation Configuration.

    Getting An Account

    You must have a valid FIS account to access FIS Banner

    Click HERE for information on required forms for staff, faculty and temporary staffing appointment FIS accounts.


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  • Customizing Banner Look and Feel GUAUPRF

    Customizing Your FIS Banner Session using GUAUPRF and GUAPMNU

    GUAUPRF (General User Preference Maintenance Form) gives you the ability to customize the overall look and feel of FIS Banner forms and menus, by changing color settings or adding personal web links from the main menu to frequently-used URLs or FIS Banner forms or reports.

    GUAPMNU (My Banner Maintenance Form) lets you create a "My Banner" Folder on the General Menu page to directly select commonly used FIS Banner forms and reports from the main menu.

    Note: Customization of these preferences only affects the individual user only.
    Individual user multiple sessions will all have the same color scheme, personal links and My Banner Folder contents.

     

    GUAUPRF

    How To Customize Your FIS Banner Session Color Settings

    1. In the "Go To..." field of the Banner Menu Form, type GUAUPRF. Type <return>.
    2. The General User Preference Maintenance Form (GUAUPRF) will open, with Display Options tab appearing in front of Directory Options, My Links and Menu Settings tabs.
      Note: FIS recommends that users do not make any changes to the Directory Options or Menu Settings tabs. The LDAP tab is inactive.

       

    3. To change Canvas Colors for Form Canvas, Menu Links Canvas, Broadcast Message Canvas or other canvas settings, change the default values in the User Interface Color section to your preferred user value, as follows:
      • Key F9 List of Values or click on the User Values icon to the right of the existing color description code you wish to change (e.g.Canvas r255g255b255). A Select Color window will appear:



      • Click on the color swatch of your choice (you may also choose a color via the HSB Hue/Saturation/Brightness tab or the RGB Red/Green/Blue tab). The preview panel will display sample text and canvas color of your choice.
      • Click "OK". The Select color window will close, and the User Value will now display the new RGB color code (e.g. r227g14b14).
      • Key [down arrow] Next Record or [down arrow] Previous Record to navigate through all User Interface Color Setting to make additional changes.
      • To return a Canvas Color to the original default setting, delete the contents of the User Value field, then key <Enter>. The original default value will display.
    4. When your changes are completed, key F10 Save, Right Click - Save, or click on the Save icon to exit GUAUPRF and return to the General Menu.

    How To Create Links to URLs or Favorite FIS Banner Forms or Reports on the General Menu

    You can add a total of 6 personal links to your general menu page. Each personal link will require both a Description user value and a URL user value or FIS Banner form or report name.

    1. In the "Go To..." field of the Banner Menu Form, type GUAUPRF. Type <return>.
    2. The General User Preference Maintenance Form (GUAUPRF) will open. Select the My Links tab.

       

    3. To add a Custom Web Link, enter a Personal Link Description and a Personal Link URL, as follows:
      • Type your Personal Link Description (e.g. Spamalot the Musical) in the FIRST Personal Link Description User Value field.



        Note: The "My Institution" web link description cannot be changed.
      • Type your Personal Link URL (e.g. http://www.montypythonsspamalot.com) in the FIRST Personal Link URL User Value field.



      • Key [down arrow] Next Record or [down arrow] Previous Record to navigate to other user value fields (e.g. Second Personal Link Description, Second Personal URL, etc.) to add additional link descriptions and URLs.
    4. To add a Favorite FIS Banner Form or Report, enter a Personal Link Description and a Personal Link URL, as follows:
      • Type your Personal Link Description (e.g FZRPOEL-Open Encumb Report) in the next available Personal Link Description User Value field.



      • Type your Personal Link Form or Report name (e.g.FZRPOEL) in the next available Personal Link URL User Value field.



      • Key [down arrow] Next Record or [down arrow] Previous Record to navigate to other user value fields (e.g. Second Personal Link Description, Second Personal URL, etc.) to add additional form or report descriptions and names.
    5. When your changes are completed, key F10 Save, Right Click - Save, or click on the Save icon.
    6. An alert message will display:



      Click OK to exit GUAUPRF and return to the General Menu.
    7. After exiting and logging back into FIS Banner, test your links and modify as necessary by repeating Steps 1-6 above.


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  • Creating a Favorites Folder for Commonly Used Forms GUAPMNU

    GUAPMNU
    How To Create a Favorite Forms Folder on the General Menu Screen

    1. In the "Go To..." field of the Banner Menu Form, type GUAPMNU. Type <return>.
    2. The My Banner Maintenance Form (GUAPMNU) will open, with the cursor in the RIGHT-side Object field.

       

    3. Type in a Form or Report Name (e.g. FYAINVE), then <TAB> next field. The default Banner form or report name will automatically populate the Description Field (e.g. Direct Pay). You can change the default Banner form or report name to something more useful (e.g. "Direct Payment and PO-related Payment Form") by typing directly into the Description field and overwriting the default description, up to a maximum of 80 characters.


    4. Key [down arrow] Next Record to navigate to the next available Object/Description fields to enter additional favorite forms or reports.
    5. To remove an existing favorite form from your personal menu, select the specific Object form or report name, and type Shift F6 - Delete Record, or select Remove from the Record dropdown menu. The form or report and associated description will be removed.
    6. An alternate method to add favorite forms/reports your personal menu folder is to select from the Master List on the LEFT side of the GUAPMNU form, as follows:
      • To add a Form, Select Oracle Forms Module from the Type: dropdown menu, then click on the Sort icon to sort the form list alphabetically. Use the Arrow Up/Down keys [down arrow][] to scroll through form names, then double-click on your form's Object title (e.g. FOIAPHT). The Form Name and Description will turn blue. Click the Insert Icon to move your selected form to the Personal menu list on the right side of GUAPMNU.


      • To add a Report, Select Job Submission Object from the Type: dropdown menu, then click on the Sort icon to sort the report list alphabetically. Use the Arrow Up/Down keys [down arrow][] to scroll through report names, then double-click on your report's Object title (e.g.FZRYE104). The Report Name and Description will turn blue. Click the Insert Icon to move your selected report to the Personal menu list on the right side of GUAPMNU.



        Tip: You can query in the Object or Description fields by keying F7 - Enter Query (see Query Techniques)
        Note: The Delete Icon can be clicked to remove reports and forms from the Right fields. The Insert All Icon can be clicked for multiple selections from the left field, while the Delete All Icon can be clicked to clear ALL existing forms and reports from your personal menu.
    7. When your additions and/or deletions are completed, key F10 Save, Right Click - Save, or click on the Save icon.
      IMPORTANT: Your Personal Menu Folder changes will only be seen after you exit and log back on to Banner.
    8. To exit GUAPMNU and return to the Banner Menu, type [control q] Exit, click on the Exit icon or Right Click - Exit.
    9. To access the contents of your My Banner Folder from the General Menu, double click on the My Banner folder icon (directly below the Go To... field), then double-click on a form or report to open it.


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  • Navigation Within FIS Banner

    Navigation is accomplished using a mouse or keystrokes.

     

    The following navigation methods are available within FIS Banner:

    System Menus
    Double-click on any folder displayed to view its contents. The displayed System Menu is expandable. Think of the System Menu as a table of contents containing a nested list of submenus, forms and jobs. The menus and submenus are designated by the Folder icon. Forms and jobs are designated by the form icon. To enter a form, double-click on the name of the form.

    Go To... Field
    After successfully logging into FIS Banner, the Go To... field is the currently-active field. You can enter the seven-letter FIS Banner form code name in the Go To... field and press [enter] to jump directly to that form.

    Banner Tip
    In the Go To… box, use the UP and DOWN arrow keys to scroll through the last 10 forms used during the current Banner session. These forms can also be accessed from the bottom of the File menu.

    When you only know part of a form name, type the part you know using a % as a wildcard.

    Block to Block Navigation Methods
    To navigate from block to block, use the [control page up] Previous Block and [control page down] Next Block keys, the Block drop-down menu, or click on the Previous Block and Next Block toolbar icons.

    Field to Field Navigation Methods
    To navigate from field to field, use the <TAB> Next Field and <shift TAB> Previous Field keys. You may also use the Item drop-down menu.

    Record to Record Navigation Methods
    To navigate from record to record, use the [up arrow] Previous Record and [down arrow] Next Record keys, the Record drop-down menu, or click on the Previous Record and Next Record icons in the toolbar.

    Tabbed Form Navigation Methods
    Certain forms display information in tabs, e.g. FTMVEND and FRAGRNT. To navigate from tab to tab use the mouse or key [control page up] Previous Block and [control page down] Next Block keys, the Block drop-down menu, or click on the Previous Block and Next Block toolbar icons. 

    Banner Tip
    Press F2 to bring up a list of the tabs allowing use of the Up and Down arrow keys.

    Form to Form Navigation Methods
    Here are several ways to navigate between forms without exiting the current form you are working in. Instead of going back to the General Menu (GUAGMNU) every time you need to switch to a different form, use one of the options listed below:

    1. Key F5 - This lets you navigate to any form without leaving the form you are in. A small "Go To..." navigation box will appear at the top of your current form, directly below the Title Bar. Type in the form name you want to navigate to and press Enter.
      Note: When in the journal voucher forms, FZAJVCD and FZAJVEL, F5 does not access the "Go To..." navigation box. Instead, it functions to access FOATEXT, where journal voucher text is entered.
    2. File > Direct Access - This brings up the same small "Go To..." navigation box at the top of your current form. Type in the form name you want to navigate to and press Enter.
      Note: To exit from the "Go To..." navigation box without entering a form name, key F5 or go to File > Direct Access. The box will disappear, and you will return to your original form. Caution: If you exit from the "Go To..." navigation box via the normal navigation methods [control q] Exit Screen, click on the Exit icon or Right Click - Exit, you will also exit your original form.
      • To go to recently accessed forms from within any form, go to the FIS Banner menu and click on File. A menu will drop down with a list of your most recently accessed forms listed at the bottom.
      • When in the Go To… field of the general menu, the Up and Down arrow keys [up arrow] and [down arrow] enable you to navigate to recently accessed forms.
      • Using the Up and Down arrow keys to get to recently accessed forms also works in the "Go To..." navigation box described above.

    Menu Bar
    The Menu Bar’s drop-down menus list common functions, including many that can be used for navigation.
    Note: The Menu Bar can be accessed via mouse OR via keyboard. To access via Keyboard, do the following:

    1. Press Alt key (Option on a Mac) to highlight File on the Menu Bar.
    2. Press the Left/Right Arrow Keys [] and [] to navigate through the Menu Bar items. Alternatively, you can press the first, underlined letter of the menu item (e.g. "E" for Edit, "B" for Block, etc.)
    3. After selecting a menu item, press Down Arrow [down arrow] or [enter] to view the item's dropdown menu. Then use Up/Down keys [up arrow] and [down arrow] to navigate. Alternatively, you can press the first, underlined letter of the dropdown item (e.g. "N" for Next, "P" for Previous, etc.). Once you have highlit your chosen dropdown menu item, key [enter] to perform the menu item action.
    4. To exit the Menu Bar:
      • From a dropdown menu, press the Esc key [esc].
      • From the menu bar, press [esc] again.

    Tool Bar
    The tool bar contains icons representing common functions used to navigate within forms. See Tool Bar for a complete listing.

    Scroll Bars
    Vertical and horizontal scroll bars provide additional navigation within the System Menu and form information areas. The vertical scroll bar is used to scroll through a list of records. The horizontal scroll bar appears when there are more fields than can be displayed on a screen.

    Buttons & Icons
    Buttons and icons are used to respond to the system, and perform functions.

    Process Icons
    A process icon tells the form to do something, for example, Select, Complete or Approve. A process icon usually appears when you can use a particular icon to perform a common activity.

    Response Buttons
    Response buttons appear in dialog boxes and alert boxes. When one of these boxes appears, you must respond to the system before you can continue.

    Keystrokes
    Most functions have associated keystrokes that can be used to navigate. For a complete listing, see the Keystrokes Table (alphabetical), and the Keystrokes Table (by function)
    You may also use a keyboard template, which has the most commonly-used key strokes and functions. Contact fis_probs@ucsc.edu if you would like one.


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  • Parts of a Banner form (Part 1)

    An FIS Banner Form is a screen or series of screens that perform various functions within the FIS system. Think of FIS Banner forms as paper forms. Each form represents a specific body of information, such as a Purchase Order Form or an Invoice Form. Like paper forms, FIS Banner forms can be composed of one or more pages or screens. Forms may be designed to allow navigation to other forms, or to insert, update, delete, and query data.

     

    Menu Bar




    Every form in FIS Banner has access to the Banner Menu Bar. The Menu Bar provides an alternative method of navigating through FIS Banner. Similar to a Windows environment, the Menu Bar provides drop-down menus where you select specific functions.

    You can use the drop-down menus at almost any time. If a menu, or a selection on a menu, is dimmed, then it is disabled. You cannot select disabled areas at that time. The Menu Bar is not accessible if you are in a dialog box, an alert box, or a List of Values. You must first respond to the window and exit out of it; then you can drop-down any menu.

    File Menu

    The file menu contains standard FIS Banner functions.

    Banner Tip
    You may return to a recently used form by selecting it from the File menu, where up to ten form names are displayed.


    Menu Command​ Explanation​
    ​Direct Access ​Displays the Direct Access Form GUACSUB
    Object Search ​ ​Displays the Object Search Form GUIOBJS
    ​QuickFlow ​Displays the QuickFlow Form (used to link common forms together)
    ​Select ​Returns to the calling form with the selected value (Exit with Value)
    ​Rollback ​Clears the form and returns the cursor to first editable field in form
    ​Save ​Saves all changes (commit)
    ​Refresh ​Redraws the screen
    ​Print ​Prints the screen
    Exit ​ ​From a Form: Exits the form From System Menu: Exits FIS Banner From Query Mode: Cancels the Query
    ​Exit QuickFlow ​Exits from a QuickFlow
    ​Exit FIS Banner ​Prompts user to exit FIS Banner
    ​Return To Menu ​Exits current form and returns to General Menu
    ​Preferences ​Displays Personal Preferences Maintenance Form GUAUPRF
    ​(Items below the line, at bottom) ​Lists and provides navigation to the last forms (up to 10) accessed in the current session

    Edit Menu

    The Edit menu contains functions used to edit text items such as descriptions. The text editor window can be displayed from most fields and provides text editing functions.


    Menu Command​ Explanation​
    Cut ​ ​Cuts selected text and places it on the clipboard
    Copy ​ ​Copies selected text to the clipboard
    ​Paste ​Pastes text from the clipboard to current cursor location
    ​Edit ​Displays the editor window

    Option Menu

    The Options Menu lists available choices within a form. These options change from form to form and as the cursor location within the form changes. Click on an option, and the form, window or block appears. The Option Menu is available from the menu bar and by right-clicking in the body of a form. Regularly-used Options Menu items can sometimes be accessed via a specific F key (F3, F5, etc.).


    Menu Command​
    Commands are form-specific and block-specific.
    The example at upper left is from the Header Block of the FAAINVE form. < At lower left is the Options Menu from the Accounting Block of FZAJVCD.

    Block Menu

    The Block menu contains functions for navigation among the information areas (blocks) in a form.


    Menu Command​ Explanation​
    ​Next ​Moves cursor to next block if it has at least one editable field
    Previous ​ ​Moves cursor to previous block (information area) if it has at least one editable field
    ​Clear ​Clears all information from block, when the user has maintenance access to the form

    Item Menu

    The Item menu contains functions for navigation among the items in a form.


    Menu Command​ Explanation​
    Previous ​Moves cursor to previous editable field
    ​Next ​Moves cursor to next editable field
    ​Clear ​Clears all information from the field
    ​Duplicate ​In a blank row of repeating records, duplicates the contents of the same field in the previous record and copies it into the new record

    Record Menu

    The Record menu contains functions for working with the records in a form.


    Menu Command​ Explanation​
    Previous ​ ​Moves cursor to the previous record
    Next ​ ​Moves cursor to the next record
    ​Scroll Up ​Scrolls up the list of records, putting the second record at the bottom of the list
    Scroll Down ​ ​Scrolls down the list of records, putting the next-to-last record at the top of the list
    Clear ​ ​Clears all fields in the record
    ​Remove ​Removes all information from the record (The Save function then deletes all removed information)
    Insert ​ ​Inserts a new, blank record into the list of existing records
    Duplicate ​ ​Duplicates the contents of all fields in the record and copies them into a new record
    Lock ​ ​Temporarily locks the contents of the record so no other FIS Banner user can update it (Save, Rollback, and Exit release the lock)

    Query Menu

    The Query menu contains functions that search the database and display information based on specified criteria.

    Menu Command​ Explanation​
    Enter ​ ​Puts the form in query mode; allows entry of search criteria
    ​Execute ​Queries the database for all records that match the search criteria
    ​Last Criteria ​Enters the criteria from your last search (Enabled only when you are in query mode)
    Cancel ​ ​Cancels the query. Takes the form out of query mode
    Count Hits ​ ​Counts the number of records that meet the search criteria and displays the number in the Auto Hint
    Fetch Next Set ​ ​If more records meet the search criteria than can fit in the window, replaces the current set of displayed records with the next set

    Tools Menu

    The Tools menu is not used at this time.


    Menu Command​ Explanation​
    Banner Xtender Solutions ​ ​Feature not used at this time
    Workflow ​ ​Feature not used at this time

    Help Menu

    The Help menu contains various kinds of help tools including Oracle help, Show Keys, Lists of Values, and Dynamic Help.


    Menu Command​ Explanation​
    Show Keys ​ ​Displays a list of function keys
    ​List ​Displays a List of Values (LOV)
    Display Error ​ ​If an Oracle error occurs, displays the error code in Auto Hint area
    ​Display ID Image ​If you’re in an ID field, displays the image associated with the ID, if available
    Calendar ​ ​Displays the Dynamic Calendar Form (GUACALN)
    ​Calculator ​Displays the Dynamic Calculator Form (GUACALC)
    ​Extract Data with Key ​Data extract feature not currently used
    Extract Data No Key​ ​Data extract feature. For instructions on using this feature, go to: Reporting (Part 3)
    Technical Support ​ ​For use by FIS administration only
    ​About Banner ​Displays the About Banner window

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  • Parts of a Banner form (Part 2)

    Tool Bar

    The Tool Bar allows you to perform many of the common FIS Banner functions by clicking the desired button with the mouse instead of using the Menu Bar or keystrokes. The Tool Bar is located under the Menu Bar and contains icons representing common functions.

     
    Save Saves or commits all changes entered since the last time you saved.
    Rollback Clears information (except key information) and returns to the first enterable field in the key information area.
    Select Returns to the calling form and enters the selected value into the field that called the form.
    Insert Record Inserts or adds a blank record into a list of existing records.
    Remove Record Removes or deletes all information for a record. When you Save, the removed information is deleted.
    Previous Record Moves the cursor to the first enterable field in the previous record.
    Next Record Moves the cursor to the first enterable field in the next record of the current information area. If the cursor is in the last record, a new record is created.
    Previous Block Moves the cursor to the previous information area (block) that has at least one enterable field. If the previous area is in another window, that window is opened.
    Next Block Moves the cursor to the next information area (block) that has at least one enterable field. if the next area is in another window, that window is opened.
    Enter Query Puts the form in query mode and lets you enter search criteria to see what information is already in the database. “Enter query” appears on the Status Line.
    Execute Query Searches the database and displays any records that match the search criteria.
    Cancel Query Takes the form out of query mode and cancels the query.
    View/Send Message Accesses the Oracle message-sending function via GUAMESG form - to send a message to another user.
    Print Accesses the Oracle Print function to print an image of the menu or form that is displayed.
    Extender Solutions Functionality disabled in FIS Banner.
    Extender Solutions-Document Functionality disabled in FIS Banner.
    Broadcast Messenger Functionality disabled in FIS Banner.
    Access Control Security Functionality disabled in FIS Banner.
    Online Help Functionality disabled in FIS Banner.
    Exit Exits from the form or window. From Main Menu, exits from FIS Banner. From Query mode, cancels the query and takes the form out of query mode.

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  • Parts of a Banner form (Part 3)

    Title Bar

    The Title Bar is located at the top of each form. It identifies the form and displays the following information:

    • the full-text form name
    • the seven-letter Banner form code name
    • the version number of the specific form
    • the database being accessed

       

    For further information on form code names, see Form Naming Conventions

    Information Areas - Data Blocks

    The data area of each form is organized into blocks or areas of related information. Forms usually consist of a Key Block, one or more Information Blocks, and a Completion Block. A solid line often marks the top and bottom of each block. Within blocks are fields. Data within a field is the value. Fields logically grouped together are called records.
    To navigate from block to block, use the [control page up] Previous Block and [control pagedown] Next Block keys, the Block drop-down menu, click on the Previous Block and Next Block toolbar icons.

    Key Block

    Each form has a key information area called a Key Block which appears at the top of the form’s data area. You must supply information in this block before you can enter data or query the rest of the form. Every Key Block has a Key Field. The Key Field is usually a number, such as a vendor ID number or a document number. The Key Block is repeated as the first block of each page of the record and retains the key information or selection criteria for this record.

    Fields

    Within a block, the labeled spaces are called fields (also referred to as items). Fields are the areas where you enter, query or change information and where existing information is displayed. Examples of fields are Name, Address, and Description. Some fields are to the right of their label, other fields are below their label. Generally, the field navigation pattern moves across the screen, down to the next line and across.
    The Current Field is the active field where data may be entered. The flashing cursor is always displayed in the Current Field. When a field is enabled or enterable, the field text appears in black. When a field is disabled or display only, the text is grey.
    There are three different types of data entry fields:

    • Required Fields require the user to enter data into the field.
    • Default Fields require the system to enter data into the field. Some default fields can be edited, such as a date field.
    • Optional Fields may be entered or skipped depending upon applicable policies and procedures.

    To navigate from field to field, use the <TAB> Next Field and <shift TAB> Previous Field keys. You may also use the Field drop-down menu.

    Values

    Data that is entered or displayed in a field is the value. Values are either free format or come from a list on a validation form. Examples of free format or variable values are names and street addresses. An example of a fixed value are vendor codes. If a value is fixed, you must enter the value exactly as it appears on the validation form. You can display the validation form for a field by performing the list of value (LOV) function.

    Records

    A record is a group of fields that make up a logical unit. For example, an address is made up of several fields (street address, city, state, and ZIP code) and a vendor may have multiple address records. Records generally display as vertical lists. See Auto Hint / Status Line for details on the Record Indicator and Record Counter.
    To navigate from record to record, use the [up arrow] Previous Record and [down arrow] Next Record keys, the Record drop-down menu, or click on the Previous Record and Next Record icons in the toolbar.

    Auto Hint / Status Line / Record Count

    Auto Hint

    The Auto Hint line runs across the bottom of the screen. Always keep an eye on auto hint for information about the field where the cursor is located. This information may explain the purpose of the field, what can be done next, how to move to another window or form, or alert a user to any available Option Menu F Key shortcut. Error messages also appear here.

    Status Line

    Status information appears at the bottom of the screen.

    Record Count

    Record displays how many records are retrieved and displayed. There will be a question mark when all records are not yet displayed. For example, "Record: 14/?" will display in the Status Line when you have scrolled to the 14th record: this indicates that there are more records to view.


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  • Form Naming Conventions

    ​All FIS Banner Finance forms have seven-letter code names which use the following convention: abcdddd. You can learn the ownership, type, and use of any form, such as the requisition inquiry form, FPIREQN, by learning the meaning of each character in its name.

    • The first letter refers to the system
    • The second letter is a code for the module
    • The third letter is a code for the form type
    • The last four letters are unique abbreviations of the form name

    The FIS Banner form code names serve as important navigation tools, providing shortcuts as you move from one form to another.

    • a = Single character code identifying the system
      • A = Alumni/Development
      • F = Finance
      • G = General
      • N = Position Control
      • P = Human Resource
      • R = Financial Aid
      • S = Student
      • T = Accounts Receivable
    • b = Single character code identifying the Finance module
      • A = Accounts Payable
      • B = Budget Development
      • C = Cost Accounting
      • F = Fixed Assets
      • G = General Ledger
      • O = Overall
      • P = Purchasing
      • T = Table
      • U = Utility
      • W, X, Y and Z are used across all Finance modules.
    • c = Single character code identifying the type of form
      • A = Application (query and modification)
      • I = Inquiry
      • M = Maintenance
      • Q = Query (when called from another form)
      • R = Rule
      • V = Validation
    • dddd = Unique four character form name
      For example, FPIREQN is a form in the Finance Purchasing module and is used to query a requisition.
      • F = Finance
      • P = Purchasing
      • I = Inquiry
      • REQN = Requisition

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  • Data Entry Methods

    Text Entry
    Text entry is the most common method of entering data into FIS Banner form fields.
    Note: Mac Users: In order to use the numeric keypad on your keyboard for text entry, you may need to press the [numlock] key.

    Check Boxes

    Check boxes are used for fields that can be toggled on and off. They represent a yes/no or selected/deselected condition.
    In some cases, check boxes indicate that action has been taken or that requirements meet specific rules set up in FIS Banner. Such check boxes are indicators only and cannot be edited.

    Radio Groups

    A radio group is a group of two or more radio buttons each representing a choice. Only one button can be selected in a group of buttons.

    Drop-Down Lists

    Drop-down lists are fields that allow the user to select one of several pre-determined responses. To activate a drop-down list by mouse, place your cursor over the small arrow, click on the arrow, and then click on your choice. To activate a drop-down list by keystroke, tab to the list, then arrow up or down until you get to your choice.

     

    Date Field
    A Double-Click in most date fields brings up a calendar.
     
    If you enter a two-digit number in a date field, Banner assumes the current month and year. For example, if you enter 05 and the current month is June and the year 2015, Banner will fill in 05-JUN-2015.
     
    If you enter a four-digit number in a date field, Banner assumes the current year. For example, if you enter 0610 and the current year is 2015, Banner will fill in 10-JUN-2015.
     

    Current Date
    In most date fields, entering a single, non-numeric character followed by Enter or Tab will display the current date. Just remember T for Today.


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  • Data Entry Standards

    ​Data entry standa​rds have been adopted to facilitate effective management of shared institutional data. Use these standards when searching for a vendor name to ensure success in finding the right name. The official name of the company/individual will be entered in the Last Name field only once — there should only be one ID number for each organization.
    Restricted characters: The following characters must not be used in vendor names:
    @   #   $   %   *   “   :   ;
    Note: The Standards for vendor names are very specific and are intended to be consistent throughout all data forms.

    Organization Name Standards

    The Non-Person (Organization) Name field is a 60-character, free text field.

    1. Organization names should be entered as received from the company or using the “official” corporate name.
    2. Use of Abbreviations: When space limitations require the use of abbreviations, the words at the end of the line should be abbreviated first (work right to left). When abbreviations are necessary, use the following (unless an organization provides information regarding their preferences):
      Assn Association
      Assoc Associate
      Assocs Associates
      Co Company
      Conslt Consulting
      Conslts Consultants
      Corp Corporation
      Dept Department
      Eng Engineering
      Fdn Foundation
      Inc Incorporated
      Intl International
      Ltd Limited
      Mfg Manufacturing
      Publ Publishers
      Soc Society
      St Saint
      Univ University
    3. Initials and Person Names: When an organization name is the name of a person, enter periods after each initial and no space between double initials.
      Example: F.G. Brehmer Foundation
      Names should be entered with spaces between the words:
      Example: David & Gloria Morris Foundation
    4. Acronyms: Acronyms and universally accepted abbreviations should not use periods.
      Example: ABC, NYS Department of Energy
    5. “The” as First Word: Avoid using “The” as the first word in the name (because of sorting).
      Example: The Bagelry becomes Bagelry
    6. Use of Commas: Commas should not be used between corporate identifiers:
      Example: Elevator Service Company, Inc. becomes Elevator Service Company Inc
    7. Use of Connective Words: Enter words like and, in, of, for, the etc. in lower case except if they are the first word of the organization name. The use of “and” or “&” should be determined by company preference.
      Example: C & N Tractors, Ed and Dick’s Floral Design
    8. Use of Hyphens and Slashes: Do not enter spaces on either side of hyphens or slashes.
      Example: K-Bach, Citicorp/Citibank
    9. Universities: Enter University and College names as received/preferred by the institution.
      Examples: University of California Santa Cruz
       State University of New York, Binghamton

    Person Name Standards

    The Person Name fields consist of First Name or Initial, Middle Initial, and Last Name.

    1. Enter names as received from the constituent. Constituent names will be sorted by the last name. Data associated with names will be entered as received from constituents.
    2. Last Name: The last name can be one word (Ruiz) or two words separated by a hyphen (Ruiz-Delaney).
    3. First Name: Enter the formal name in the first name field.
    4. Middle: Enter the middle name or middle initial in this field.
    5. Suffixes: Enter the following suffixes as part of the last name field: Jr., Sr., I, II, III, IV, V.

    Vendor Name Examples

    First Middle Last Guideline
    Bob Smith Capitalize first letter of each word
    Bobby Joe> Smith Enter two word first names in first name field
    B.​ Joe Smith Enter single character first name with period, preferred name in middle name field
    Donna Louise Campos Use full middle name if appropriate and preferred
    Donna L. Campos Enter a period after a middle initial unless the constituent has requested otherwise
    Tracy West Goldman Enter the name as you receive it from the constituent (i.e., use space between words if they do
    ​Larry Carl Long-Reed Omit spaces before and after hyphens
    Larry Carl O’Leary Omit spaces before and after apostrophes
    Larry Carl O’Leary III Enter suffixes as part of the last name field

    Commodity Abbreviations For Vendors

    • bldg: building
    • equip: equipment
    • lab: laboratory
    • maint: maintenance
    • misc: miscellaneous
    • svcs: services

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  • Query Techniques

    You may query FIS Banner forms when you do not know the appropriate information to enter in a field or when seeking specific information already entered in the database. Query includes inquiry forms and most application forms. The two different types of Query screens are Search Form and Find Form.
    Several forms open in query mode. These forms display the message “Enter query” in the status line. A form opens in query mode when the number of records to be retrieved is so large a significant display delay may occur.

    How to do a Search Query

    1. Go to the form you want to query.
    2. If the form opens in query mode (has "Enter query" in status line), go to Step 3. To enter query mode, either type [F7], select Query > Enter from the menu bar, or click the Enter Query toolbar icon.
    3. Once the form is in query mode, enter your query (search) criteria.
      • You can query on any field where you can place the cursor.
      • Use the Oracle wildcards (_ or %) as you enter your search parameters.
    4. Once you have entered your query, you execute the query. Either type [F8], select Query > Execute from the menu bar, or click the Execute Query toolbar icon. The form will search the FIS Banner database. All records matching the query are displayed.
    5. When a usable list of records displays, place the cursor in the selected record. To return to the originating form with a selection, either type [shift F3] Exit with Value, double-click on the selected record, click the Select icon in the toolbar, or choose File > Select from the menu bar.

      Banner Tip
      When performing more than one query in a row, simply type [F7] Enter Query again. Banner automatically queries the entire table, not just the limited version previously retrieved.

    Using Wildcards in a Search Query

    To aid in query, FIS Banner allows two wildcard characters. Both stand for any alpha-numeric character. They are “_” representing only one character and “%” representing any number of characters.

    To get these results: Enter this criteria:
    All entries that contain ma %ma%
    All entries that begin with ma ma%
    All entries that have ma as the final two characters %ma
    All entries that have m as the second character _m%

    Banner Tip
    Wildcards can be used many times in one search. Remember the search is case sensitive, meaning that upper and lower case must match exactly.

    Querying on a Checkbox

    To query on a checked state, put the form in query mode, check the box, and then execute the query.

    Querying on a Year

    If your query includes a date (2005), you need to enter both the century (20) and the year (05). If you only enter the two-digit year without the use of wildcards, FIS Banner automatically expands the year to include a century of 00 (0099).

    Querying on Specific Dates

    Most dates stored in FIS Banner include a time. Although you can’t see the time stamp, it is part of the date record and can affect the results of a query. When you enter a date as part of your query criteria, Banner adds a time of 00:00:00 to the query. You could then see the message “Query caused no records to be retrieved. Re-enter." If you re-enter the query using a wildcard, such as %26-JUN-1995, you will receive records with a date of 26-JUN-1995. If you reenter the query using a greater than criteria, such as >25-JUN-1995, you will receive all records with a date greater than 25-JUN-1995.

    Count Hits

    If you want to know how many records match your query criteria before you execute the query, type [shift F2], or select Query > Count Hits from the menu bar. The form checks the database and displays an Auto Hint message like “Query will retrieve 11 records.”

    Querying in an LOV (Find Form)

    There are two different types of query screens: the Find form and the Search form. When you see LIST Available in the status line, the field may have a List of Values (LOV). A List of Values contains the codes and descriptions entered on validation forms.

    1. To display the List of Values, either type [F9], click the Search icon or select Help > List from the menu bar.
    2. When an LOV pops up, it automatically queries all of its values.
      • Smaller queries bring up a Find Box (as seen below.) You can scroll through the list and select the value, then click OK to bring your value back into your field. Or, to limit the number of values displayed, you can enter query criteria into the Find box. You may use wildcards; one is already entered in the query box to help you. Click the Find button, then select your value and click OK to bring your value back into your field.
      • For larger queries, you can query on enterable fields with specific criteria. Enter query mode (either [F7], Query > Enter from menu bar, or clicking Enter Query toolbar icon). Enter your criteria using wildcards if necessary, then Execute Query (either [F8], Query > Execute from menu bar, or clicking Execute Query toolbar icon).
        Note: Using a Find form to query a validation table is different than using a Search form. A Find form is not case sensitive; but it can be tricky. Records are not displayed in fields, as in the Search query forms, but in a single line. In the example below, the first record is “ADJAdjustmentstoInventory11-OCT-1993,” all one line. The % automatically defaults into the Find field. As you type your criteria, it will automatically reduce the number of record returns until you find your choice.



    3. To exit with the value, highlight the selected value and click the OK button, press [Enter], or double-click on the selection.
      Note: The [F8] key cannot be used to execute a Find query; the “Find” button must be clicked.

      Banner Tip
      You can expand the Find form window by positioning the cursor over any window edge and dragging.
    For example, To get these results using Find form Enter this criteria
    1 All entries that contain "req" in any column %req
    2 All entries that begin with "req", limiting the results to “Document Type” req

     

    1


    2


    You may, without clicking anywhere, also type the letter you think begins the correct answer (as shown below). FIS Banner automatically goes to the answers that start with the letter.


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  • Reviewing Document History FOIDOCH

    FOIDOCH

    ​The complete history of acquisitions documents is available on FIS Banner from the FOIDOCH form. This form displays the document numbers (e.g., Requisition#, PO#, Invoice#, Check#) for all documents linked by an original transaction. For example, from FOIDOCH you can trace how a requisition turned into a purchase order, turned into an invoice, and then was paid by check.

    1. In the Go To... field of the Banner Menu Form, type FOIDOCH. Type <return>.
    2. You will see the cursor in the DOCUMENT TYPE field. Enter the DOCUMENT TYPE code:
      • REQ Requisition
      • PO Purchase Order
      • ISS Issues
      • INV Invoicev
      • CHK Check Disbursement
      • RTN Returns
      • RCV Receiving Documents
      • FAS Asset Tag
      • FAA Asset Adjustment
      • (BID is currently unused by UCSC.)

       

    3. In the DOCUMENT CODE field, enter the document number. If uncertain, type [F9] List Field Values to search. For instructions on searching, see Query Techniques.
    4. Type [control page down] Next Block to transfer to the block indicated by your document type selection (step 2). The screen will fill with the document numbers related to the document you entered in the DOCUMENT CODE field. The one-character field to the right of each related document number contains the status code. Click on the View Status Indicators option to review the status codes, as shown in the figure below. All documents except Returns will have a status indicator if they have been completed. Returns have no status code, so the code field will always be blank in the Return box. An Asset Tag status indicator is shown for a permanently-tagged item only. To return to FOIDOCH from the Status Indicator window, click on the Cancel button at the bottom of the list of Status Indicators.
    5. To view the details of your document, you can either: right-click anywhere on the window and select "Document Info" (where Document = Doc Type), key F3, or go to Menu Bar:Options and select "Document Info" (where Document = Doc Type). To view the details of the other documents, use [control page down] Next Block, or [control page up] Previous Block, to navigate between document types (i.e., Request, PO, Invoice) until the cursor is on the document you wish to view.



      Note: If any other documents are linked to the query document, the system will also display their document numbers.
      Note: If the STATUS BOX to the right of your document number is blank, the document has not been completed. (Doc type "Return" is the only exception.)
    6. To enter a new query, you can either: right-click anywhere on the window and select "Rollback", key Shift-F7, click on the Rollback icon or go to Menu Bar: File and select "Rollback". Then repeat steps 2-5.

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  • Using FIS Banner’s Messaging System GUAMESG

    GUAMESG

    The FIS Banner Messaging System automatically communicates the status of documents to users of the system.

    1. When you log in to FIS Banner, if you have any messages, a green check mark will appear next to "Check Banner Messages" in the "My Links" section of the General Menu.


    2. Click on the link to view your messages. The system will jump to GUAMESG General Message Form and display your message(s).
       

    3. After viewing your message(s), type [shift F6] Delete Record from the record you wish to delete. You must also save before you exit for the messages to be completely deleted. Right-click anywhere on the window and select "Save", key F10, click on the Save toolbar icon or go Menu: File and select "Save".

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  • Help Within FIS Banner

    ​Five types of on-line assistance are available within FIS Banner:

    Auto Hint

    This highlighted line runs across the bottom of the screen. As you move from field to field, it provides information on options available in that field. Auto Help also shows you error messages. If you have typed something that is not allowed in the field, read the error message.

    Show Keys

    When you select an incorrect key and Auto Hint displays a message that those keystrokes are not permitted, select Show Keys from Menu: Help to see a list of functions and the corresponding keys on your keyboard.

    List

    When you are unsure what to enter in a field, select List of Values (LOV), click on the Search icon next to the field, or type [F9]. List usually takes you to a Validation Form and occasionally to a Query Form. In the Validation Form, the values are automatically displayed. Both forms allow you to enter and execute queries.

    • In the Query Form you will see fields with blank values. Position the cursor on the fields where you want to enter search values. Execute the query by clicking the Execute Query icon from the toolbar or typing [F8]. Exit with Value or click Select to place the value in the calling form. See Query Techniques for more information about performing queries.
    • In the Validation form, position the cursor in the FIND field, enter the query, and then execute the query by clicking on the Find button. When a single value meets your search criteria, the system automatically returns back to the field and inserts the value selected When multiple values are displayed, highlight your selection and click OK or type <enter> to return the value back to the field.

    Dynamic Help

    Dynamic Help explains the form, block, and field you are in and provides a general description and usage. When you select the Dynamic Help function from the Help Menu, the Dynamic Help Menu Form appears. From this menu, select Form, Block, or Field help.
    If you want to read about the form, just select the radio button. To read about the block, select it. To read about the field, select it.
    The system displays the level of help you requested. Click on Cancel to return to the Dynamic Help Menu Form. From there, you may select another level of help or select Cancel again to return to the form you were originally viewing.

    Form-level Dynamic Help tells you:

    • Purpose of Form (what the form does)
    • Processing Notes (usage information)
    • Form Dependencies (prerequisites)

    Block-level Dynamic Help tells you:

    • Purpose of Block (describes the block)
    • Functions Allowed (which function keys are allowed)
    • Block Dependencies (prerequisites)

    Field-level Dynamic Help describes the field and how to use it. It also describes numerous field characteristics, including data type, the maximum number of characters allowed, and whether the field is required.

    Object Search

    If you don’t know the name of the form, go to the main menu and enter GUIOBJS, or go to Menu:File and select Object Search, to open the Object Search Form. Query for the name (see Query Techniques). When you find the name of the form you’re looking for, click Start or double-click the form name to go to the requested form.

     

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  • Keystrokes Table (alphabetical)
    ​Action Keystroke​ ​Menu Bar Right Click​ Tool Bar​ ​Explanation
    Beginning of Line​ ​home ​Moves cursor to beginning of field line
    Cancel Query​ ​control q ​Query > Cancel ​RightClick- Exit ​Cancels a query
    ​Clear Field/Item ​control u ​Field > Clear ​Clears current field
    Clear Form
     (see Rollback)​
    ​shift F7 ​File > Rollback ​RightClick-Rollback ​Returns cursor to key block/top of form
    Clear Record​ ​shift F4 ​Record > Clear ​Clears record
    Commit (see Save)​ ​F10 ​File > Save ​RightClick-Save ​Saves (or commits) data
    ​Count Query Hits ​shift F2 ​Query > Count Hits ​Counts number of records
    ​Delete Backwards ​backspace ​Deletes characters to the left of the cursor
    ​Delete Character ​delete ​Deletes characters to the right of the cursor
    Delete Record (see Remove Record)​ ​shift F6 ​Record > Remove ​Removes (deletes) record
    Direct Access​ ​F5 ​File > Direct Access Displays "Go to..." field above existing form, permits direct form entry instead of having to exit from current form
    Duplicate Field/Item​ ​F3 ​Field > Duplicate Creates duplicate of previous record
    Duplicate Record​ F4 ​Record > Duplicate Creates duplicate of previous record
    ​Dynamic Help ​Help > Dynamic Help Query ​Provides help and explanations at the field, block and screen levels
    End of Line​ end ​Moves cursor to end of field line
    Enter​ ​enter or return (Some keyboards have a return key rather than an enter key)
    Enter Query​ ​F7 ​Query > Enter Begins a query (or search)
    Execute Query​ F8 Query > Execute ​Executes a query (or search)
    Exit Menu Bar esc Exits the menu bar, when using keystrokes to navigate the menu bar
    Exit with Value/Select​ ​shift F3 ​File > Select ​Exits a validation table with data/value
    Exit/Cancel/
     Exit without Value​
    control q ​File > Exit RightClick-Exit ​Exits a form, ends a query
    Insert Record​ ​F6 ​Record > Insert ​Inserts a new blank record
    ​List of Values (LOV) ​F9 ​Help > List Displays the validation table for a particular field
    ​Menu Bar PC: Alt (plus first letter of menu)
     
    Mac: Option-f to File, then tab/shift tab to navigate to each menu heading, arrow down/up to navigate through menu dropdown list
    ​Opens a menu on the menu bar. Use up and down arrow keys to navigate within the menu; left and right arrow keys to move to other menus. Type <enter> to select a command, or <esc> to exit menu bar.
     See Navigation: Menu Bar for Alt Key navigation details.
    ​Next Block ​control pagedown ​Block > Next ​Moves cursor to next window or blocK
    ​Next Field/Item ​tab ​Field > Next ​Moves cursor to next field
    Next Record​ ​downarrow ​Record > Next ​Shows the next record
    Next Set of Records​ control > or control shift >​ Query > Fetch Next Set Shows the next set of records from a list that scrolls beyond the screen
    Previous Block​ ​control page up Block > Previous ​Moves cursor to previous block
    Previous Field/Item ​shift tab ​Field > Previous ​Moves cursor to previous field
    Previous Record​ uparrow ​Record > Previous Shows previous record
    ​Print ​shift F8 ​File > Print Prints current screen
    Remove Record
     (see Delete Record)
    shift F6 ​Record > Remove Removes (deletes) record
    Rollback/Clear Form
     (see Clear Form)
    shift F7 ​File > Rollback ​RightClick-Rollback Returns cursor to key block/top of form
    Save/Commit​ ​F10 ​File > Save
    ​RightClick-Save ​Saves (or commits) data
    Scroll Down ​downarrow Record > Scroll Down ​Scrolls down
    Scroll Left​ leftarrow ​Scrolls left
    Scroll Right ​rightarrow Scrolls right
    ​Scroll Up ​uparrow ​Record > Scroll Up ​Scrolls up
    Select Pull-Down List​ arrow up or down, enter ​Selects item from pull-down list
    Select Radio Groups​ arrow left or right Selects item from radio group
    Select (see Exit with Value) ​shift F3 ​File > Select Exits a validation table with data/value
    ​Show Function Keys ​control F1 Help > Show Keys ​Shows a list of available keystrokes
    ​Toggle Check Boxes ​space bar Toggles check box on/off
    ​Wildcards % and _ ​Wildcard value

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  • Keystrokes Table (by function)
    ​Action: FORM​ Keystroke Menu Bar​ Right Click Tool​ Bar​ Explanation
    Rollback/Clear Form shift F7 ​File > Rollback ​RightClick-Rollback Returns cursor to key block/top of form
    Form to Form
    Direct Access​
    ​F5
    (do not use with FZAJVCD or FZAJVEL)
    ​File > Direct Access Lets you navigate to any form without leaving the form you are in
    ​Action: BLOCK Keystroke Menu Bar​ Right Click Tool​ Bar​ Explanation
    ​Next Block ​control pagedown ​Block > Next ​Moves cursor to next window or blocK
    Previous Block​ ​control page up Block > Previous ​Moves cursor to previous block
    ​Action: FIELD Keystroke Menu Bar​ Right Click Tool​ Bar​ Explanation
    ​Clear Field/Item ​control u ​Field > Clear ​Clears current field
    Duplicate Field/Item​ ​F3 ​Field > Duplicate Creates duplicate of previous record
    ​Next Field/Item ​tab ​Field > Next ​Moves cursor to next field
    Previous Field/Item ​shift tab ​Field > Previous ​Moves cursor to previous field
    ​Action: RECORD Keystroke Menu Bar​ Right Click Tool​ Bar​ Explanation
    Clear Record​ ​shift F4 ​Record > Clear ​Clears record
    Duplicate Record​ F4 ​Record > Duplicate Creates duplicate of previous record
    Insert Record​ ​F6 ​Record > Insert ​Inserts a new blank record
    Next Record​ ​downarrow ​Record > Next ​Shows the next record
    Next Set of Records​ control > or control shift >​ Query > Fetch Next Set Shows the next set of records from a list that scrolls beyond the screen
    Previous Record​ uparrow ​Record > Previous Shows previous record
    Remove Record shift F6 ​Record > Remove Removes (deletes) record
    Scroll Down ​downarrow Record > Scroll Down ​Scrolls down
    ​Scroll Up ​uparrow ​Record > Scroll Up ​Scrolls up
    ​Action: QUERY Keystroke Menu Bar​ Right Click Tool​ Bar​ Explanation
    Cancel Query​ ​control q ​Query > Cancel ​RightClick- Exit ​Cancels a query
    ​Count Query Hits ​shift F2 ​Query > Count Hits ​Counts number of records
    Enter Query​ ​F7 ​Query > Enter Begins a query (or search)
    Execute Query​ F8 Query > Execute ​Executes a query (or search)
    Exit with Value/Select​ ​shift F3 ​File > Select ​Exits a validation table with data/value
    Exit/Cancel/
     Exit without Value​
    control q ​File > Exit RightClick-Exit ​Exits a form, ends a query
    ​List of Values (LOV) ​F9 ​Help > List Displays the validation table for a particular field
    ​Wildcards % and _ ​Wildcard value
    ​Action: EDIT Keystroke Menu Bar​ Right Click Tool​ Bar​ Explanation
    Beginning of Line​ ​home ​Moves cursor to beginning of field line
    ​Delete Backwards ​backspace ​Deletes characters to the left of the cursor
    ​Delete Character ​delete ​Deletes characters to the right of the cursor
    Enter​ ​enter or return (Some keyboards have a return key rather than an enter key)
    End of Line​ end ​Moves cursor to end of field line
    Exit/Cancel/
     Exit without Value​
    control q ​File > Exit RightClick-Exit ​Exits a form, ends a query
    ​Refresh ​control p ​File > Refresh ​Refreshes the computer screen
    Save/Commit​ ​F10 ​File > Save
    ​RightClick-Save ​Saves (or commits) data
    Scroll Left​ leftarrow ​Scrolls left
    Scroll Right ​rightarrow Scrolls right
    ​Action: MENU Keystroke Menu Bar​ Right Click Tool​ Bar​ Explanation
    Direct Access​ ​F5 ​File > Direct Access Displays "Go to..." field above existing form, permits direct form entry instead of having to exit from current form
    Exit Menu Bar esc Exits the menu bar, when using keystrokes to navigate the menu bar
    ​Menu Bar PC: Alt (plus first letter of menu)
     
    Mac: Option-f to File, then tab/shift tab to navigate to each menu heading, arrow down/up to navigate through menu dropdown list
    ​Opens a menu on the menu bar. Use up and down arrow keys to navigate within the menu; left and right arrow keys to move to other menus. Type <enter> to select a command, or <esc> to exit menu bar.
    ​Action: HELP Keystroke Menu Bar​ Right Click Tool​ Bar​ Explanation
    ​Dynamic Help ​Help > Dynamic Help Query ​Provides help and explanations at the field, block and screen levels
    ​Action: OTHER Keystroke Menu Bar​ Right Click Tool​ Bar​ Explanation
    ​Print ​shift F8 ​File > Print Prints current screen
    Select Pull-Down List​ arrow up or down, enter ​Selects item from pull-down list
    Select Radio Groups​ arrow left or right Selects item from radio group
    ​Show Function Keys ​control F1 Help > Show Keys ​Shows a list of available keystrokes
    ​Toggle Check Boxes ​space bar Toggles check box on/off

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  • Known Issues - Common Error Messages

    Common Error Messages

    Could not reserve record.

    To prevent data corruption, FIS Banner will not allow the same document to be opened for update in more than one session at a time. The following error message will appear:




    Work Around:

    If this occurs, click <No> and check your other open FIS sessions to determine if you already have the same document open in another session. If not, someone else is actively editing the same document at this time. You won’t be able to access the document until they have finished their edits.

    Closed fiscal period.

    The transaction date used on any FIS Banner document must be within an open fiscal period. Depending on the type of document, one of the following error messages will appear, either at the bottom of the screen, or in a pop-up error message window.





    Work Around:

    Acknowledge the message (if necessary), return to the transaction date field for the document, and update it to a date within the current fiscal period.


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  • Keyboard Navigation

    Using the Keyboard to Navigate

    Menus

    All FIS Banner commands are accessible by keyboard (or mouse) through the menu bar across the top of each form.




    Pressing the Alt key will cause the menu bar to activate, with the “File” command highlighted. MAC USERS: Alt is also labelled Option.

    Use the arrow keys to maneuver among the menus. Enter will cause the drop-down menu to appear; up/down arrow maneuver between drop-down menu choices; Enter to execute.

    Use the Esc key to back out of a menu without making a choice.




    Shortcut Keys

    Many keyboard function keys are programmed in FIS Banner to execute commonly used commands. For example, F10 performs the Save/Commit command. A complete list of FIS Banner keymappings can be found here​.


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  • Printing Screen Shots

    Printing Screen Shots

    To print the active FIS screen, click the Printer icon on the toolbar at the top of the form:



    <Shift> + F8 and choosing File > Print from the menu bar are alternative ways to print the screen.

    If the resulting printed image is too condensed (small print), try switching the Orientation of the print to landscape. To do this, click on the Page Setup tab when the Print dialog window appears, and choose the Landscape radio button. Reducing the left and right margin will also result in a larger printed image.



    NOTE: The first time a screen shot is performed in an FIS session, there may be a delay before the Print dialog window appears as connectivity with your printer is confirmed. Subsequent screen shots done in the same session should happen almost immediately.


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  • Introduction

    This section describes several important structures that provide the foundation upon which the University’s Financial Information System (FIS) is built.
    This section provides information about:

    Background

    FIS Banner was developed as a financial data management and reporting system. Using fund accounting, the University tracks monies it receives from various sources (state, federal, students, public, etc.) and accounts for how those monies are used.
    The FIS system contains several modules to record the inflow and outflow of money. They are the General Ledger, Operating Ledger, Stores Inventory, Purchasing and Procurement, Accounts Payable, and Fixed Assets.
    Each of these modules operates as a totally integrated sub-system of FIS, ensuring the compatibility of all the modules. This compatibility eliminates problems that are found in independently developed software systems common at other universities.
    Each module provides both printed reports and the ability to view detail and summary information on-line. This ability both to enter information on-line and to inquire about transactions on-line is a valuable feature of FIS.

    FIS Interfaces

    One of the major benefits of the FIS system is that it interfaces with several other University systems. These systems include the Payroll/Personnel System, the Academic Information System (AIS), the Budget System (FMW), departmental recharge systems and the Office of the President. Since FIS is able to interface with such a wide variety of systems, the University is able to utilize and disperse accounting information throughout the campus.


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  • The General Ledger and The Operating Ledger

    ​FIS Banner produces two Ledger Reports: the General Ledger and the Operating Ledger. Below is a brief description of each.

    The General Ledger

    The General Ledger provides information on balance sheet accounts. This ledger is broken into four main sections: Assets, Liabilities, Fund Balance, and Control Accounts. Since most units do not receive the General Ledger, this manual does not focus on it. If you have questions regarding the General Ledger, please contact the Accounting Office.


    The Operating Ledger

    The Operating Ledger provides the status of financial, budgetary, summary encumbrance activity and balances for the operating accounts of organizations at UCSC. This ledger is broken into three main sections: Revenue, Expenditures and Transfers.

    The FIS Operating Ledger can be compared to a monthly bank statement. Each month you receive your FIS Operating Ledger showing your account’s activity during the month. As you review your ledger, consider whether the transactions reported are reasonable and consistent with your unit’s budget and expenditure plan.

    For procedures on using FIS Banner to review your Operating Ledger, see Reviewing Budget Status.


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  • Chart of Accounts Code Hierarchy

    ​The Chart of Accounts

    The FIS Banner Chart of Accounts (COA) is the list of codes used for classifying, recording, and reporting financial information. A chart of accounts can be as simple as a list of the categories of expenditures and income in the ledger of a small business. The code elements of the FIS Banner Chart of Accounts at UCSC are the basis for the classification, recording, and reporting of ALL types of financial information for the entire campus. Chart of Accounts codes appear on most reports, forms, and on-line screens of FIS Banner.

    The Chart of Accounts is a systematic classification of the university’s assets, liabilities, fund balances, revenues, and expenditures. It is designed to be compatible with the university’s organizational structure and the form and content of its financial reports.

    The COA is also a tool that provides departments and other campus entities with a means of organizing and collecting data needed to run their units. Portions of the chart are based on categories used within the UC system and utilize codes used by the UC Office of the President. Other portions of the chart are “user defined.” For example, Fund is based on the fund accounting system used within UC, while many organization and account codes and all activity codes are largely determined by users.

    When using code elements of the chart, it is important to use individual categories in a manner that is consistent with their intended use. For example, use the account code for long distance telephone calls (002250) to record expenditures for long distance calls only, and use the local calls account code (002200) for local calls.

    While the overall structure of the Chart of Accounts is difficult to change, individual categories may be changed as needed by users. When a unit determines a change is necessary, the change will need to be coordinated with the Accounting Office and/or Planning and Budget Office.

    The chart codes used to specify and report transactions are: Fund, Organization, Account, Program, Activity and Location. These codes are used together to describe each campus entity. Fund, Organization, Account, and Program are required in order to record transactions in the Operating Ledger; Activity and Location are optional. All together, they are referred to as the FOAPAL.

    Hierarchical Structures

    Five of the chart codes discussed above are structured in hierarchies (Fund, Organization, Account, Program and Location). A hierarchy is a way of organizing information in a “pyramid” - where each step of the pyramid is subordinate to the one above it. The following example demonstrates a simplified Organization code hierarchy. This is one of the five codes with hierarchical structures in FIS. The example begins with the highest level being the Total UCSC Campus. The next level is the Academic Units followed by the Social Sciences. The hierarchy becomes more detailed, splitting into different departments - Politics, Economics, and Psychology.

    Example of a Hierarchy



    The example above demonstrates the levels of hierarchy that would be used to produce a report for the Division of Social Sciences. The shaded areas are subordinate levels to the Division of Social Sciences level within the hierarchy and would be included in the report.

    As mentioned previously, five of the chart codes use hierarchical structures to organize data.

    The following diagram demonstrates the similarities and differences among the hierarchical structures of the five chart codes. Each example represents a small portion of the entire hierarchy for each code. For simplicity, only the Code levels for codes are shown. In both the Fund and Account code hierarchies, there are also two Type levels for codes, Level 1 and Level 2, which are not shown.

    A Sample Organization Hierarchy

    The following example will provide more detail on an Organization code hierarchy (if you need detailed descriptions of any of the FOAPAL codes and what they mean, see  “FOAPAL Codes Described” later in this section). A hierarchy starts at a very broad level and becomes more specific with each additional level. Below is a diagram of an organization hierarchy for the Economics Department.

    You will notice the first (highest and broadest) level of organization is the Total UCSC Campus. The campus is divided into academic units and other types of units (not shown). The academic units are made up of divisions; one of these is the Division of Social Sciences. It, in turn, is made up of departments, such as the Economics department. This means that all the accounting information that has to do with the lower levels [from the basic organizations of the Economics department (level 5) to Social Sciences (level 3)] can be “rolled up” or summarized into one comprehensive report for the Dean of Social Sciences.

    The hierarchical method of structuring data makes it possible to design a report at Level 1, which summarizes information for the entire UCSC campus, or a report at level 2, which reflects the account information for the Academic Divisions that would include the Social Sciences and the Economics department. With hierarchical level reporting, the FIS system can be used to produce a number of reports at any level in the hierarchy. The ledger reports use hierarchical structures to summarize data.

    Continuing with the Economics department example, we are going to examine a complete Organization code hierarchy. Below level four are a number of units in the Economics department. Level five breaks the Economics Department into various subsets, which allows the Economics Department more flexibility in sorting and separating budgetary and financial information.

    An organization hierarchy with five levels is shown above. The value used to code transactions and enter them into the system is always the code for the lowest level of its hierarchy. This lowest level of the hierarchy is known as the Data Entry Level. All higher levels are known as Predecessor Levels. The predecessor levels are used to group data for reports. The Data Entry Level can also be used for detailed reports that are specific to that level.

    An example would be if the Division of Social Sciences requested a report on all activities within that division. The predecessor level the division would request would be Level 3 (#114). This report would include detail on not only the Economics department, but all other departments and activities that were listed below “Division of Social Sciences” in the Organizational hierarchy.

    All values above a data entry level are referred to as “predecessor levels” or “roll-ups”; these levels are used only to group data on reports. Organization codes are always numeric.


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  • FOAPAL Codes Described

    ​This section describes the FOAPAL codes in the order in which they appear: Fund, Organization, Account, Program, Activity, and Location. All chart codes are assigned by the Planning and Budget Office in accordance with University of California rules and regulations, with the exception of Fund codes, Revenue codes, Transaction Code Accounts and Balance Sheet Accounts, which will be assigned by the Accounting Office. The combination of Fund, Organization, Account and Program codes are required on expenditure, revenue, and transfer transactions. Balance sheet transactions (in the General Ledger) require fund code and account code only.
    The following diagram shows FIS Banner chart of account codes with examples. A description of each code follows the chart.

    ​ ​

    Fund Codes

    Fund is an up to five character code describing the source of funding for a transaction. Fund is defined in a five level hierarchy. Fund corresponds to the coding structure of the Office of the President.

    The lowest level is the data entry level of the fund hierarchy. This is the fund number that is used to code transactions.

    Data Entry Level Fund Codes

    Following is the framework used in assigning data entry level fund codes:

    Current Funds:

    • 04100-09599 Endowments, Principal Approps., and University Opportunity Funds
    • 18000-19999 State of California
    • 19900-19999 University General Funds (State)
    • 20000-20399 Student Tuition and Fees
    • 20600-20999 Local Government
    • 21000-33999 Federal Government
    • 34100-39799 Endowment Income
    • 39800-59999 Private Gifts, Grants and Contracts
    • 60000-62999 Sales and Services of Educ. Activities
    • 63000-63999 Teaching Hospitals
    • 64000-65999 Sales and Services of Educ. Activities
    • 66000-66099 Service Enterprises
    • 66100-69999 Other Sources
    • 70000-74999 Auxiliary Enterprises
    • 75000-75999 Reserves - Current
    • 76000-76999 Reserves for Renewal and Replacement
    • 80000-88999 Federal Government
    • 00001-00299 Agency Funds
    • 00300-01999 Plant Funds
    • 02200-03999 Loan Funds

    Organization Codes

    Organization is a numeric code describing the department or office of the University. Organization codes are arranged in hierarchies of up to five levels. Level one is a one character code, level two is a two character code, level three is a three character code, and level four is a four character code. Data entry is at level five and is a 6 character code. For a full discussion of a sample Organization code hierarchy, see Hierarchical Structures

    Account Codes

    Account is a six character code that describes the basic accounting classifications. There are seven account types:

    General Ledger (Balance Sheet)

    1. Asset
    2. Liability
    3. System Control
    4. Fund Balance

    Operating Ledger

    1. Revenue (Income)
    2. Expenditures
    3. Transfer

    Account codes are organized in a hierarchy within each account type. The highest level, Type Level 1, is used as a sort criteria in Operating Ledger reports. Every transaction requires an account code.

    Accounts - Balance Sheet (General Ledger)

    For balance sheet account transactions, an account code and fund code are required. Balance sheet accounts include assets, liabilities, clearing accounts, fund balance, and General Ledger system control accounts. Data entry level balance sheet account codes begin with the number 1 for assets, liabilities, clearing, and fund balance accounts, and either the number 3 or the number 4 for system control accounts.

    Accounts - Revenue (Operating Ledger)

    Revenue accounts are operating accounts used with the Fund, Organization, and Program codes to identify revenue (income) transactions. Revenue codes begin with the alpha character R.
    For extramural funds there is a revenue account for each major fund category, such as Federal Grant Revenue, Federal Contract Revenue and Private Gifts/Grants Revenue, as well as for each major agency. Use of the fund code with these revenue accounts provides an accounting by specific fund source.

    Accounts - Expenditure (Operating Ledger)

    Expenditure accounts are operating accounts used with Fund, Organization, and Program codes to identify expenditures. These are the accounts used for the day-to-day purchasing transactions of most units. The basic structure is shown in the following illustration. Any data entry level expenditure account can be used for budgetary or financial transactions. The only exceptions are certain expenditure accounts reserved for budgetary transactions. Budgetary account codes begin with the alpha character “B.”

    Accounts - Transfers (Operating Ledger)

    Transfer codes are operating accounts and are used to designate financial additions to, deductions from or transfers between fund balances. Fund balance transactions are coded by the Accounting Office.

    Program Codes

    Program is an up to six character code representing the functions of the University. The Program codes will usually consist of the first two digits of the Organization codes that are used at the Data Entry Level. The functions they represent are: instruction, research (including research grants), public service, academic support, student services, institutional support, operation and maintenance of plant, student financial aid, auxiliary enterprises, budgetary provisions, agency accounts, and construction in progress. There is at least one program code associated with each organization code.

    Activity Codes

    Activity is reserved for departmental use. Activities may be established by units for cost-centering purposes. The first two characters of the activity code will be alphabetical, and will be assigned by the Planning and Budget office. Activity is not hierarchical.

    Location Codes

    Location codes are not used at UCSC.


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  • Establishing Agency Account/Fund Codes

    ​Agency accounts are established by the University for non-University entities. When a unit accepts funds for the operation of activities sponsored by a non-University entity, the funds are not considered tax-deductible donations because, in most cases, control over the funds remains in the hands of the sponsoring entity. Even though the sponsored activities may relate closely to University activities and provide services or benefits to the University community, the receipt and disbursement of funds coming from the sponsoring entities are not reported as University income and expenditures.

    Areas of Responsibility

    Business Officers/Unit Managers are responsible for adhering to Agency Account Policy and Procedures.
    The Accounting Office is responsible for reviewing unit requests for new agency accounts and assigning and setting up new accounts. The source of these guidelines is the Campus Policy on Agency Accounts.

    Campus Units Other than the Conference Office

    Send a request to (or call) the Extramural Funds Supervisor in the Accounting Office and provide the following information:

    • Campus unit sponsoring the agency activity and unit organization code
    • Index code to be used if applicable
    • Individuals authorized to input and approve transactions against agency fund
    • Name of the agency
    • Description and purpose of the activities to take place
    • Functions to be performed by the campus unit sponsoring the agency activity
    • Fund - Organization - Program code to charge any deficit balances remaining in the agency fund upon completion of agency activities

    The Extramural Funds Supervisor

    • Reviews the information
    • Assigns and sets up the appropriate agency fund code
    • Provides the new agency fund code to the unit
    • Forwards fund information to the Planning and Budget Office

    Planning and Budget

    Sets up requested agency Organization code.

    The Conference Office

    The Conference office will be assigned a range of fund codes that they will use to set up new conference (agency) activity. The campus Conference Office will provide the Extramural Funds Supervisor with the following items:

    • Fund code to be used for the new agency activity and title
    • Index code to be used and the Fund - Organization - Program code combination
    • List of individuals with input and approval authorization
    • Fund - Organization - Program code to charge any deficit balances remaining in the agency fund upon completion of agency activities

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  • Establishing Activity Codes

    ​Activity codes assist departmental units by allowing them to gather financial data by activities (e.g., project, principal investigator, cost center, etc.).

    Because commonly-used activity codes have the capability of collecting data across funds, organizations, and/or programs, causing a potential for duplication and corruption of data, unique activity codes must be established for each of the campus’ over 140 organizational units. To preserve that uniqueness, at least at the campus level, the first two characters of all departmental activity codes will consist of a Planning and Budget assigned and mandatory two-character Unit Alpha Code. The units themselves may assign up to a total of four of the remaining characters. These four characters may be structured or unstructured, depending on unit preference.

    A Few Precautions

    The full use of activity codes to collect or to separate financial information within your organizational unit may require additional effort on your part.

    The collection of financial data by any activity code requires that all data-enterable information related to that “collection center” include the pertinent activity code.

    Conversely, if relative information is entered without an activity code, that information will not be included on activity code reports. Therefore, consistent input is key to the effective collection of activity code data.

    How to Establish Activity Codes

    1. In the Go To... field of the Banner Menu Form, type FTMACTV. Type <return>. The Activity Code Maintenance Form will open.
    2. When the FTMACTV form appears, it is running in query-only mode. Type [control q] Cancel Query to exit query mode.
    3. In the CHART OF ACCOUNTS field, enter the COA code (currently X). Required.
    4. <TAB> to ACTIVE STATUS field (checkbox). Leave box checked.
    5. <TAB> to ACTIVITY. Required. Type in your assigned two-character unit alpha code, followed by up to four alpha-numeric characters of your choice.
    6. <TAB> to TITLE. Required. Enter the name of the activity.
    7. <TAB> to EFFECTIVE field. Today’s date defaults. If you enter a future date, this activity code will not be able to be used until that future date.
    8. <TAB> to TERM field. Optional. You may specify an end date for the activity code by entering a future date in this field. However, this field should only be used if you are certain that you do not want this activity code to be used beyond this date. Usually this field will be left blank.
    9. If you are establishing a single activity code and wish to end the session, click the Save icon to commit your record. If you wish to establish another activity code, type <down arrow> Next Record or click in the Chart of Accounts field in the next record, then continue from Step 3 (above).

     

    How to Query/Verify Activity Codes

    1. In the Go To... field of the Banner Menu Form, type FTMACTV. Type <return>. The Activity Code Maintenance Form will open.
    2. When the FTMACTV form appears, type [F7] Enter Query to go to query mode.
    3. <TAB> twice to ACTIVITY. Type in your activity code. If you need to find the activity code, type [F9] List of Values.
    4. Type [F8] Execute Query.
      If the activity code exists, the remaining information on the screen will fill in, reflecting previously-entered data.
    5. If you wish to end the session, click the exit icon in the toolbar or type [control-q]. If you wish to query another activity code, type [F7] Enter Query to return to query mode, then continue from Step 2 (above).

    Changing an Existing Activity Code

    Because FIS Banner tracks activity code history, activity codes entered in the system cannot be changed. If the code was entered incorrectly, you must copy the activity code record and then change it.

    1. In the Go To... field of the Banner Menu Form, type FTMACTV. Type <return>. The Activity Code Maintenance Form will open.
    2. Query for the activity code you need to change. (Query instructions are listed above.)
    3. With your cursor anywhere in the record for the activity code you need to change, type [F6] Insert Record.
    4. Type [F4] Duplicate Record. This creates an exact copy of the activity code in the record below the original activity code record.
    5. Change the activity code record as appropriate, including the effective date.
    6. Type [F10] Commit or click the Save icon to commit your new activity code record.

    Important: When you Query [F7] or get a List of Values [F9] for activity codes, codes that have been changed will be listed multiple times. You can choose any one of the records listed with the same code and FIS Banner will default to the newest activity code record. That is, if you changed an incorrect description and then later choose the old record from the list, FIS Banner will default to the activity code with the correct description. FIS Banner adds an activity code to the list each time you make a change.

    Making an Activity Code Inactive

    Caution: Before inactivating an Activity Code, make sure it does not have any existing budget, financial or encumbrance balances. If you are unsure about you activity code's balance status, send an email to fis_probs@ucsc.edu.

    If you want to use the activity code in question during the next fiscal year, you will only want to make it inactive for now. People will still see the activity code when they List [F9], but they will not be able to successfully use the code.

    1. Query for the activity code you want to make inactive (query instructions are listed above.)
    2. With your cursor anywhere in the record for the activity code you need to change, type [F6] Insert Record.
    3. Type [F4] Duplicate Record. This creates an exact copy of the activity code in the record below the original activity code record.
    4. Uncheck the ACTIVE STATUS checkbox.
    5. Change the EFFECTIVE DATE to today if you want to inactivate it immediately, or to a future date if you want it to become inactive in the future.
    6. Type [F10] Commit or click the Save icon to commit your new activity code record.

    Terminating an Activity Code

    Caution: Before terminating an Activity Code, make sure it does not have any existing budget, financial or encumbrance balances. If you are unsure about you activity code's balance status, send an email to fis_probs@ucsc.edu.

    If you want to terminate an activity code from the system, you can supply a termination date in the TERM field. This will NOT delete the activity code from the List of Values [F9], but you will be unable to use the code.

    1. Query for the activity code you want to make inactive. (Query instructions are listed above.)
    2. With your cursor anywhere in the record for the activity code you need to change, type [F6] Insert Record.
    3. Type [F4] Duplicate Record. This creates an exact copy of the activity code in the record below the original activity code record.
    4. Change the EFFECTIVE DATE: to today if you want to terminate it immediately, or to a future date if you want it to be terminated in the future.
    5. Enter a termination date in the TERMINATION DATE: field. This date must be equeal to or greater than the EFFECTIVE DATE.
    6. Type [F10] Commit or click the Save icon to commit your new activity code record.

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  • Document Level versus Commodity Level Accounting

    ​In FIS Banner, Requisitions, Purchase Orders, Invoices, and Journal Vouchers are called documents.

    Document Level Accounting

    Document level accounting allows you to use one or more funding sources to pay for the commodities on a requisition by a percentage (or other distribution) of the total.

    Example:

    • 1st Commodity (plus)
    • 2nd Commodity (plus)
    • 3rd Commodity ( = total charge)
    • paid by:
    • 1st FOAPAL (100%)
    • or
    • 1st FOAPAL (75%) and 2nd FOAPAL (25%)
    • or
    • 1st FOAPAL ($partial amount) and 2nd FOAPAL ($balance)

    Commodity Level Accounting

    Commodity level accounting allows you to assign one or more FOAPALs to each specific commodity. In this case, you would remove the checkmark from the DOC Level Accounting field in your document. This activates commodity level accounting.

    Commodity level accounting must be used when you order inventorial items.
    Commodity level accounting would be used, for instance, to purchase inventorial equipment and components for existing equipment on one document.

    Example:

    • 1st Commodity paid by 1st FOAPAL (100%)
    • 2nd Commodity paid by 2nd FOAPAL (100%)
    • 3rd Commodity paid by 2nd FOAPAL (50%) and by 3rd FOAPAL (50%)

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  • Introduction

    ​The Operating Ledger is a report your unit will use to review financial activity on your account and to check the status of your budget. Financial Managers will use the Operating Ledger as an accountability tool for ensuring the accuracy of the budget and financial information for each of the units served by the Division. But in order to understand the Operating Ledger, you need to understand the system that produces it. For further information, read “Accounting Information Structure and FOAPAL Codes.”

    Important: Financial Managers will need to review the Operating Ledger carefully; it is their most important tool in maintaining accountability for the accurate input of budget and financial transactions for the units they serve.

    To review additional information on a transaction in FIS Banner, use a query form such as the Detail Transaction Activity Form (FGITRND). You should also review the status of your budget to ensure that you are not overdrawn. Finally, Financial Managers should perform random audits of detailed transactions to ensure that all backup materials are in order, and that data has been entered into the FIS correctly.

    The Operating Ledger is a monthly report containing detailed information about transactions posted during the month. It reports on revenue, expenditure, and transfer account activity for all campus organizational units. A separate ledger is prepared for each unit. Within that ledger are reports for each organization/program/fund combination. There are two sections to the report: Current Month Transactions and the Account Summary. Not included in this report are transactions posted to general ledger accounts (shown on the separate General Ledger).

    The following FIS Banner forms and their uses are explained in this section:


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  • Checking Organization Budget Status FGIBDST

    FGIBDST

    FGIBDST Organization Budget Status Form. FGIBDST provides a summary of all activity for an FOP (FUND ORG PROGRAM), excluding items which have been neither approved nor posted. Using FGIBDST, queries can be further defined by ACCOUNT or ACTIVITY.

    Note: FGIBDST does not reflect incomplete, unapproved or unposted transactions.

    1. In the Go To... field of the Banner Menu, type FGIBDST. Type <return>. The Organization Budget Status Form will open.
    2. CHART and FISCAL YEAR fields will default. <TAB> through both fields.
       

    3. At UCSC, the INDEX field is only used by Central Offices for certain transactions.
    4. Leave the THRU FISCAL PERIOD field blank to see all activity for the fiscal year, or specify a fiscal period (01-12) to see activity through that time period.
    5. <TAB> to QUERY SPECIFIC ACCOUNT checkbox. Box can be left unchecked for a relative account listing (i.e., the system will produce a list of all accounts greater than the account code entered into the ACCOUNT field), or can be checked [spacebar] to limit the query to specific account detail.
    6. INCLUDE REVENUE ACCOUNTS. Leave checkbox blank unless your unit has income from revenue type accounts and you wish these totals to be included in the detail below. Check the field [spacebar] to include revenue accounts.
    7. <TAB> to COMMIT TYPE. Leave “Both” (the default).
    8. <TAB> to ORGANIZATION. Provide your Organization code.
    9. <TAB> to FUND. Provide your Fund Code.
    10. <TAB> to PROGRAM. Provide Program Code.
    11. <TAB> to ACCOUNT. Leave blank to query all accounts. Otherwise, enter specific account code.
    12. <TAB> to ACCOUNT TYPE. Leave blank to query all account types, or indicate account type code to limit query to a specific Level 2 account type (e.g., ‘71’ Non-Capital Expenditures). See table below for a list of Level 2 account types.
      Level 2 Acct Type ​ Acct Type Title​
      71​ ​Non-Capital Expenditures
      ​72 ​Capital Expenditures
      ​73 ​Indirect Costs (Contract & Grant O/H)
      ​79 ​CIP Expenditures
      ​61 ​Salaries & Wages
      ​66 ​Retirement & Employee Benefits
      ​51 ​Tuition & Fees
      ​52 ​State Government
      53 ​Local Government
      54 ​Federal Government
      55 ​Private Gifts, Grants, & Contracts
      ​56 ​Sales & Services of Educational Act
      57 ​Service Enterprises
      ​58 ​Other Services
      59 ​Sales & Services of Auxiliary Ent
    13. <TAB> to ACTIVITY. Leave blank to query on all activity codes (includes transactions with or without activity codes attached), or enter an activity code to limit the query.
    14. <TAB> to LOCATION. The Location Code field is only used by Plant Accounting and Physical Planning & Construction in conjunction with Plant Funds to denote the building for which the corresponding transaction is being posted. All other divisions should always leave this field blank.
    15. Type [control page down] Next Block.
    16. The form displays the budget status for the FOAPAL combination you have entered. To view additional budget lines, scroll up and down using the vertical scroll bar, [page up] and [pagedown] keys, or <up arrow> <down arrow> arrow keys.
    17. You may jump to FGIBSUM Organization Budget Summary Form via Menu-Options or Right Click-FGIBSUM (see below for instructions).
    18. To start a new query, click the Rollback icon or Right Click-Rollback.
    19. To exit the form, type [control q], Right Click-Exit, or click on in the toolbar.

    Jumping to Other Forms from FGIBDST

    After you have input your query information in FGIBDST, and typed [control page down] Next Block, you can choose to access other forms which summarize or expand the same data in different ways:

    • To view Transaction Detail, key [F3], select FGITRND from the Options Menu, or Right Click-FGITRND (Transaction Detail Information).
    • To view Organization Budget Summary, key Shift+[F2], select FGIBSUM from the Options Menu, or Right Click-FGIBSUM (Organization Budget Summary).
    • To view Organizational Encumbrance List, key [F4], select FGIOENC from the Options Menu, or Right Click-FGIOENC (Organizational Encumbrance List).
    • Format Display Preferences provides users with the ability to make format choices, as shown in the screenshot below.


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  • Detail Transaction Activity FGITRND

    ​FGITRND

    The FGITRND Detail Transaction Activity form provides a detailed list of all transactions associated with specific FOAPAL values. You can use the form to search for transaction detail for Fiscal Year, Fund, Organization, Account and Activity codes, and Posting (Month) Period. The form can be used as a Stand-Alone form (entered directly from the Go To... field of the Banner Menu Form), or it can be called from within the FGIBDST Organization Budget Status form.

    FGITRND Stand-Alone

    1. In the Go to... field on the Banner Menu Form, type FGITRND <return>.
    2. Cursor appears in the COA field. Accept default value X.
    3. <TAB> to Fiscal Year field. Current FY will default. Change if required.
    4. <TAB> to INDEX. Leave blank.
    5. <TAB> to FUND. If desired, enter a Fund code or type [F9] List Field Values to lookup and retrieve a specific Fund code.
    6. <TAB> to ORGANIZATION. If desired, enter an Organization code or type [F9] List Field Values to lookup and retrieve a specific Org code.
    7. <TAB> to ACCOUNT. If desired, enter an Account code or type [F9] List Field Values to lookup and retrieve a specific account code.
    8. <TAB> to PROGRAM. Leave blank.
    9. <TAB> to ACTIVITY. Field is optional. If desired, enter an Activity code or type [F9] List Field Values to lookup and retrieve a specific Activity code.
    10. <TAB> to LOCATION. Leave blank.
    11. <TAB> to POSTING PERIOD. If desired, enter a specific two digit Posting Period code (01=July, 02=Aug ... 11=Nov, 12=Dec). This will limit your detail results to transactions for a specific month.
    12. <TAB> to QUERY TYPE. R or S will default. Do not change.
    13. <TAB> to COMMIT TYPE. Leave blank.
    14. Type [control page down] Next Block to the Transaction Detail block. The Transaction Detail Block will appear in query mode with no visible detail.
    15. Type [F8] Execute Query. Transaction Detail for the specific codes entered will appear.

       

    16. Use the arrow keys <up arrow> <down arrow> or the scroll bar to navigate through the Transaction detail records. Use the <TAB> key to navigate through a specific record for more detail.
    17. To view the originating document of a specific record, clicking on the Account code of the desired document (under Account on the left side of the screen), then select Query Document [By Type] from the Options Menu, Right Click-Query Document [By Type]or type [F3]. After the originating document opens, use [control page down] Next Block and <down arrow> Next Record to navigate within the form. Type [control q], click on in the toolbar or Right Click-Exit when you are ready to return to FGITRND.
    18. To start a new query, click the Rollback icon or Right Click-Rollback.
    19. To exit FGITRND and return to the Banner Menu Form, click on the Exit icon or Right Click - Exit.

    FGITRND Viewed From FGIBDST

    You can access FGITRND from within FGIBDST to view specific transaction details in FGIBDST’s Adjusted Budget, YTD Activity and Commitments columns. You can also view all combined (Budget+YTD+Commitments) detail.

    Adjusted Budget Transaction Detail:

    1. Navigate to the lower block of FGIBDST by typing [control page down] Next Block. The cursor will appear in the Account field of the first row.
    2. Use the arrow keys <up arrow> <down arrow> to navigate to a specific Account (e.g. 000010 - Supplies-Other, 000030 - Office Supplies, etc.).
    3. <TAB> to the Adjusted Budget field.

       

    4. Key [F3]. FIS Banner will display the FGITRND screen with specific Budget Transactions for your Fiscal Year, Fund, Organization, Account and Activity Code settings from FGIBDST.
      Note: If your Adjusted Budget field is zero (0.00), FGITRND will display a Hint Text message "Query caused no records to be retrieved."

       

    5. Use the arrow keys <up arrow> <down arrow> or the scroll bar to navigate through the Transaction Detail records. Use the <TAB> key to navigate through a specific record for more detail.
    6. To view the originating document of a specific record, clicking on the Account code of the desired document (under Account on the left side of the screen), then select Query Document [By Type] from the Options Menu, Right Click-Query Document [By Type]or type [F3]. After the originating document opens, use [control page down] Next Block and <down arrow> Next Record to navigate within the form.

       

    7. Type [control q], click on in the toolbar or Right Click-Exit when you are ready to return to FGITRND.
    8. To exit FGITRND and return to FGIBDST, click on the Exit icon or Right Click - Exit.

    YTD Activity Transaction Detail:

    1. Navigate to the lower block of FGIBDST by typing [control page down] Next Block. The cursor will appear in the Account field of the first row.
    2. Use the arrow keys <up arrow> <down arrow> to navigate to a specific Account (e.g. 000010 - Supplies-Other, 000030 - Office Supplies, etc.).
    3. <TAB> to the YTD Activity field.

       

    4. Key [F3]. FIS Banner will display the FGITRND screen with specific YTD Transactions for your Fiscal Year, Fund, Organization, Account and Activity Code settings from FGIBDST.
      Note: If your YTD Activity field is zero (0.00), FGITRND will display a Hint Text message "Query caused no records to be retrieved."

       

    5. Use the arrow keys <up arrow> <down arrow> or the scroll bar to navigate through the Transaction Detail records. Use the <TAB> key to navigate through a specific record for more detail.
    6. To view the originating document of a specific record, clicking on the Account code of the desired document (under Account on the left side of the screen), then select Query Document [By Type] from the Options Menu, Right Click-Query Document [By Type]or type [F3]. After the originating document opens, use [control page down] Next Block and <down arrow> Next Record to navigate within the form.

       

    7. Type [control q], click on  the Exit icon in the toolbar or Right Click-Exit when you are ready to return to FGITRND.
    8. To exit FGITRND and return to FGIBDST, click on the Exit icon or Right Click - Exit.

    Commitments Transaction Detail:

    1. Navigate to the lower block of FGIBDST by typing [control page down] Next Block. The cursor will appear in the Account field of the first row.
    2. Use the arrow keys <up arrow> <down arrow> to navigate to a specific Account (e.g. 000010 - Supplies-Other, 000030 - Office Supplies, etc.).
    3. <TAB> to the Commitments field.

       

    4. Key [F3]. FIS Banner will display the FGITRND screen with specific Commitments for your Fiscal Year, Fund, Organization, Account and Activity Code settings from FGIBDST.
      Note: If your Commitments field is zero (0.00), FGITRND will display a Hint Text message "Query caused no records to be retrieved."

       

    5. Use the arrow keys <up arrow> <down arrow> or the scroll bar to navigate through the Transaction Detail records. Use the <TAB> key to navigate through a specific record for more detail.
    6. To view the originating document of a specific record, clicking on the Account code of the desired document (under Account on the left side of the screen), then select Query Document [By Type] from the Options Menu, Right Click-Query Document [By Type]or type [F3]. After the originating document opens, use [control page down] Next Block and <down arrow> Next Record to navigate within the form.

       

    7. Type [control q], click on the Exit icon in the toolbar or Right Click-Exit when you are ready to return to FGITRND.
    8. To exit FGITRND and return to FGIBDST, click on the Exit icon or Right Click - Exit.

    Combined (Budget+YTD+Commitments) Transaction Detail:

    1. Navigate to the lower block of FGIBDST by typing [control page down] Next Block. The cursor will appear in the Account field of the first row.
    2. Use the arrow keys <up arrow> <down arrow> to navigate to a specific Account (e.g. 000010 - Supplies-Other, 000030 - Office Supplies, etc.).

       

    3. Key [F3]. FIS Banner will display the FGITRND screen with ALL transaction detail for your Fiscal Year, Fund, Organization, Account and Activity Code settings from FGIBDST.

       

    4. Use the arrow keys <up arrow> <down arrow> or the scroll bar to navigate through the Transaction Detail records. Use the <TAB> key to navigate through a specific record for more detail.
    5. To view the originating document of a specific record, clicking on the Account code of the desired document (under Account on the left side of the screen), then select Query Document [By Type] from the Options Menu, Right Click-Query Document [By Type]or type [F3]. After the originating document opens, use [control page down] Next Block and <down arrow> Next Record to navigate within the form.

       

    6. Type [control q], click on the Exit icon in the toolbar or Right Click-Exit when you are ready to return to FGITRND.
    7. To exit FGITRND and return to FGIBDST, click on the Exit icon or Right Click - Exit.

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  • Organization Budget Summary FGIBSUM

    FGIBSUM

    While using FGIBDST (see Checking Organization Budget Status), you can view the total of all FOP activity summarized in four account code categories (Revenue, Labor, Direct Expenditures, and Transfers) via FGIBSUM.

    1. From the lower block of FGIBDST, choose from Menu-Options-FGIBSUM or Right Click-FGIBSUM (Budget Summary Information).

       

    2. Leave the THRU FISCAL PERIOD field blank to see all activity for the fiscal year, or specify a fiscal period (01-12) to see activity through that time period.
    3. After you have reviewed the budget summary, choose from Menu-Options-FGIBDST or Right Click-FGIBDST (Budget Status Information) or type [control q] or click on the exit icon in the toolbar or Right Click-Exit when you are ready to return to FGIBDST.

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  • Organizational Encumbrance List FGIOENC and Detail Encumbrance Activity FGIENCD

    FGIOENC and FGIENCD

    While using FGIBDST (see Checking Organization Budget Status), you can view a list of all encumbrances for a fund/org combination via FGIOENC. To view encumbrance activity in even greater detail, you can jump from FGIOENC to FGIENCD.

    1. From the lower block of FGIBDST, choose from Menu-Options-FGIOENC or Right Click-FGIOENC (Organizational Encumbrance List).

       

    2. You may scroll through the transactions using the vertical scrollbar, [page up] and [page down] keys, or <up arrow> <down arrow> arrow keys.
    3. To get to FGIENCD (Detail Encumbrance Activity), choose from Menu-Options-FGIENCD or Right Click-FGIENCD.

       

    4. To return to FGIOENC (Organizational Encumbrance List), type [control q] or click on the Exit icon in the toolbar or Right Click-Exit.
    5. To return to FGIBDST, type [control q] or click on the Exit icon in the toolbar or Right Click-Exit.

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  • Querying Executive Summary Information FGIBDSR

    FGIBDSR

    FGIBDSR looks identical to FGIBDST, but functions in a different way. In FGIBDST, information could only be queried based on data enterable FOP (Fund Org Program) codes. If you need to query on a high-level summary code, such as an Org code for an entire school or college, you must use FGIBDSR. When you query on non-data enterable codes, you cannot view transaction detail, because that detail is linked to the data enterable code, not the summary code.

    1. In the Go To... field of the Banner Menu Form, type FGIBDSR. Type <return>. The Executive Summary Form will open.

       

    2. CHART and FISCAL YEAR fields will default. <TAB> through both fields.
    3. <TAB> through INDEX. At UCSC, the INDEX field is only used by Central Offices for certain transactions.
    4. Leave the THRU FISCAL PERIOD field blank to see all activity for the fiscal year, or specify a fiscal period (01-12) to see activity through that period.
    5. <TAB> to QUERY SPECIFIC ACCOUNT checkbox. Box can be left unchecked for a relative account listing (i.e., the system will produce a list of all accounts greater than the account code entered into the ACCOUNT field), or can be checked [spacebar] to limit the query to specific account detail.
    6. INCLUDE REVENUE ACCOUNTS. Leave checkbox blank unless your unit has income from revenue type accounts and you wish these totals to be included in the detail below.
    7. <TAB> to COMMIT TYPE. Leave “Both” (the default).
    8. <TAB> to ORGANIZATION. Provide your Organization code, if desired.
    9. <TAB> to FUND. Enter Fund code for query, if desired.
    10. <TAB> to PROGRAM. Enter Program code for query, if desired.
    11. <TAB> to ACCOUNT. Leave blank to query all accounts. Otherwise, specify specific account code.
    12. <TAB> to ACCOUNT TYPE. Leave blank to query all account types, or indicate account type code to limit query to a specific Level 2 account type (e.g., ‘71’ Non-Capital Expenditures). See table below for a list of Level 2 account types.
      Level 2 Acct Type ​ Acct Type Title​
      71​ ​Non-Capital Expenditures
      ​72 ​Capital Expenditures
      73 ​Indirect Costs (Contract & Grant O/H)
      ​79 ​CIP Expenditures
      ​61 ​Salaries & Wages
      66 ​Retirement & Employee Benefits
      51 ​Tuition & Fees
      52 ​State Government
      53 ​Local Government
      54 ​Federal Government
      55 ​Private Gifts, Grants, & Contracts
      ​56 ​Sales & Services of Educational Act
      57 ​Service Enterprises
      ​58 ​Other Services
      59 ​Sales & Services of Auxiliary Ent 
    13. <TAB> to ACTIVITY. Leave blank to query on all activity codes (includes transactions with or without activity codes attached), or enter specific code to limit query.
    14. <TAB> to LOCATION. The Location Code field is only used by Plant Accounting and Physical Planning & Construction in conjunction with Plant Funds to denote the building for which the corresponding transaction is being posted. All other users should always leave this field blank.
    15. Type [control page down] Next Block.
    16. The form displays the budget status for the FOAPAL combination you have entered. To view additional budget lines, scroll up and down using the vertical scroll bar, [page up] and [page down] keys, or <up arrow> <down arrow> arrow keys.
    17. If you have queried on data enterable codes, you may jump to FGITRND (see below for instructions). If you have queried on non-data enterable codes, (e.g. Org 2681) you cannot jump to FGITRND.
    18. To start a new query, click the Rollback icon or type Shift-F7 or Right Click-Rollback.
    19. To exit the form, type [control q] or click on the Exit icon in the toolbar or Right Click-Exit.

    Jumping from FGIBDSR to FGITRND Detail Transaction Activity

    While using FGIBDSR (see above), you can view detail transaction activity via FGITRND. You can view transactions which make up any amount in FGIBDSR’s Adj Budget, YTD Activity or Commitment columns
    Note: When you query on non-data enterable codes, you cannot view transaction detail, because that detail is linked to the data enterable code, not the summary code.

    1. In the lower block of FGIBDSR, in any of the three columns (Adj Budget, YTD Activity, Commitment), click on the amount for which you need further detail.
    2. Go to Menu-Options-FGITRND (Transaction Detail Information) or Right Click-FGITRND.
    3. You may scroll through the transactions using the vertical scrollbar, [page up] and [page down] keys, or <up arrow> <down arrow> arrow keys. Additional fields in each record can be accessed by using the horizontal scrollbar.
    4. To return to FGIBDSR, type [control q] or click on the Exit icon in the toolbar or Right Click-Exit.

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  • Known Issues - FGIBDST - Organization Budget Status

    FGIBDST-Organization Budget Status

    Drilling down from FGIBDST to FGITRND displays incorrect transactions: When drilling down to FGITRND from the FGIBDST detail block, sometimes transactions that are not related to the query criteria will display. This normally happens when navigating directly to FGIBDST after performing queries in FGITBSR.

    Workaround

    Exit FGITRND, roll-back in FGIBDST and execute query again. FGITRND will display correct results. Or, use separate Banner sessions for FGITBSR and FGIBDST queries.


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  • Known Issues - FGITBSR - Trial Balance Summary

    FGITBSR-Trial Balance Summary

    Function keys ('F' keys) in FGITBSR are not disabled in detail block: FGITBSR allows execution of keys such as F4 (duplicate previous row), F6 (insert row) or Shift + F6 (delete row).

    Workaround

    If you accidently hit these keys when in the detail block and your data view changes, rollback to the header block and re-query. Correct results will then display in the detail block.

     


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  • Creating a Purchase Order FPAPURR (Part 1)

    Note: Certain users (primarily from the Purchasing Department) will use FPAPURR after completing the process of assigning requisition line items to purchase order numbers using FPAPOAS, primarily for Blanket and Subaward purchase orders.

    Banner Tip: Purchase order numbers are of the form Pxxxxxxx where P is the only letter. Often a leading zero can be mistaken for an o. Beware!

    Document Information

    1. In the Go to... field on the Banner Menu Form, type FPAPURR <return>.
    2. In FPAPURR, you will see the cursor in PURCHASE ORDER field. To begin a new PO, type <return> and NEXT will default. If you are working on an incomplete PO#, enter the PO# and skip to step 3.
    3. Type [control page down] Next Block to the Document Information block. The BLANKET ORDER field is not used and should remain blank.
    4. The cursor will appear in the ORDER TYPE field, and defaults to Regular. Do not change the default value.
      IMPORTANT: The DOCUMENT LEVEL ACCOUNTING checkbox in the upper right corner of the form should be left alone until you reach Commodity / Accounting Step 7 below.

       

    5. <TAB> to ORDER DATE. Defaults to current date, but date may be overridden (dd-mmm-yyyy).
    6. <TAB> to TRANSACTION DATE. Defaults to current date, but date may be overridden (dd-mmm-yyyy).
    7. <TAB> to DELIVERY DATE. Enter a date at least one day greater than TRANSACTION DATE (dd-mmm-yyyy).
    8. <TAB> to COMMENTS. May be entered directly. The 30 character comments field contains information to assist the buyer.
    9. <TAB> to BUYER. Enter your Buyer Code . Click on the Search Icon or use [F9] List function to locate a buyer code and assign PO to a buyer.
    10. Type [control page down] Next Block, Right Click - Requester/Delivery Information, or click on the Requester/Delivery Information tab to go to the Purchase Order Entry: Requester/Delivery Information block.

    Requester/Delivery Information

    1. You will see the cursor in the REQUESTER field. This will default from your Banner userid. (Alternately, you can enter the name of the person requesting the purchase, if different than default. You will then need to enter the alternate requester's Org, Email, Phone and Fax information by tabbing to each field. See below for specific steps.)
    2. <TAB> to CHART OF ACCOUNTS (COA). This field will default to COA# X. Do NOT change or delete this value

       

    3. <TAB> to ORGANIZATION. Enter Organization# if different than default. If unknown, query the organization file: Click on the Search icon or type [F9] List Field Values and retrieve your Organization#.
    4. <TAB> to EMAIL. Enter requester’s email address if different than default. Optional field.
    5. <TAB> to PHONE. Enter requester’s phone number if different than default. Optional field.
    6. <TAB> to FAX. Enter requester’s fax number if different than default. Optional field.
    7. <TAB> to SHIP TO. “Ship To” address and phone information defaults from requisition. Enter a different ship-to code, as appropriate, or query for one by clicking on the Search icon or typing [F9] List of Values and following the query process. PO needs to reference the address where the vendor will ship the merchandise. Whatever is in this field will print on the PO, beginning with the 1st address line, with a total of five lines, including the ATTENTION TO field contents.
    8. <TAB> to ATTENTION TO. Defaults from Ship To code. If no default, enter name of contact person for delivery. Required field. This field typically prints on the PO. Enter a [.] if no printout is desired.
    9. Type [control page down] Next Block, Right Click - Vendor Information, or click on the Vendor Information tab to go to the Purchase Order Entry: Vendor Information block.

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  • Creating a Purchase Order FPAPURR (Part 2)

    Vendor

    1. You will see the cursor in the VENDOR field. This field will be blank. You MUST enter a vendor to continue with the PO. Either enter Vendor ID# or query the vendor file: Type [F9] List Field Values (see Query Techniques) and retrieve your vendor.
    2. Once a vendor has been chosen, the address will default. Check the address for accuracy. The Address Type field's Search icon may be used if a different address is needed. Clicking the Search icon or typing [F9] List of Values takes users to the Address Information Query Form: FOQADDR. Double click on the Address Type field of the address needed to return to FPAPURR.
    3. <TAB> to Attn 1 field. If no default value, enter the name of a vendor contact person. Optional field. The contact name will print on the PO if space allows (a total of 5 lines print on the PO.)
    4. <TAB> to Attn 2. Enter additional information associated with contact person. Optional field.
    5. <TAB> to DISCOUNT CODE. Accept default or click on the Search icon or use [F9] List function to choose a different code.
    6. Cursor appears in FOB CODE field. FOBs alert A/P to freight invoices. Change the code as needed. You can use [F9] List or click on the FOB search icon to see possible codes.
    7. <TAB> to TAX GROUP. Will default to CRUZ tax rate. If changed, all commodities will have changed tax rates. (If this field value is changed after commodities are entered, you must tab through the commodity fields to update the tax code and tax amounts.)
    8. <TAB> to CLASS CODE. This is an optional field.
    9. <TAB> to CARRIER. This is an optional field.

       

    Text Entry: FOAPOXT

    Use Document text to add your name, department, contact information and additional information, including clauses, schedules, delivery contact information, etc. to your Purchase Order.

    1. From FPAPURR, select Document Text [FOAPOXT] from the Options Menu, or Right-Click Document Text. The system will go to FOAPOXT: Procurement Text Entry Form. Document text entered here will print before the first line item of your requisition.
      Tip: All lines in the FOAPOXT text screen must have line numbers. If you want blank lines, you must enter line numbers for them. Type <TAB> Next Field until you get to the LINE field and enter a sequential line number.

       

    2. Entering Text: Begin typing your message. Use <down arrow> Next Record or click on subsequent lines to add more text. (Navigation and editing with the mouse behave much like they do in word processing programs, except that no wrapping occurs. Users may click directly in the field where they wish to enter data.)
    3. You can insert lines of text between existing lines by entering the text, tabbing to the line field, and entering a number that places the text where you want it sequentially relative to the line numbers already defined. To insert a blank line, arrow down to a new line, tab to the LINE field and enter a number that places your blank line in the position you desire relative to the already-defined line numbers. To change the order of lines of text, tab to the line field and change the number of the line so it will be in the desired sequence. Type [F10] Save, click on the Save icon, or Right Click - Save to save your text.
    4. To add a clause that is modifiable, key [shift F7] Rollback, click on the Rollback icon or Right Click - Rollback. The cursor will appear in the CLAUSE field.Type [F9] List Field Values and choose appropriate clauses as needed. Type [F6] Insert Record to add the clause to your document text. Then modify the clause as needed.
    5. To insert a non-modifiable clause that will appear on the printed PO but will not appear in FOAPOXT, <TAB> Next Field to the CLAUSE field and type [F9] List Field Values and choose appropriate clauses as needed. Type [shift F3] Exit with Value to add the clause to your document text.
      Note: If there are clauses that you use regularly and want to have available to you in Banner, contact Purchasing and they can create them for you.
    6. Each time you add text and click the Save icon in the toolbar, the record count in the status line gets updated. From FOAPOXT, to delete a line of text you have saved but no longer want, type [shift F6] Delete Record while the cursor is in that line of text. When you type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, Banner asks if you want to save the changes you have made. Click on Yes to save and return to FPAPURR. Banner places a check in the Document Text field (in the top right corner).
    7. From FPAPURR, you can review your Purchase Order text by selecting Document Text [FOAPOXT] from the Options Menu, or Right-Click Document Text. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, to exit FOAPOXT and return to FPAPURR.
    8. Type [control page down] Next Block, Right Click - Commodity/Accounting Information, or click on the Commodity/Accounting Information option to go to the Purchase Order Entry: Commodity/Accounting block.

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  • Creating a Purchase Order FPAPURR (Part 3)

    Commodity/Accounting

    1. Cursor appears in COMMODITY field. Leave blank if not using a UCSC-defined commodity. If using UCSC-defined commodity, enter Commodity Code (use [F9] List or click on the Commodity Code search icon to see possible codes).
    2. <TAB> to the DESCRIPTION field. If a Commodity Code was used, associated description will default.This description can be over-written. If no default entry, enter a detailed description of item, starting with a descriptive noun. You may include catalog #. Use at most 50 characters. Additional information may be added as Line Item Text (see Step 11 below.)
    3. <TAB> to U/M. Enter Unit of Measure code. Type [F9] List Field Values, or click on the U/M search icon to look up and retrieve your unit of measure.
    4. <TAB> to TAX GROUP. Defaults to CRUZ tax rate. Overwrite as necessary. To search, click on the Search icon or enter F9. Highlight your selection and click OK or double-click on your selection.
    5. <TAB> to QUANTITY. Enter number of items desired. The QUANTITY field is not available on standing orders.
    6. <TAB> to UNIT PRICE. Enter price per unit. Decimal only required for cents.

       

    7. DOCUMENT LEVEL ACCOUNTING box, located in upper right portion of Commodity Block, is checked as default. To create a COMMODITY LEVEL PURCHASE ORDER, uncheck this box, which will assign accounting records to specific commodities.
    8. <TAB> to ADDITIONAL. Enter any additional charges. Zero defaults if you add no amount here.
    9. To add text about a commodity (aka item), select Item Text [FOAPOXT] from the Options Menu, or Right-Click Item Text. The system will go to FOAPOXT: Procurement Text Entry Form. If you are ordering inventorial equipment, this is where you can add more detail to your commodity description.
      After adding text, type [F10] Save, click on the Save icon, or Right Click - Save.. System will send message “Transaction complete — record added and saved.” (For text entry directions, see Text Entry: FOAPOXT, step 16 i-vi.) Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, to exit FOAPOXT and return to FPAPURR. The system will check the Item Text checkbox for this commodity.
      Note: Commodities Text is unused, so ignore the Commodity Text option.
    10. To add additional commodities, type [down arrow] Next Record to move to an another commodity record and repeat steps 1 through 11 above. The ITEM field specifies how many commodities are on this PO, and specifies which commodity you are currently viewing.
    11. Type [control page down] Next Block to go to the Accounting block (FOAPAL).

    Accounting Block

    Important: If the Suspense field is checked by Banner, check your information for accuracy. You may select View Items in Suspense from the Options menu, or Right Click - View Items in Suspense to find out what part of the PO caused the suspense condition. Tab through the fields of that item or FOAPAL sequentially and Banner will typically reset the suspense flag.

    1. Cursor appears in the COA field. Accept default.
    2. <TAB>. Fiscal Year Code FY will default, and cursor will move to INDEX. Leave blank.
    3. <TAB> to FUND. Enter a Fund code or type [F9] List Field Values to lookup and retrieve your Fund code.
    4. <TAB> to ORGN. Defaults from header block. (Can be over-written with different org codes.)
    5. <TAB> to ACCT. Enter an account code or type [F9] List Field Values to lookup and retrieve your account code.
    6. <TAB> to PROG. Defaults from the Organization Code.
    7. <TAB> to ACTV. Field is optional. If desired, enter activity code or type [F9] List Field Values to lookup and retrieve your activity code.
    8. <TAB> to LOCN. The Location Code field is only used by Plant Accounting and Physical Planning & Construction in conjunction with Plant Funds to denote the building for which the corresponding transaction is being posted. All other users should always leave this field blank.
    9. <TAB> to PROJ. This field is currently not used at UCSC. Leave blank.
    10. <TAB> to EXTENDED field (%). Leave blank for 100% of the amount to be applied to this FOAPAL. If you provide more than one FOAPAL, you must specify the division that is appropriate by specifying either percentages or dollar amounts.
      To specify percentages, click on the EXTENDED (%) checkbox.
      To specify dollar amounts, leave the EXTENDED (%) box unchecked.
      Remember, when DOCUMENT LEVEL ACCOUNTING is checked, the distribution you supply applies to all commodities combined.
    11. <TAB> to USD AMOUNT. (NOTE: If EXTENDED (%) is checked, cursor will automatically move to USD AMOUNT field.) Fill in either a percentage (if you checked the EXTENDED (%) checkbox in step 10), or else enter the dollar amount to be associated with this FOAPAL.
    12. If the PO is to be split over 2 or more FOAPALs, type <down arrow> to move to next ACCOUNTING DATA record. Proceed with steps 1-11 above.
      Note: If the cost of the commodities is shared among multiple FOAPALs, then Banner checks the Distribute checkbox located in the Commodity block after the FOAPALs are entered.
    13. If you change the $ amount(s) for commodities after you have entered your commodities and FOAPALs, the default is for Banner to distribute the new $ amounts as defined when the FOAPALs were entered.
      To manually distribute changes in the $ amounts for commodities, uncheck the Distribute option by clicking on the Distribute checkbox. Then go to the FOAPAL block and make changes to the amount(s) as appropriate. The REMAINING COMMODITY AMOUNT field in the FOAPAL block specifies the $ amount that needs to be distributed.
      Tip: Tax will be calculated on every account sequence by the percentage specified. (Banner calculates the percentages if you specify amounts.)
      Note: From anywhere in the accounting data block (FOAPAL), you can review a summary screen of the account sequences by selecting Review Accounting Information (FOICACT) from the Options menu, or Right Clicking - Review Accounting Information. System will jump to FOICACT: Commodities and Accounting for Review Query Form. After you complete your review, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, to exit FOICACT and return to FPAPURR.
    14. Once you have completed your accounting distribution, type [control page down] Next Block or click on the Balancing/Completion tab to move to the Balancing/Completion block.

    Balancing/Completion

    1. Click on the Complete button if your Purchase Order Form is complete and you want it to go to posting/approvals. Otherwise, click on the In Process button to save your changes. The form will roll back to the FPAPURR entry page, permitting you to open an existing In Process Purchase Order or to create a new PO if desired, by following steps beginning with Document Information Step 2 above.
    2. To exit FPAPURR and return to the Banner Menu Form, click on the Exit icon or Right Click - Exit.

       

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  • Copying a Purchase Order

    Important: The PO to be copied must be completed and posted.

    1. In the Go to... field on the Banner Menu Form, type FPAPURR. Type <return>.
    2. You will see the cursor in the PURCHASE ORDER field. <TAB> to the Copy icon. The word NEXT will default into the Purchase Order field.
    3. Click on the Copy icon or press your Space Bar. A Copy dialog will appear. Enter the Purchase Order Number for the PO to be copied. <TAB> and the vendor info defaults from the PO specified. Click on OK.

       

    4. Banner will assign a PO number and will copy the data from the PO you specified. You may then edit the fields as you would for any new purchase order.

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  • Deleting a Purchase Order FPAPDEL

    ​Use this process to delete a Purchase Order that has been created, completed, and approved.
    Note: You can delete any document BEFORE it is completed by typing [shift F6] Delete Record twice.
    Important: You cannot cancel a purchase order that has an activity associated with it, such as a Change Order, Receiver, or Payment. You must delete Change Orders before deleting Purchase Orders. Activity associated with a document can be viewed using FOIDOCH. See Reviewing Document History .

    1. In the Go to... field on the Banner Menu Form, type FPAPDEL. Type <return>.
    2. You will see the cursor in the Purchase Order field. Enter the purchase order number that you need to cancel.
    3. Type [control page down] Next Block to view vendor information and dollar amounts for the PO.

       

    4. Type [control page down] Next Block, select Access Cancel Date from the Options menu, click on the Cancel Date tab, or Right Click - Access Cancel Date. The Cancel Date will default to today’s date.

       

    5. Accept the Cancel Date, or change if necessary. Reason code is not required. If you wish to add additional text to the Purchase Order's existing document text to explain the cancellation, select Document Text [FOAPOXT] from the Options Menu, or Right-Click Document Text. After entering text, type [F10] Save, click on the Save icon, or Right Click - Save to save your text. To exit FOAPOXT and return to FPAPDEL, type [control q] Exit Screen, click on the Exit icon, or Right Click - Exit.
    6. To process the cancellation, click on the Make Cancellation Permanent button, or Right Click - Process Cancellation.
    7. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, to return to the main menu.

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  • Locating Open Purchase Orders FPIOPOF, FPIOPOV, FPIOPOB

    ​Purchase Order numbers can be found using three query forms in Banner:

    • FPIOPOF – Open Purchase Orders By FOAPAL
    • FPIOPOV – Open Purchase Orders By Vendor
    • FPIOPOB– Open Purchase Orders By Buyer

    An open purchase order is a PO which has not been liquidated by an invoice.

    FPIOPOF
    Open Purchase Orders By FOAPAL

    1. In the Go to... field on the Banner Menu Form, type FPIOPOF. Type <return>.
    2. You will see the cursor in the INDEX field. <TAB> Next Field to the FUND field and enter your Fund code. To query for Fund codes, type [F9] List.
    3. Add any other search limitations such as ORGN, ACCT, PROG, or ACTIVITY by typing <TAB> Next Field to the appropriate field and entering the code.
    4. Type [control page down] Next Block.
    5. You may scroll through the records by using <up arrow>/<down arrow> up/down arrow keys.
    6. If you want to see a summary of all commodities for a particular PO, select View Commodities [FOICOMM] from the Options Menu, or Right-Click View Commodities. The system will go to FOICOMM: View Commodities form.
    7. To return from FOICOMM to FPIOPOF, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit.
    8. To enter another query, type [shift F7] Clear Form Rollback or click on the Rollback iconin the toolbar.
    9. To exit FPIOPOF and return to the Banner Menu Form, click on the Exit icon or Right Click - Exit.

       

    FPIOPOV
    Open Purchase Orders By Vendor

    1. In the Go to... field on the Banner Menu Form, type FPIOPOV. Type <return>.
    2. You will see the cursor in the VENDOR Field. Enter vendor code. To query for vendor codes, type [F9] List (see Query Techniques).
    3. <TAB> to the Status buttons. PO STATUS defaults to Open. Change if necessary.
    4. <TAB> to Fiscal Year field. Current Fiscal Year will default.
    5. <TAB> to COA field. Default value X will appear. Do not change this value.
    6. <TAB> to Organization field. LEAVE THIS FIELD BLANK. You currently cannot search for open POs by Organization Code in FPIOPOV.
    7. Type [control page down] Next Block. Your query results, if any, will appear.

       

      NOTE: Occasionally, querying a heavily-used vendor (Apple Computer, Fisher Scientific, etc) in FPIOPOV will cause the form to work incorrectly. The following message may appear:


      If you encounter this situation in FPIOPOV, do the following:
      1. Click OK on the "FRM-40106: No navigable items" window.
      2. After the window closes, several buttons will appear on a blank screen. Do not click on any of the buttons.
      3. Type [shift F7] Clear Form Rollback or click on the Rollback icon in the toolbar.
      4. Re-run your original query per steps 2-7 above.
        Typically, re-running FPIOPOV after encountering this error will produce successful query results.
    8. You may scroll through the records by using <up arrow>/<down arrow> up/down arrow keys.
    9. If you want to see the detail for a particular PO, type [F9] List Values, select Query Purchase Order Information [FPIPURR] from the options menu, or Right Click - Query Purchase Order Information. The system will jump to FPIPURR. In FPIPURR, type [control page down] Next Record to view info about the PO.
    10. To return from FPIPURR to FPIOPOV, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit.
    11. If you want to see commodity information from the selected PO, select View Commodities [FOICOMM] from the Options Menu, or Right-Click View Commodities. The system will go to FOICOMM: View Commodities form.
    12. To return from FOICOMM to FPIOPOV, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit.
    13. From FPIOPOV, to enter a new query, type [shift F7] Clear Form Rollback or click on the Rollback icon in the toolbar.
      NOTE: The COA value X is not maintained when you rollback after a previous query. You must renter the COA value after every rollback. If you try to query without the COA value X, your query will result in no records returned.
    14. To exit FPIOPOV and return to the Banner Menu Form, click on the Exit icon or Right Click - Exit.

    FPIOPOB
    Open Purchase Orders By Buyer and Status

    1. In the Go to... field on the Banner Menu Form, type FPIOPOB. Type <return>.
    2. You will see the cursor in the BUYER Field. Enter Buyer code. [F9] List Field Values is available.
    3. Type [control page down] Next Block.
    4. You may scroll through the records by using <up arrow>/<down arrow> up/down arrow keys or page up/page down, or you may perform a search for a specific PO.
    5. If you want to see the detail for a particular PO, type [F9] List Values, select Query Purchase Order Information [FPIPURR] from the options menu, or Right Click - Query Purchase Order Information. The system will jump to FPIPURR. In FPIPURR, type [control page down] Next Record to view info about the PO.
    6. To return from FPIPURR to FPIOPOB, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit.
    7. If you want to see commodity information from the selected PO, select View Commodities [FOICOMM] from the Options Menu, or Right-Click View Commodities. The system will go to FOICOMM: View Commodities form.
    8. To return from FOICOMM to FPIOPOB, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit.
    9. From FPIOPOB, to enter a new PO query, type [shift F7] Clear Form Rollback or click on the Rollback icon in the toolbar and repeat the above steps.
    10. To exit FPIOPOB and return to the Banner Menu Form, click on the Exit icon or Right Click - Exit.

       

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  • Printing a Purchase Order FPAPORD

    Note: Certain users (primarily from the Purchasing Department) will use FPAPORD to print specific purchase orders or change orders directly from Banner FIS. All other POs will be printed directly from the CruzBuy system.

    1. In the Go to... field on any Banner menu, type FPAPORD <return>. Banner will route you to GJAPCTL Process Parameter Entry Form where you can specify what PO you want to print. GJAPCTL is sometimes referred to as the job submission form.
    2. You will see the cursor in the PROCESS field. FPAPORD defaults.
    3. Type [control page down] Next Block. You will see the cursor in the PRINTER field. You can type [F9] List to access your office's printer code, or you may type your printer code directly. You can have your printer code default into GJAPCTL, FPAPORD, or any other Job Submission form by sending an email request to fis_probs@ucsc.edu.
    4. Once you select the printer, the SPECIAL PRINT field defaults to purchorder. Do not change. The Lines and Submit Time fields should remain blank.
    5. Type [control page down] Next Block to specify your Parameter Values. Cursor will first appear in Number Field 01. Do not change or delete.
    6. <TAB> Next Field to the VALUES field and type the number of the purchase order you want to print.
    7. Type <down arrow> Next Record, to the Buyer Code block and then go to the VALUES field for Buyers. Always specify the buyer code associated with the PO you want to print.
    8. Type <down arrow> Next Record to go to the STATUS field. Accept the default of C to print the current purchase order. Alternatively, you can specify O (the letter) to print a copy of the original purchase order when you have created change orders against a purchase.
    9. Type <down arrow> Next Record to go to the Purchase Order Print Option field. Accept the default of B to print the current purchase order.
    10. Type <down arrow> Next Record to go to the Include E-Procurement POs? field. Accept the default of Y to print the current purchase order.
    11. Type [control page down] Next Block to the Submission Block. Defaults to Submit.Type [F10] Commit, click on the Save icon in the toolbar, or Right Click - Save to submit your job to the specified printer.
    12. When you have printed all jobs you need to print at this time, click on the Exit icon or Right Click - Exit to return to the Banner Menu Form.

       

      Note: If your PO is not completed or approved, you will see a DRAFT watermark superimposed across each page. If your PO is closed, you will see a CLOSED watermark superimposed across each page.

      OPEN Purchase Order

       

      DRAFT Printed Purchase Order




      CLOSED Printed Purchase Order

       

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  • Known Issues - FYATELE (Telephone Form) replaced with FOAIDEN Telephone Tab

    Form FYATELE (used for querying on Vendor telephone numbers) has been retired as of the Banner 8.8 Upgrade. Procurement Services users should use the FOAIDEN form (Telephone Tab) to query. All other users who need to query a vendor telephone number should contact FIS by sending email to fis_probs@ucsc.edu.

     


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  • Approving Documents: Requisitions, POs, Invoices, and Credit Memos – FOIAINP & FOAUAPP

    ​You can use the forms described below to complete the approval process for documents:

    The first time you sign onto FIS Banner each day and go to any form, if you have any documents in your approval queue, the system will automatically go to FOIAINP Approvals Notification Form. This only happens the first time you sign on. If you choose not to enter the approval form at that time, FIS Banner will not prompt you to enter it again until you exit FIS Banner and sign on again. You can enter User Approval (FOAUAPP) any time from the Go To... field on the main menu screen.

     

    1. From FOIAINP, select User Approval (FOAUAPP) from the Option menu, or Right Click - User Approval and FIS Banner will route you to FOAUAPP.
    2. <TAB> Next Field to the DOCUMENT field and enter the document number if you want to approve a specific document and already have the document number. Leave blank to see all documents.
    3. <TAB> Next Field to the NEXT APPROVER field. The unchecked box defaults to view all documents in your queue and in queues below yours where others have the authority to approve the transaction. Check the box to view only documents where you are the next approver.
    4. Type [control page down] Next Block. Documents that need your approval will display a “Y” in the NEXT APPROVER field, indicating you are the next approver for this document. You can approve other transactions, but it is not necessary at this time, since they are also in another person’s queue to approve (the other person will have a “Y”).
      You will only receive FOIAINP Approvals Notification Form when you log into FIS Banner if you have transactions in your queue marked with a “Y”. Multiple users sharing the same queue can have the “Y” and approve the document.

       

    5. To view document detail, in FOAUAPP <TAB> Next Field past APPROVE and DISAPPROVE to DETAIL and type <return> or click on the Detail icon. Banner takes you to FOQPACT Purchase Order Approval Form, FOQRACT Requisition Approval Form, or FOQINVA Invoice/ Credit Memo Approval Form where you can view FOAPAL information. Use the arrow keys to scroll through commodity or FOAPAL records when there are multiple records.

       

    6. To view the entire document that you need to approve, select Query Document from the Option menu, or Right Click - Query Document, and Banner will take you to the query form for that type of document and fill in the document number. For example, if you are approving a requisition, the system will default to FPIREQN. If you are approving a purchase order, the system will default to FPIPURR. For an invoice or credit memo, the system will default to FYIINVE.
    7. To view the Commodity detail, select View Commodities (FOICOMM) from the Option menu, or Right Click - View Commodities.
    8. Accounting information may be viewed from FOICOMM by selecting Accounting Information (FOIACCT for POs, FAININV for invoices) from the Option menu, or Right Click - Accounting Information. Remember that you can use the arrow keys to scroll through commodity or FOAPAL records when you have multiple records.
    9. Type [control q] Exit Screen, click on the Exit icon, or Right Click - Exit to return to the approval detail form.
    10. Type [control q] Exit Screen, click on the Exit icon, or Right Click - Exit to return to FOAUAPP User Approval Form. Prior to approval, if you wish to view the document queue, <TAB> to the Queue icon and hit <return>, or click on the Queue icon. The system will go to FOAAINP Document Approval Form and FIS Banner will fill in the document number. Type [control page down] Next Block to view information for this document. The left side is queue information and the right side provides names of approvers in that queue.

       

    11. If you wish to approve the document at this time, in FOAAINP click on the Approve icon to approve or click on the Disapprove icon to disapprove. Making the approval here or in FOAUAPP performs the same function. If you disapprove a document, a “Document is disapproved” message automatically gets sent by FIS Banner to the user who created the document.You can type additional text into this message by typing in the text box. That user will then get a popup message on their screen if they have an open FIS Banner session, until they read the message and delete the record. All messages are accessible using the Message icon. See Using FIS Banner’s Messaging System GUAMESG.

       

    12. Type [control q] Exit Screen, click on the Exit icon, or Right Click - Exit when all approvals are complete to return to the Banner Menu Form.

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  • Approving Journal Vouchers FOQJVCD

    ​You can use the forms described below to complete the approval process for documents:

    The first time you sign onto FIS Banner each day and go to any form, if you have any documents in your approval queue, the system will automatically go to FOIAINP Approvals Notification Form. This only happens the first time you sign on. If you choose not to enter the approval form at that time, FIS Banner will not prompt you to enter it again until you exit FIS Banner and sign on again. You can enter User Approval (FOAUAPP) any time from the Go To... field on the main menu screen.

    1. From FOIAINP, select User Approval (FOAUAPP) from the Option menu, or Right Click - User Approval and FIS Banner will route you to FOAUAPP.

       

    2. <TAB> Next Field to the DOCUMENT field and enter the document number if you want to approve a specific document and already have the document number. Leave blank to see all documents.
    3. <TAB> Next Field to the NEXT APPROVER field. The unchecked box defaults to view all documents in your queue and in queues below yours where others have the authority to approve the transaction. Check the box to view only documents where you are the next approver.

       

    4. Type [control page down] Next Block. Documents that need your approval will display a “Y” in the NEXT APPROVER field, indicating you are the next approver for this document. You can approve other transactions, but it is not necessary at this time, since they are also in another person’s queue to approve (the other person will have a “Y”).
      You will only receive FOIAINP Approvals Notification Form when you log into FIS Banner if you have transactions in your queue marked with a “Y”. Multiple users sharing the same queue can have the “Y” and approve the document.
    5. To view document detail, in FOAUAPP <TAB> Next Field past APPROVE and DISAPPROVE to DETAIL and type <return> or click on the Detail icon. FIS Banner takes you to FOQJVCD Journal Voucher Approval Form, where you can view FOAPAL information. Use the arrow keys to scroll through FOAPAL records when there are multiple records.

       

    6. To view Journal Voucher text, select Text Information (FOATEXT) from the Option menu, or Right Click - Text Information.
      Important: The text should at least contain answers to the questions who, what, and why.
    7. Type [control q] Exit Screen, click on the Exit icon, or Right Click - Exit to return to the approval detail form.
    8. Type [control q] Exit Screen, click on the Exit icon , or Right Click - Exit to return to FOAUAPP User Approval Form. Prior to approval, if you wish to view the document queue, <TAB> to the Queue icon and hit <return>, or click on the Queue icon. The system will go to FOAAINP Document Approval Form and FIS Banner will fill in the document number. Type [control page down] Next Block to view information for this document. The left side is queue information and the right side provides names of approvers in that queue.

       

    9. If you wish to approve the document at this time, in FOAAINP click on the Approve icon to approve or click on the Disapprove icon to disapprove. Making the approval here or in FOAUAPP performs the same function. If you disapprove a document, a “Document is disapproved” message automatically gets sent by FIS Banner to the user who created the document.You can type additional text into this message by typing in the text box. That user will then get a popup message on their screen if they have an open FIS Banner session, until they read the message and delete the record. You can access all messages by using the Message icon. See Using FIS Banner’s Messaging System GUAMESG

       

    10. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit when all approvals are complete to return to the Banner Menu Form.

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  • Document Approval History FOIAPPH

    ​FOIAPPH Document Approval History Form shows who has approved (or denied) a document, when, and at which level.

    1. In the Go To... field on the Banner Menu Form, type FOIAPPH. Type <return>.
    2. In the Document Code field, enter the number of the document you want to review.
    3. Enter [F8] Execute Query to display data. (A single document may go through multiple approvals. Arrow down to all displayed records as necessary.)
    4. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the Banner Menu Form.

       

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  • Querying Approval History FOIAPHT

    ​FOIAPHT Approval History Form allows the user to query approval history by Document Code, Document Type, Change Sequence, Queue ID, Queue Level, Approver’s ID, or Approve Date. This form is useful if you don't have a document code.

    1. In the Go To... field on the Banner Menu Form, type FOIAPHT. Type <return>.
    2. Enter information into Queue ID, Approver’s ID, Date, etc. as needed.
    3. Enter [F8] Execute Query to display data. Your result will display any documents containing your search criteria.
    4. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the Banner Menu Form.

       

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  • Document Self Denial / Query by User FOADOCU

    ​FOADOCU Document by User Form enables the user to display a list of documents originated by a specific user, and to "DENY" approval for a document, returning it to "incomplete" status. Use this feature to re-open documents and correct or delete them, instead of waiting for an approver to disapprove them. (Users can only deny their own documents.)
    This form cannot be used for Document Self-Denial if the user has implied approval.

    TO DENY A DOCUMENT

    1. In the Go To... field on the Banner Menu Form, type FOADOCU. Type <return>.
    2. Tab to the Document field and enter the number of the document you want to review. COA and Fiscal Year will default. If you don't know the document number, you can enter Document Type, Status and Activity Date range to narrow your search.
    3. Key [control pagedown] Next Block to display data.
    4. Click on the Deny Document Icon. A message "Document XXXXXXXX has been denied." appears in the Status/Hint Text field.
    5. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the Banner Menu Form.

       

    TO QUERY DOCUMENTS BY USER

    1. In the Go To... field on the Banner Menu Form, type FOADOCU. Type <return>. In the ORIGINAL USER ID field, your ID will default.
    2. <TAB> to COA. X defaults as the value for the Chart of Accounts field.
    3. <TAB> to FISCAL YEAR. The current fiscal year defaults.
    4. <TAB> to TYPE. Enter REQ, PO, INV, ENC, JV or leave blank to see all documents.
    5. <TAB> to DOCUMENT. Enter the document number, or partial number using wildcards (%), or leave blank for all (example: R000%).
    6. <TAB> to STATUS. Select using the pull-down menu, or leave blank to see all.
    7. <TAB> to ACTIVITY DATE FROM and TO fields. Provide lower and/or upper bounds of date range of interest, or leave blank to see all.
    8. Key [control pagedown] Next Block to display data.
    9. Select Approval History [FOIAPPH] from the Options Menu, or Right-Click Options-Approval History to see the approval history for a particular document.
    10. Select Document History [FOIDOCH] from the Options Menu, or Right-Click Options-Document History to see the history for a particular document.
    11. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the Banner Menu Form.

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  • Receiving Goods FPARCVD

    Use the process described below to receive and receipt materials purchased.

    1. The recipient confirms that the delivery address is correct.
    2. The recipient verifies that the number of items delivered is the same number of items as listed on the carrier’s paperwork.
      • If there is visible damage on a package
        Either refuse delivery of the package or note the condition of the package in writing on the carrier’s paperwork.
    3. The recipient signs the carrier’s delivery paperwork.
    4. Remove the packing slip and verify that the package contents match the packing list.
      • If items are damaged inside a damaged package
        Note damage on the packing list, notify the carrier of damaged goods, and request an inspection report. Save all packing materials and boxes.
        Note: For damaged goods: An inspector will check packaging, write a report, and recommend reimbursement of costs if it is clear that the carrier is at fault. The carrier may choose not to send out an inspector, but will obtain information on the cost of the damaged goods and issue a refund check for the cost of the goods.
      • If items are damaged inside an intact package
        If packing list has already been entered on-line, contact your buyer and inform her/him of the damage, otherwise, note the damaged items on the packing list. The buyer contacts the vendor and makes arrangements to return item(s) and/or receive replacement item(s).
    5. Sign and date the packing list acknowledging receipt of items.

    Receiving Items On-Line FPARCVD
    Note: The form FPARCVD Receiving Goods Form is referred to as a receiver.

    1. In the Go To... field of the Banner Menu Form, type FPARCVD. Type <return>.
    2. You will see the cursor in the RECEIVER DOCUMENT CODE field. NEXT defaults, or to resume work on an uncompleted receiver, enter the receiver number.

       

    3. Type [control page down] Next Block to go to the Receiving Header block. You will see the cursor in the RECEIVING METHOD field. This field describes the method by which the goods came to campus, e.g. U.S. Mail, FEDEX, UPS, etc. Either type the appropriate code, double click in the field, or type [F9] List (see Query Techniques)and select a receiving method. This field is optional.
    4. <TAB> Next Field to the CARRIER field. Enter your carrier code (e.g. @00000029 for Air-Sea Forwarders.) Either type the appropriate code, click on the arrow icon, or type [F9] List. This field is optional
    5. <TAB> Next Field to DATE RECEIVED field. Today’s date will default.
    6. To enter header text, select View Receiving Text [FOATEXT] from the Options Menu, or Right-Click Options-View Receiving Text. The system will go to FOATEXT General Text Entry Form. Include your name, phone #, and any text messages. Refer to Text Entry: FOATEXT to view detailed instructions for entering text in Banner. After entering text in FOATEXT, type [F10] Save, click on the Save icon, or Right Click - Save. Then type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the Receiving Form.

       

    7. Type [control page down] Next Block to go to the Packing Slip block.
    8. You MUST enter the Packing Slip number in the PACKING SLIP field.
    9. <TAB> Next Field to BILL OF LADING field and enter a number, if desired. This field is optional.
    10. Type [control page down] Next Block to the Purchase Order block to add the PO number.
    11. Enter the PO number. BUYER and VENDOR field values will be added from the PO.
    12. If you need to review PO information, you can type [shift F2] Count Query Hits or Select Count Hits from the Query Menu, and the system will go to FPIPURR Purchase/Blanket/Change Order Query Form, where you can peruse the information on your PO. Type [control page down] Next Block to navigate through the records for the PO. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FPARCVD Receiving Goods Form.
    13. You can select all items on the PO by clicking in the Options Menu on Receive All Purchase Order Items, or Right Click - Receive All Purchase Order Items.
      Or
      In the Options Menu, click on Select Purchase Order Items [FPCRCVP], or Right Click - Select Purchase Order Items and the system will jump to FPCRCVP Receiving Goods PO Item Selection Form. You can select all items on the PO by typing [spacebar] or clicking in the Receive All field. Alternatively, type [control page down] Next Block and then choose individual item(s) being received by typing [spacebar] or clicking in the ADD ITEM field for that commodity. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FPARCVD. You will be prompted to save your changes.

       

    14. Back in FPARCVD, type [control page down] Next Block to the Commodity block.
    15. <TAB> Next Field through fields to the QUANTITY RECEIVED CURRENT field and enter the quantity received.

       

    16. Type [control page down] Next Block, or Right Click - Access Completion to go to the Completion block, and click on the Complete icon to complete the document.

       

    If a damaged item(s) was received

    Important: Only use this procedure to reject an item at the time of receipt.

    1. Begin with steps 1-14 above.
    2. To reject a damaged item at the time of delivery, include the damaged item(s) in the QUANTITY RECEIVED CURRENT field. Then, in the QUANTITY REJECTED field, enter the number of items that were damaged. This will ensure that the invoice for the damaged items will not be paid.
    3. Click on the Receiving Text option and enter your notes about the damaged item being received, explaining why it is being rejected.
    4. Use the arrow keys to move through records, to record every line item being rejected.
    5. Type [control page down] Next Block, or Right Click - Access Completion to go to the Completion block, and click on the Complete icon to complete the document.

    Receiving Inventorial Items

    1. Either confirm that the serial number on the equipment matches the packing list serial number or add the equipment serial number to the packing list.
    2. Record the PO number from the packing list or address label.
    3. Forward the packing list to the Department/Division.
    4. Complete the procedure for Receiving Items On-Line, FPARCVD, above, with the following addition: while in the Receiving header block, go to the Options Menu and click on View Receiving Text [FOATEXT], or Right Click - View Receiving Text, and enter the serial number for each inventorial item being received.
      Note: Complete a Property Tag Follow-up Form and mail to Equipment Administration. Tags will then be mailed to the person specified on the form.

    To correct a Receiver completed in error
    Important: Receivers may not be cancelled or deleted once they are completed. You will need to adjust items by creating a new receiver.
    Complete steps 1-11 of Receiving Items On-Line FPARCVD above. Then continue with the steps described below.

    1. Choose to ADJUST ITEMS by either clicking on the field with the mouse or by typing [spacebar] while in the field.
    2. You can select all items on the PO by clicking in the Options Menu on Receive All Purchase Order Items, or Right Click - Receive All Purchase Order Items.
      Or
      In the Options Menu, click on Select Purchase Order Items [FPCRCVP], or Right Click - Select Purchase Order Items and the system will jump to FPCRCVP Receiving Goods PO Item Selection Form. You can select all items on the PO by typing [spacebar] or clicking in the Receive All field. Alternatively, type [control page down] Next Block and then choose individual item(s) being received by typing [spacebar] or clicking in the ADD ITEM field for that commodity. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FPARCVD. You will be prompted to save your changes.
    3. Type [control page down] Next Block to the Commodity block.
    4. <TAB> Next Field through fields to the QUANTITY RECEIVED ADJUSTMENT field and enter a negative adjustment to reduce the quantity received to date.

       

    5. Type [control page down] Next Block, or Right Click - Access Completion to go to the Completion block, and click on the Complete icon to complete the document.

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  • Returning Goods FPARTRN

    Use the process described below to return goods that are damaged or incorrect or that have been ordered in error, to the vendor.

    • The buyer contacts the vendor to arrange for the return of goods and to obtain a Return Authorization number.
    • The buyer, or another designated person in the Department/Division, completes a shipping memo that specifies either the shipping address for the return or states that the item is to be held for pickup. Refer to the Return Authorization number on the shipping memo.
      Important: If the item is to be shipped back to the vendor, it must be properly packaged. Include a copy of the shipping memo.
      Important: If the item you are returning has been invoiced, the invoice must be cancelled prior to completing the return. Alternatively, a credit memo can be issued.
    • If your unit handles their own shipping, arrange for the item and the shipping memo to get to the proper location.
      OR
    • When the vendor’s designated carrier picks up the item, obtain the driver’s signature on your copy of the shipping memo to document the transaction.

    1. In the Go To... field of the Banner Menu Form, type FPARTRN. Type <return>.
    2. Type NEXT in the RETURN CODE field and type <TAB> Next Field.
    3. Enter your Purchase Order Number in the PURCHASE ORDER CODE field.
    4. Type [control page down] Next Block. VENDOR information defaults from PO. You may only change the address if the address you are using exists in the Banner address table for this vendor. You use this form to document the return. It is NOT a shipping document, so the address need not accurately reflect the vendor’s address for the return shipment.
    5. Cursor is in the CARRIER field. This is an optional field. You may enter the name of the carrier who will be performing the shipment. You can use [F9] List function to access FTVCARR Carrier List Form and type [F10] Save when you find your carrier in the list.
    6. <TAB> through the ADDRESS TYPE and SEQUENCE NUMBER fields.
    7. <TAB> Next Field to BILL OF LADING field and enter your Bill of Lading number, if you are shipping the item(s) back via common carrier.

       

    8. To enter Document Text, select Document Text [FOATEXT] from the Options Menu, or Right-Click Options-Document Text. The system will go to FOATEXT General Text Entry Form. Include your name, phone #, and any text messages. Refer to Text Entry: FOATEXT to view detailed instructions for entering text in Banner. After entering text in FOATEXT, type [F10] Save, click on the Save icon, or Right Click - Save. Then type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the Returned Goods Form.
    9. To go to the Commodity Block, click on Options Menu -Returned Goods Information, Right Click - Returned Goods Information, or type [control page down] Next Block.
    10. Enter the PO Line Item Number in ITEM field, then <TAB> Next Field. The description will default from the PO, as will the quantity that has been received, rejected, or returned to date.
    11. <TAB> Next Field to the REASON field. Type [F9] List to lookup and retrieve your Reason Code. Highlight the correct Reason Code and click OK or hit the Return key.
    12. Enter the QUANTITY RETURNED.
    13. If you are returning more than one commodity, use the arrow down key to a new record to enter the next line item number.

       

    14. Type [F10] Save, click on the Save icon, or Right Click - Save. Then type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to complete the Return transaction and return to the Banner Menu Form.

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  • Receiver Queries FPIRCVD

    ​You can query on FPIRCVD Receiving Goods Query Form. The information you have provided on the FPARTRN Return Goods/Receiving Adjustment Form will be reflected in the counts provided.

    1. In the Go To... field of the Banner Menu Form, type FPIRCVD. Type <return>.

       

    2. Enter your RECEIVER DOCUMENT CODE and type [control page down] Next Block to view your receiver data.
      If you see a 'Y' in the Text Exists box of the Receiver Information or Packing Slip block, do the following to view the text:
      Go to Options - Receiver Text [FOATEXT] or Packing Slip Text [FOATEXT]; or Right Click - Receiver Text or Packing Slip Text.
    3. To view Commodity Information, type [control page down] twice, or Go to Options - Commodity Information, or Right Click - Commodity Information.
      Here you can view what commodities have been received, returned or rejected. If there are multiple commodities, use the scroll bar or the down arrow to view them.

       

    4. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the Banner Menu Form.

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  • Canceling FPARTRN (Returned Goods Form)

    ​Use the process described below to cancel Returned Goods Forms that have been created in error:

    If you accidentally create extra Return Goods Forms you can delete forms and start again.

    1. In the Go To... field of the Banner Menu Form, type FOIDOCH. Type <return>.
    2. You will see the cursor in the DOCUMENT TYPE field. Enter PO for purchase order.
    3. <TAB> to the DOCUMENT CODE field and enter the PO number.
    4. Type [control page down] Next Block. Documents associated with the PO you specify will be listed. Record the Return Code.

       

      Note: To review information on your receiver, go to Options - Receiver information [FPIRCVD] or Right Click - Receiver Information. See Receiver Queries.
    5. After viewing the PO History in FOIDOCH, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the Banner Menu Form.
    6. In the Go To... field of the Banner Menu Form, type FPARTRN. Type <return>.
    7. In FPARTRN you will see the cursor in the RETURN CODE field. Enter the Return Code you recorded in step 4. Key <TAB> and the purchase order number will be filled in by Banner.
    8. Type [control page down] Next Block.
    9. Type [shift F6] twice to delete all the information in the record. A dialog will provide the message “All Returned Goods records will be deleted.” Click OK to complete the process.

       

    10. You can repeat the process with any other Returned Goods records that you want to cancel by repeating the steps defined above.
      Note: Once you exit FOIDOCH and return, the Return Goods record that you deleted will no longer be listed.
    11. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the Banner Menu Form.

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  • Processing a Change Order FPACHAR (Part 1)

    Use this process to change a completed and approved purchase order — adding items, deleting items, or changing the line item cost, description, or quantity:

    Note: All Change Order Requests must originate via the CruzBuy system, regardless of PO origin (exceptions include departments currently not using CruzBuy).

    1. In the Go to... field on the Banner Menu Form, type FPACHAR <return>.

       

    2. Enter the number of the purchase order you need to change.
    3. <TAB> Next Field to CHANGE SEQUENCE NUMBER field and enter NEXT. If you have already started a change order, and it has not been completed, you will need to enter that sequence number. NEXT will only work when you are starting a new change order and all earlier change orders for this PO have already been completed, approved and posted.
    4. Type [control page down] Next Block.
    5. In FPACHAR, in the Change Order: Document Information block, you can change any information except the Purchase Order Type (Regular or Standing).
      Note: Origin field will say EPROCUREMENT for POs initiated via CruzBuy and Banner for POs initiared in FIS Banner. The Reference Number field only populates for CruzBuy POs and shows the draft CruzBuy PO number before it validates in FIS Banner.

       

    6. Type [control page down] Next Block to navigate to the Requester/Delivery Information screen. Change field values as needed.

       

    7. When any changes have been completed, type [control page down] Next Block to go to Change Order: Vendor.
    8. You can change any information except the vendor name. <TAB> Next Field to navigate through the Vendor Information, changing field values as needed.

       

    9. When any changes have been completed, type [control page down] Next Block and the system takes you to Purchase Order Item Selection Form: FPQCHAP, where current line items for the PO are listed.

       

    10. In FPQCHAP, the cursor is in the CHANGE ALL field. Type space bar or click on the field to choose to change all PO items for this change order.

      Important: Only choose CHANGE ALL the first time in FPQCHAP for a specific change order. If you need to return to FPQCHAP to select additional items, do not activate the CHANGE ALL field. Type [control page down] Next Block and add individual items to the change order, as described in step 10 below.

    11. To change only selected PO items on this change order, type [control page down] Next Block and <TAB> to the ADD field and select the specific line items to be changed by typing <SPACEBAR> or clicking with the mouse. To navigate between records use the arrow keys.
    12. Type [F10] Commit to save your changes.
    13. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FPACHAR. You may be asked if you want to save your changes. Click on yes. You may receive a message stating how many records have been saved.
    14. Back in FPACHAR, if you need to select additional commodity items from the PO for your change order, select Change Order Item Selection [FPQCHAP] from the Options menu, or Right-Click Change Order Item Selection , where remaining line items (if any) for the PO are listed. Select items as described in steps 10-12 above.

      Important: Do not use the CHANGE ALL option on a second pass in FPQCHAP. Type [control page down] Next Block and <TAB> to the Add field for the specific line item to be added to the change order.

    15. Back in FPACHAR in the Change Order: Commodity/Accounting block, <TAB> Next Field to navigate through the Commodity Information, changing field values as appropriate. For POs with multiple commodities, use the arrow keys to navigate through the records, making your changes. You may add and edit Line Item text by selecting Item Text [FOAPOXT] from the Options Menu, or Right-Clicking Item Text from the Commodity block for any commodity.

       

    16. When any changes, additions and deletions have been made to the commodities, type [control page down] Next Block to go to Change Order: Commodity/Accounting [FOAPAL]. Banner will automatically make changes to the Accounting sequences as specified in the percentage split on the original purchase order. Even if amounts were entered as dollar amounts, Banner will calculate the percentages for each accounting sequence and make changes accordingly.
    17. For Commodity Level Accounting (see Document Level versus Commodity Level Accounting) the commodity whose accounting info is being shown is highlighted. To access the accounting records for subsequent commodities, type [control page up] and then use the arrow keys to move between commodities. Then type [control page down] to view adjusted FOAPAL amounts.
    18. If new commodities were added in the Commodity block, type [control page down] Next Block from the new commodity record to go to the FOAPAL block and enter corresponding accounting information.
    19. Type [control page down] Next Block to advance to the Balancing/Completion page.

       

    20. If you are finished with your changes, click on the Complete icon. Click 'Yes' when you are prompted to save your changes.

      Important: the 'Save changes' dialog box must be acknowledged immediately after it appears, otherwise the Banner approval process can be impacted. Send email to fis_probs@ucsc.edu for questions.

      This completes the change order. Alternatively, if you wish to exit and return to your change order later, click on the In Process icon.
    21. Upon successful completion, the message “Document XXXXXXX sequence X completed and forwarded to the Approval process” will appear in the status bar at the bottom of the Banner screen.
    ​​
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  • Processing a Change Order FPACHAR (Part 2)

    Viewing Accounting Distributions

    1. From the FPACHAR Balancing/Completion Block, if you need to change any commodity amounts or wish to view the accounting sequences, select Commodity/Accounting Information from the Options menu, or Right-Click Commodity/Accounting Information.
    2. Type [control page down] Next Block to go to the FOAPAL block. Select Review Accounting Information [FOICACT] from the Options menu, or Right-Click Review Accounting Information. The system will jump to FOICACT Commodities and Accounting for Review Query Form. FOICACT is an inquiry-only form. You cannot make changes from here. If the original PO was created using document level accounting, this form will display “document accounting distribution” in the commodity field. If it was created using commodity level accounting, you will see the item number displayed along with the description of the item whose account sequences you are viewing. A commodity-level accounting example is shown below.

       

    3. View each commodity accounting sequence using the arrow keys to navigate between records. The Accounting Data List block of FOICACT is a view of the first nine accounting sequences. Use the arrow key to navigate to additional accounting sequences. Remember if commodity level accounting was used, there will be an accounting block for each commodity item.
      To exit FOICACT to the Accounting block of FPACHAR, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit.

    Changing an Existing Account Sequence

    Note: Complete the Change Order as described in Processing a Change Order, with the following steps included:

    1. You can NOT change field values for an existing FOAPAL. That is, you cannot enter values into existing accounting sequence fields. To change any field of an existing sequence, you must change the dollar value to zero, and replace it with a new accounting sequence. In the Change Order Accounting Block of FPACHAR, use the arrow keys to navigate to the existing account sequence you need to change. Navigate to the extended amount field and enter a 0.00 value. <TAB> Next Field to zero out the accounting column. This accounting sequence (FOAPAL) will continue to show.
    2. Type [F6] Insert Record to insert blank accounting sequence so you can enter your replacement FOAPAL.
    3. <TAB> Next Field to the EXTENDED field. Provide either a percentage distribution or the dollar amount.
      To provide a percentage, type <SPACEBAR> or click in the percent field and <TAB> to the EXTENDED USD field and enter the appropriate percentage.
      To provide the dollar amount to be charged to this accounting sequence, leave the % (Percent) field blank and <TAB> to the EXTENDED USD field and enter the dollar amount.

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  • Processing a Change Order FPACHAR (Part 3)

    Changing Accounting Distributions

    Note: Use this process when multiple FOAPALs are being charged. Either distribute $ amounts by percentage or byentering dollar amounts directly. Complete the Change Order as described in Processing a Change Order, through Step 17. Then follow the steps below to change accounting distributions.

    1. By percentage: In FPACHAR, in the Commodity/Accounting screen, in the FOAPAL block, to change an item’s percentages, check the % field by clicking with the mouse, or typing <SPACEBAR> while the cursor is in the percent field. <TAB> and then enter the new percentage amount in whole numbers (example: 80 for 80 percent and 20 for 20 percent).
      By $ amount: In FPACHAR, in the Commodity/Accounting screen, in the FOAPAL block, to manually change dollar amounts, make your calculations carefully, taking into consideration that sales tax is calculated on the extended amount. With the percentage checkbox blank, enter your amounts in the AMOUNT field (labelled USD). Navigate through accounting sequences (FOAPALs) using the arrow keys.
    2. To return to the commodity block from the accounting data block, type [control page up] Previous Block. To complete the change order type [control page down] Next Block to go to Balancing/Completion.
      Tip: If you are working with commodity level accounting, in the Commodity block, use your arrow key to go to the next commodity, then type [control page down] Next Block to go to that commodity’s accounting data block.

    Adding a Commodity Item

    Note: Use this process to add a new commodity item to a purchase order. Complete the Change Order as described in Processing a Change Order, through Step 12. Then follow the steps below to add commodities.

    1. From FPACHAR Commodity/Accounting block, with your cursor in the COMMODITY field, type down arrow <down arrow> to move to a blank record and then enter your new commodity.
    2. Enter Line Item text as needed by selecting Item Text [FOAPOXT] from the Options menu, or Right-Clicking Item Text from the commodity block.
    3. If you are using Document Level Accounting, the dollar amount will be distributed automatically by the percentage specified. If you are using commodity level accounting, type [control page down] Next Block and enter the accounting sequences and amount distribution for that commodity.

    Zeroing Out a Commodity Item

    Note: Use this process to zero out an existing commodity item from a purchase order. Complete the Change Order as described in Processing a Change Order, through Step 8. Then follow the steps below to delete commodities.

    1. From FPQCHAP, add the commodity to the change order form by navigating to the PO Commodity Info Block and checking the item(s) to be deleted. To return to FPACHAR from FPQCHAP, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit.
    2. From the Change Order Commodity Block, <TAB> Next Field to the TAX GROUP field and enter [NOTX] to ensure that any tax amount that had been applied gets reset to zero.
    3. <TAB> Next Field to the UNIT PRICE field and enter a 0.00 value. This will zero out all the extended costs. The item still exists, but has a zero dollar amount. Banner will automatically deduct the dollar amounts from the accounting sequences.
      Note: It may be necessary to enter [control page down] Next Block to cycle through each block in FPACHAR before you see the results of your changes in the Commodity of Accounting blocks.. Banner may distribute the change in dollar amounts. Sometimes, however, the system will provide the following message in the status bar: “Amounts for commodity items cannot be distributed automatically. Distribute manually.”
    4. Any dollar amounts needing to be distributed will be shown in the REMAINING COMMODITY AMOUNT field. <TAB> to the Extended amount fields and make the changes.

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  • Querying Change Orders FPIPURR

    ​Use this process to query a completed and approved purchase order, and any change orders that have been processed:

    1. In the Go To... field on the Banner Menu Form, type FPIPURR <return>.
    2. You will see the cursor in the Purchase Order field. Enter the purchase order number (including the P).
    3. <TAB> to CHANGE SEQUENCE NUMBER field. If you are querying a purchase order that has no change orders against it, leave this field blank. If you wish to view the resultant purchase order including any change orders against it, leave this field blank. If you wish to view only those changes made on a particular change order, enter the sequence number of the change order (i.e. 1). This will select only those items which have been changed on change order #1, and the TOTAL AMOUNT field will reflect the net amount of the change (which may be negative if the commodity amount was decreased), not the entire purchase order total. If you have entered changes to a purchase order, but would like to see the original purchase order only, type 0 in this field.
    4. Type [control page down] Next Block to view the purchase order Document Information. Note that completion and approval status are reflected here.
    5. If the DOCUMENT TEXT checkbox contains a check, you can review your Purchase Order text by selecting Document Text [FOAPOXT] from the Options Menu, or Right-Click Document Text. To exit FOAPOXT and return to FPIPURR, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit.

       

    6. Type [control page down] Next Block to view Requester/Delivery data

       

    7. Type [control page down] Next Block to view Vendor data.

       

    8. Type [control page down] Next Block to view Commodity/Accounting data. Commodity level funding is active if the Document Accounting checkbox is blank. See Document Level versus Commodity Level Accounting. For commodity level funding, if the Item Count total is greater than 1, you can use the arrow keys to view accounting records for each commodity.

       

    9. If the ITEM TEXT checkbox contains a check, you can review your Item text by selecting ItemText [FOAPOXT] from the Options Menu, or Right-Click Item Text. To exit FOAPOXT and return to FPIPURR, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit.
    10. After viewing commodities, type [control page down] Next Block to view Accounting Data. If the FOAPAL count is greater than 1, you can use the arrow keys to view each additional accounting record.
    11. From the FOAPAL block, to view accounting records by commodity, click on Options - Review Accounting Information [FOICACT], or Right Click - Review Accounting Information, to jump to FOICACT. After you complete your review, type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to exit and return to FPIPURR.
    12. Click on the Exit icon or type [control q] Exit Screen to return to FPIPURR.

       

    13. Type [control page down] Next Block to return to FPIPURR’s Document Information screen. To exit FPIPURR and return to the Banner Menu Form, click on the Exit icon or Right Click - Exit.

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  • Deleting a Change Order FPACDEL

    ​Use this process to delete a Change Order that has been created, completed, and approved:

    Important: To delete an incomplete change order, type [shift F6] Delete Record twice from the TRANSACTION DATE field. The system will notify you that the change order has been deleted.

    1. In the Go To... field on the Banner Menu Form, type FPACDEL <return>.
    2. You will see the cursor in the PURCHASE ORDER field. Enter the Purchase Order number you need to cancel or type [F9] List (see Query Techniques) and retrieve the purchase order number that you need to cancel.

       

    3. <TAB> Next Field to CHANGE SEQUENCE NUMBER field and enter the change order sequence number you need to cancel.
    4. Type [control page down] Next Block to view data about the PO you specified.
    5. Select Access Cancel Date from the Options menu, Right-Click Access Cancel Date, or click on the Cancel Date Tab. Cancel date will default to today’s date.

       

    6. Select Process Cancellation from the Options menu, Right-Click Process Cancellation, or click on the Make Cancellation Permanent icon to make the cancellation at all levels permanent. Status bar information at bottom of form will reflect records saved information.
      Note: UCSC currently does NOT require a Reason Code for cancellations, so please ignore this field. Use Document Text [FOAPOXT] if you need to document the reasons for your Change Order cancellation.
      Important: You MUST cancel the latest completed, approved, and posted Change Order first. You must delete Change Orders before deleting Purchase Orders. If there has been any activity, such as Receiving or Invoices, against the Change Order, you will NOT be able to cancel your Change Order. Instead, you will need to process an additional Change Order to make any necessary modifications.

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  • Printing a Change Order FPACORD

    1. In the Go To... field on the Banner Menu Form, type FPACORD. Type <return>. System will jump to GJAPCTL Process Submission Control Form with FPACORD Change Order Form Print specified for the process.
    2. You will see the cursor in the PROCESS field. FPACORD defaults.
    3. Type [control page down] Next Block. You will see the cursor in the PRINTER field. You can type [F9] List (see Query Techniques) to access your office's printer code, or you may type your printer code directly. You can have your printer code default into GJAPCTL, FPACORD, or any other Job Submission form by sending an email request to fis_probs@ucsc.edu.
    4. Once you select the printer, the SPECIAL PRINT field defaults to purchorder. Do not change. The Lines and Submit Time fields should remain blank.
    5. Type [control page down] Next Block to specify your change order parameters. Cursor will first appear in Number Field 01. Do not change or delete.
    6. <TAB> Next Field to Parameter Values and type the purchase order number whose change order(s) you want to print. Be careful to enter your PO number with a capital letter (usually P, B, or S).
    7. Type <down arrow> Next Record, to the CHANGE ORDER SEQUENCE field. You can either enter a change order sequence or leave the field blank to print all change order sequences for the purchase order number you specified.
    8. Type <down arrow> Next Record, to the Purchase Order Type field. Value defaults to A for all. You may enter either R for regular, or S for standing, alternatively.
    9. Type <down arrow> Next Record to go to the Include E-Procurement POs? field. Accept the default of N to print the current purchase order.
    10. Type [control page down] Next Block to the Submission Block. Defaults to Submit.Type [F10] Commit, click on the Save icon in the toolbar, or Right Click - Save to submit your job to the specified printer.
    11. When you have printed all jobs you need to print at this time, click on the Exit icon or Right Click - Exit to return to the Banner Menu Form.

       

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  • Known Issues - Change Order Address Inactivation

    Address Changes for Change Orders where original PO address has been inactivated.

    If the vendor address used on a Purchase Order has been inactivated since the PO was completed, FIS will display the following error:




    Work Around

    Click OK. The error message may reappear several times; continue to click OK until it does not reappear. The inactive address will clear from the form, and the cursor will be in either the Address Code or Sequence Number field (depending on which field caused the error message to occur).




    Click on the Search Arrow next to the box your cursor is in and it will take you to the Address Query screen FOQADDR.




    Arrow to the address you want to bring forward. Click on 'Select' Icon on the Toolbar to bring the information into the form.




     


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  • Known Issues - Change Order Address Query Error

    Error when using List of Values (F9) for Address Changes.

    If List of Values (F9) is used while in the Vendor Address Sequence number field, the list of available addresses will be displayed correctly. However, Exit with Value (Shift-F3) will cause the selected address to be returned to the FPACHAR form with an invalid value in the Address Sequence field, causing an error.





    Work Around

    Performing List of Values (F9) from the Address Code field rather than the Sequence Number field will avoid this problem. If the error does occur, delete the incorrect sequence number and type in a valid one. Once a valid sequence number has been entered, press Shift+Tab to move back to the Address Code field and perform List of Values again. If a valid sequence number cannot be found, exit FPACHAR (without saving changes), and restart the change order.


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  • Known Issues - Change Order Deletion Message

    "Save Changes" Message Box when Deleting a Change Order

    Under certain circumstances, deleting an incomplete change order (Shift-F6) will cause the following message to occur:




    Clicking ‘No’ will cause this message to appear. The change order will be deleted.




    Clicking ‘Yes’ will cause this message to appear. The change order will be deleted.




    Work Around

    None. Clicking either ‘Yes’ or ‘No’ will result in the change order deletion.


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  • Direct Payments General Policy Requirements

    ​Please refer to UCSC Financial Affair's Payment and Reimbursement Guide for information about Direct Payment Policy Requirements.


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  • Direct Pay Invoice FYAINVE

    ​A Direct Payment is used when a purchase order is not required.

    Note: Enter direct payments using FYAINVE. See Direct Payments – One-Time Vendors FYAINVE for one-time-vendor specific information.

    1. In the Go To... field of the Banner Menu Form, type FYAINVE. Type <return>.
    2. You will see the cursor in DOCUMENT # field. Defaults to NEXT, so Banner will automatically assign an invoice number.
    3. <TAB> Next Field to MULTIPLE field. Click or type <spacebar> to choose to pay multiple vendor invoices to the same vendor on the same Banner invoice document. See Multiple Invoice below for more information on processing multiple invoices from the same vendor on a single Direct Payment document.
    4. <TAB> Next Field. The field value defaults to Direct Pay.
    5. <TAB> Next Field to the VENDOR field. Enter the vendor number. If your vendor’s number is unknown, type [F9] List Field Values (see Query Techniques) and retrieve your vendor.
    6. Type [control page down] Next Block to transfer to the Invoice/Credit Memo Header block.

       

    7. Today’s date defaults in the INVOICE DATE field and in the TRANSACTION DATE field. Enter the invoice date that appears on the vendor’s invoice.
    8. <TAB> Next Field to the DOCUMENT LEVEL ACCTG field. Leave checked for Document Level Accounting. For Commodity Level Accounting uncheck by clicking on the field. See Document Level versus Commodity Level Accounting for information. Document Level Accounting enables you to assign account distributions to an invoice document in total.
      Use Commodity Level Accounting to assign account distributions to individual commodities, if necessary.
    9. <TAB> Next Field to the CHECK VENDOR field. Leave blank unless payee is different than invoice vendor. (This is used when the payment is for travel made on behalf of the traveler.)
    10. <TAB> Next Field to the ADDRESS CODE field. Accept default value.
    11. <TAB> Next Field to the SEQUENCE # field. Accept default value or type [F9] List Field Values and choose the appropriate address sequence number.
    12. <TAB> Next Field to the DISCOUNT CODE field. Value defaults for vendor chosen. You can type [F9] List Field Values and change the discount code.
    13. <TAB> Next Field to the PAYMENT DUE field. This field value determines when the check is printed. It is very important to enter a date that allows for early payment discount. Set the payment due date at least five days prior to the actual date that payment is due to the vendor.
    14. <TAB> Next Field to the BANK CODE field. OR defaults for Office of Record.
    15. <TAB> Next Field to the VENDOR INV # field and enter the number from the vendor’s invoice or the account number with month and year (15 characters maximum). This field prints on the remittance advice of the check. Vendor should be able to identify payment from this entry.
    16. <TAB> Next Field to the 1099 TAX ID field. If data defaults, verify that it is correct. Enter Tax ID number if invoice is for services and is tax reportable. When a 1099 Tax ID is entered, the 1099 VENDOR field defaults to checked, and an Additional Information block will be shown later (see step 23 below.)
    17. <TAB> Next Field to the CREDIT MEMO field. Leave blank unless your document is a credit.
    18. <TAB> Next Field through the AP REVIEW field. Review the 204 ON FILE field value and contact AP if the field value is N but the pay type requires a 204 on file.
    19. View the UCSC EMPLOYEE field. If field value is Y, review for a possible Conflict of Interest.
    20. Select Document Text [FOAPOXT] from the Options menu or Right Click - Document Text to enter document text in FOAPOXT. Document text must be added before completion of the invoice. Include your name, unit or department and phone number, for example jsmith/opers/95678. Include a full description of the charge, as well as instructions for check distribution. See Text Entry: FOAPOXT if you need detailed instructions for entering text and clauses. Click on the Save icon and then type [control q] Exit Screen, click on the Exit icon or Right Click - Exit in FOAPOXT to return to FYAINVE.
    21. If a single check per invoice (order) is required, select View Document Indicators from the Options menu, or Right Click - View Document Indicators. Click on the GROUPING arrow and select (1) Invoice per Check to select one check and then click on the Close button. (M) allows one check to pay multiple invoices; (1) requires a separate check to pay only this invoice.

       

    22. If there is no 1099 Tax ID number, skip steps 24-29.
    23. Type [control page down] Next Block. If the vendor has a 1099 Tax ID number (see step 16 above) Banner will transfer to the Additional Information block of FYAINVE.
    24. <TAB> through the TAX GROUP field. Value defaults to CRUZ. You may change this as needed.
    25. <TAB> through the CURRENCY field.
    26. <TAB> through the DISBURSING AGENT field.
    27. <TAB> to the INCOME TYPE field. When the 1099 field is checked, Banner expects an income type to be provided. Type [F9] List and choose the appropriate value. NC, for nonemployee compensation is commonly used.
    28. Leave Carrier Route, Delivery Point and Correction Digit fields blank. Then click on the Close button.

       

    29. Type [control page down] Next Block to transfer to the Commodity Info - Direct Pay/General Encumbrance block of FYAINVE.
    30. Write down your Banner document number.
    31. <TAB> Next Field to the DESCRIPTION field and enter commodity description. Note: This does not print on the check.
    32. <TAB> through the TAX GROUP field. Value defaults to CRUZ. You may change this as needed.
    33. <TAB> through the REVERSE CALC field.
    34. In the APPROVED AMOUNT field enter the total $ amount for the commodity.
    35. <TAB> Next Field to the ADDITIONAL field and enter the appropriate amount.
    36. <TAB> Next Field and the appropriate tax amount defaults.

       

    37. If you are entering more than one commodity, use the arrow keys to go to the next record. Repeat steps 31-36 for each commodity.
    38. Select Review Commodity Information [FOICOMM] from the Options menu or Right Click - Review Commodity Information to view your commodities in FOICOMM. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FYAINVE. Note that commodities will only appear on FOICOMM after you click on the Save icon in FYAINVE or use the arrow keys to go to another record.

       
       
    39. Type [control page down] Next Block , Right Click - Invoice Accounting Distribution to go to the Invoice Accounting Distribution block.
    40. Enter your FOAPAL in the appropriate fields.
    41. BANK field value will default to value entered in step 15 (header information.)
    42. <TAB> Next Field through INCOME TYPE field. Defaults from value entered in step 27.
    43. In the APPROVED % field, enter a P if you want to charge a percentage of the total to the entered FOAPAL. Then enter the percentage in the AMOUNT field. Alternatively, if you want payment made against only one FOAPAL, <TAB> through the % field and amounts will default.
    44. If you are charging multiple FOAPALS, enter the percentage or amount in the APPROVED AMOUNT field. Use the arrow down key to go to the next blank accounting sequence field, and insert the next FOAPAL and percentage or amount (repeat steps 41-44).
    45. <TAB> Next Field through NSF OVERRIDE field.
    46. Use the Arrow Down key [down arrow] as needed to enter additional accounting sequences.

       

    47. Type [control page down] Next Block to go to the Balancing/Completion block.
    48. Click on the Complete button if your invoice is complete and you want it to go to posting/approvals. Otherwise, click on the In Process button to save your changes. The form will roll back to the FYAINVE entry page, permitting you to open an existing In Process invoice or to create a new invoice if desired.
    49. If accounting errors exist, select Accounting Information from the Options menu, or Right Click - Accounting Information to go to the Accounting block to review and/or adjust entries. After corrections, repeat steps 48-49.
    50. Record the Banner Invoice Number on the appropriate form and retain all the backup documentation, including the original invoice.

       

      Special Case - Closed Accounting Periods: The accounting periods are closed at 5pm on the seventh working day of every month. All documents not approved must be disapproved and reset to incomplete status. This allows the transaction date to be changed to the current open period. After this date is changed, <TAB> through the fields and complete the document.

    Multiple Invoices - Direct Pay

    Use this process to pay MULTIPLE invoices from the same vendor on a single Direct Payment invoice document (Idoc).

    1. In the Go To... field of the Banner Menu Form, type FYAINVE. Type <return>.
    2. You will see the cursor in DOCUMENT # field. Defaults to NEXT, so Banner will automatically assign an invoice number.
    3. <TAB> Next Field to MULTIPLE field. Click or type <spacebar> to choose to pay multiple vendor invoices to the same vendor on the same Banner invoice document.


    4. Process via Steps 4-23 at the beginning of this section, then continue to Step 5 below. Note that "MULTIPLE" will default into the Vendor Invoice field.

       

    5. Type [control page down] Next Block to transfer to the FACICON Vendor Invoice Consolidation.
    6. The cursor will appear in the VENDOR INVOICE field. Enter the number from the vendor’s first invoice you wish to group with other invoices (15 characters maximum). This field prints on the remittance advice of the check. Vendor should be able to identify payment from this entry.
    7. <TAB> Next Field to the VENDOR INVOICE DATE. Value defaults to current date. You may change this as needed via DD-MON-YYYY format.
    8. Type [control page down] Next Block to the FACICON Commodity block. Cursor appears in Commodity field.
    9. <TAB> Next Field to the DESCRIPTION field and enter commodity description. Note: This does not print on the check.
    10. <TAB> Next Field to the APPROVED AMOUNT field and enter the total $ amount for the commodity.
    11. <TAB> Next Field to the ADDITIONAL field and enter the appropriate amount.
    12. <TAB> Next Field to the TAX GROUP field. Value defaults to CRUZ. You may change this as needed.

       

    13. If you are entering more than one commodity, use the [down arrow] Next Record key to go to the next record. Repeat steps 9-12 above for each commodity.
    14. To enter additional vendor invoices, type [control page up] Previous Block. Key [down arrow] Next Record, and repeat steps 6-13 above for each invoice.
    15. When all invoices and associated amounts have been entered into the FACICON Vendor Invoice Consolidation blocks, type [control page down] Next Block to transfer to the Invoice Accounting Distribution block. Process to completion via Steps 40-50.

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  • Direct Payments – One-Time Vendors FYAINVE

    ​A Direct Payment is used when a purchase order is not required.
    Complete the Direct Pay Invoice FYAINVE, with the following changes for one-time vendors:

    • A one-time vendor name must be manually entered into FYAINVE. When entering an individual’s name manually, enter “Last Name, First Name.”
    • Manually enter a one-time vendor’s complete remittance address, including the full zip code. Note: The NATION field remains blank for USA addresses.
      Note: A one-time vendor cannot be a 1099 vendor.
    • DISCOUNT CODE field must be filled in. There are no default values for one-time vendors.
     

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  • Regular Invoice FYAINVE

    ​Use a Regular Invoice when you reference a purchase order created previously through the Purchase Order Form (FPAPURR) or via CruzBuy.

    1. In the Go To... field of the Banner Menu Form, type FYAINVE. Type <return>.
    2. You will see the cursor in DOCUMENT # field. Defaults to NEXT, so Banner will automatically assign an invoice number. To continue work on an in-process invoice, enter the Invoice Number.
    3. <TAB> Next Field to MULTIPLE field. Leave this field blank. The Vendor Invoice Consolidation feature can NOT be used on Regular Invoice documents.
    4. <TAB> Next Field. The field value defaults to Direct Pay. Use the Arrow Down key [down arrow] to select Regular from the drop-down list.
    5. <TAB> Next Field to the PURCHASE ORDER field. Enter the PO number or type [F9] List Field Values (see Query Techniques) and retrieve your PO number. Vendor information defaults from the PO.
    6. To select individual items on the PO, <TAB> Next Field to the SELECT PO ITEMS field. Type Y to select purchase order items for this invoice.

       

    7. To select all items on the PO, <TAB> Next Field through the SELECT PO ITEMS field to the INVOICE ALL field.Type Y to select all open items on the referenced purchase order. Type [control page down] Next Block. Skip to step 11.
    8. Type [control page down] Next Block to transfer to the Invoice/Credit Memo PO Selection Form FAQINVP.
    9. In FAQINVP type [control page down] Next Block and <TAB> Next Field to the ADD field and select item(s) for the invoice. Key spacebar to enter a checkmark on the ADD field. Move among additional commodity records using the arrow keys.

       

    10. Type F10 Save, click on the Save icon, or Right Click - Save to save your commodity items. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FYAINVE. A record will be committed for each commodity item you chose to add from the PO.
    11. Today’s date defaults in the INVOICE DATE field and in the TRANSACTION DATE field. Enter the invoice date that appears on the vendor’s invoice.
    12. <TAB> Next Field to the CHECK VENDOR field. Leave blank unless payee is different than invoice vendor. (This is used when the payment is made to the invoice vendor on behalf of the payee.)
    13. <TAB> Next Field to the ADDRESS CODE field. Accept default value.
    14. <TAB> Next Field to the SEQUENCE # field. Accept default value or type [F9] List Field Values and choose the appropriate address sequence number.
    15. <TAB> Next Field to the DISCOUNT CODE field. Value defaults for vendor chosen. You can type [F9] List Field Values and change the discount code.
    16. <TAB> Next Field to the PAYMENT DUE field. A date defaults. This field value determines when the check is printed. It is very important to enter a date that allows for early payment discount. Set the payment due date at least five days prior to the actual date that payment is due to the vendor.
    17. <TAB> Next Field through the BANK field.
    18. <TAB> Next Field to the VENDOR INVOICE field and enter the number from the vendor’s invoice or the account number with month and year (15 characters maximum). This field prints on the remittance advice of the check. Vendor should be able to identify payment from this entry.
    19. <TAB> Next Field to the 1099 TAX ID field. Data defaults for 1099 reportable payments. Verify that it is correct. Enter Tax ID number if invoice is for services and is tax reportable. When a 1099 Tax ID is entered, the 1099 VENDOR field defaults to checked, and an Additional Information block will be shown when you type [control page down] Next Block to go to the Commodity Information block. (See step 27.)
    20. If a 1099 tax ID field value is present, the 1099 VENDOR field is checked by Banner.
    21. <TAB> Next Field to the CREDIT MEMO field. Leave blank unless your document is a Credit Memo.
    22. <TAB> Next Field through the AP REVIEW field. Review the 204 ON FILE field value and contact AP if the field value is N but the pay type requires a 204 on file.
      Note: If the AP Review flag is checked, contact AP to provide required information. You will be unable to complete the invoice when this flag is checked. The following dialog will appear if you choose the completion icon.



    23. View the UCSC EMPLOYEE field. If field value is Y, review for a possible Conflict of Interest.
    24. Select Document Text [FOAPOXT] from the Options menu or Right Click - Document Text to enter document text in FOAPOXT. Document text must be added before completion of the invoice. Include your name, unit and phone number for this transaction (for example jsmith/fast/95678). Include a full description of the charge, as well as instructions for check distribution. See Text Entry: FOAPOXT if you need detailed instructions for entering text and clauses. Click on the Save icon and then type [control q] Exit Screen, click on the Exit icon or Right Click - Exit in FOAPOXT to return to FYAINVE.

       

    25. If a single check per invoice (order) is required, select View Document Indicators from the Options menu, or Right Click - View Document Indicators. Click on the GROUPING arrow and select (1) Invoice per Check to select one check and then click on the Close button. (M) allows one check to pay multiple invoices; (1) requires a separate check to pay only this invoice.

       

    26. Type [control page down] Next Block to transfer to the Commodity Information - Regular block of FYAINVE.
    27. Write down your Banner document number.
    28. If a 1099 Tax ID number is present in the header block, an Additional Information FYAINVE block will appear, as shown below. If no 1099 Tax ID number has been entered, type [Control Page Down] Next Block and skip to step to step 33.
    29. <TAB> through the TAX GROUP field. Typical default value is CRUZ.
    30. <TAB> through the CURRENCY and DISBURSING AGENT fields.
    31. Enter an INCOME TYPE. Typical value is NC for nonemployee compensation.
    32. Leave Carrier Route, Delivery Point and Correction Digit fields blank.
    33. Click on the CLOSE button to return to the header block. Type [Control Page Down] Next Block to go to the Commodity Information Block.

       

    34. <TAB> Next Field through the COMMODITY and U/M fields. Commodity information defaults from the PO.
    35. <TAB> Next Field through the ADD COMMODITY field.
    36. <TAB> through the TAX GROUP field. Value defaults to value specified on PO. You may change this as needed.
    37. <TAB> through the QUANTITY ACCEPTED field.
    38. In the INVOICED and APPROVED fields, the total quantity not already paid defaults. Accept or change to reflect actual invoice payment. (These two field values are typically the same.)
    39. <TAB> Next Field to the ADDITIONAL field and enter the appropriate amount.
    40. <TAB> Next Field and the appropriate tax amount defaults.
    41. <TAB> through the OVERRIDE TOLERANCE field.
    42. <TAB> Next Field to the FINAL PAYMENT field and enter an F if this is the final payment. Otherwise leave blank.
      Note: Setting the Final Payment Indicator will close out the commodity item. Be sure that there are no outstanding invoices against a commodity item before setting Final Payment Indicator.

       

    43. If you are entering more than one commodity, use the arrow keys to go to the next record. Repeat steps 28-41 for each commodity.
    44. If you need to reallocate accounting amounts manually, uncheck the ACCESS COMPLETION field. If the ACCESS COMPLETION field is checked, then Banner will take you directly to the Balancing/Completion block when you type [control page down] Next Block. FOAPAL information defaults from the PO.
      Note: Accounting method on an invoice must remain the same method that was specified for the PO. For example, if the PO accounting is Document Level Accounting then the invoice must also be Document Level Accounting.
    45. In the APPROVED % field, enter a P if you want to charge a percentage of the total to the entered FOAPAL. Then enter the percentage in the AMOUNT field. Alternatively, if you want payment made against only one FOAPAL, <TAB> through the % field and amounts will default.
    46. If you are charging multiple FOAPALS, enter the percentage or amount in the APPROVED AMOUNT field. Use the Arrow Down key [down arrow] to go to the next accounting sequence field, and insert the next percentage or amount.
    47. <TAB> Next Field through NSF OVERRIDE field.

       

    48. Type [control page down] Next Block to go to the Balancing/Completion block.
    49. Click on the Complete button if your invoice is complete and you want it to go to posting/approvals. Otherwise, click on the In Process button to save your changes. The form will roll back to the FYAINVE entry page, permitting you to open an existing In Process invoice or to create a new invoice if desired.
    50. If accounting errors exist, select Accounting Information from the Options menu, or Right Click - Accounting Information to review and/or adjust entries. After corrections, repeat steps 45-47.
    51. Record the Banner Invoice Number on the appropriate form and retain all the backup documentation, including the original invoice.

       

    Special Case - Closed Accounting Periods: The accounting periods are closed at 5pm on the seventh working day of every month. All documents not approved must be disapproved and reset to incomplete status. This allows the transaction date to be changed to the current open period. After this date is changed, <TAB> through the fields and complete the document.


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  • Credit Memo Guidelines

    Credit Memo Guidelines

    ​Use credit memos to enter credits against closed purchase orders or other previously-paid transactions.
    Use FAIVNDH Vendor Detail History to find document numbers, invoice numbers, check numbers, payment dates, holds, and other information about specific vendors.

    Credit Memos vs Refund Checks

    • When dealing with a vendor who is used infrequently by UCSC attempt to get a refund check from the vendor. Credit Memos cannot be applied in the system until the next time the vendor invoices UCSC for an amount in excess of the credit memo, using the same remit address. Note: Unapplied Credit Memos are periodically reviewed, canceled and charged back to the FOAPAL.
    • Refund checks may be deposited through the Cashier’s Office directly to the appropriate FOAPAL using the SC27 deposit form available from the book store. Vendor refund checks should be made payable to UC Regents.
    • Frequent UCSC vendors may issue Credit Memos instead of refund checks. If you are not sure how often a vendor is used, you can check vendor history using FAIVNDH. See Vendor Detail History Form FAIVNDH below. It need not be your unit that will buy from this vendor again as long as it is reasonable to expect that the University will be making another payment to this vendor in the near future, so the credit may be applied.
    • If a refund check is received after entering a Credit Memo, cancel the Credit Memo to avoid a duplicate credit. If the Credit Memo is already applied to a new payment, contact AP.
    • Credit Memos against closed POs are received by AP and reviewed for vendor activity, remittance address and bank code. AP will provide a routing slip with instructions and the Credit Memo to the Service Center originating the PO. FASTr will process the Credit Memo per the routing slip and then return the original Credit Memo and routing slip noting the Banner document number to AP (the office of record for PO related payments).

    Creating Credit Memos FYAINVE

    Create a Credit Memo by following the steps for Direct Pay Invoice FYAINVE, with the following change:

    • In the header block, click on the CREDIT MEMO field to create a credit memo.
      Important: Credit Memo must be selected before going to the commodity block. This is the only field that designates a credit memo. You will not see negative numbers in the approved amount on a credit memo.
    • Add and complete a “DOOR” clause for this transaction in text on-line. Include the original payment check number that applies to the credit memo, as well the Unit name, contact and phone number for this transaction. See Text Entry: FOAPOXT if you need detailed instructions for entering text and clauses. Click on the Save Icon and then type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FYAINVE.
    • Enter the PO number in the vendor invoice number field followed by a forward slash followed by the credit memo number. (For example: P41807/009000). If the vendor’s invoice and credit memo numbers are identical, enter “CM” after the credit memo number (P41807/009000CM).
      Important: Do not enter the credit as a negative number.
      Note: The approved amount will not show as a negative number in a Credit Memo. It WILL show as a negative number on unit ledgers and in invoice history (FAIVNDH).
    • After you have processed the credit memo on-line, note the Banner document number and due date for the Credit Memo.

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  • Vendor Payment History FAIVNDH

    Vendor Detail History FAIVNDH

    1. In the Go To... field of the Banner Menu Form, type FAIVNDH. Type <return>.
    2. Enter the vendor number in the Vendor field. To query for vendor codes, type [F9] List (see Query Techniques).
    3. <TAB> to Fiscal Year field. Current Fiscal Year will default. You may change if desired.
    4. If you wish to constrain your query to a specific From: and To: date range, do the following:
      • <TAB> to Invoice Date From: field, and enter your lower bound date, in format DD-MON-YYYY (e.g. 15-SEP-2007).
      • <TAB> to Invoice Date To: field, and enter your upper bound date, in format DD-MON-YYYY (e.g. 15-DEC-2007).
        Tip: Click on the Calendar icon to display a month-format calendar to assist in selecting date ranges.

        Once your date is selected, click OK, and your date will be returned to the Date field in the proper format.
        Note: When entering a date range for FIVNDH, the Fiscal Year field value will blank out.
        If you don't need to constrain your date range, skip to Step 5.
    5. Type [control page down] Next Block. Your query results, if any, will appear.

       

    6. Once results have displayed, you can look at Invoice and Check information in detail:
      • For Invoice Detail, place the cursor in the Vendor Invoice field and select View Invoice Information [FAIINVE] from the Options menu, or Right Click - View Invoice Information.
      • For Check Detail, place the cursor in the Check Number field and key F3. The check Payment History form FAICHKH will display. Type [control page down] Next Block for check detail. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to exit FAICHKH and return to FAIVNDH.
        Note: check number will display for canceled checks for invoices with an Open/Paid indicator of "O".
        The Cancel indicator can be used to determine invoice status as follows:
        1. Open invoices with Cancel indicator of "N" have payables re-established.
          Canceled check number will display until replacement check is issued for re-established invoice.
        2. Open invoices with Cancel indicator of "Y" do not have payables re-established.
          Canceled check number will permanently display.​
    7. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to exit FAIVNDH and return to the General Menu screen.

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  • Placing & Releasing Invoice / Credit Memo Holds FAAPAYC

    ​Use this process to place on hold or release from hold any invoice or credit memo that has been created, completed, or approved:

    1. In the Go To... field of the Banner Menu Form, type FAAPAYC. Type <return>.
      Important: The hold must be placed in the Invoice Information block. DO NOT USE the Commodity Information block.
    2. You will see the cursor in the DOCUMENT # field. Enter the document number and <TAB>. You can type [F9] List Field Values (see Query Techniques) and retrieve the document number that you need to hold.
    3. Type [control page down] Next Block to go to the next block.
    4. <TAB> to the HOLD field or click on it to place the document on hold; to release the document from hold, delete the check by clicking on the field. Type [F10] Commit, Right Click - Save, or click on the Save icon to commit the modified hold status.
    5. Type [control q] Exit Screen, Right Click - Exit or click on the Exit icon to return to the Banner Menu Form. You will be asked if you want to save your changes.

    Important: Record the reason for placing a hold on the vendor invoice.

    Develop a method of tracking documents placed on hold. The hold must be removed before a payment will be processed.

    If the invoice will not be paid, cancel the invoice using FAAINVD. See Cancelling an Invoice or Credit Memo FAAINVD.

    Do not place an invoice or credit memo on hold using the Invoice /Credit Commodity Data block. The commodity hold also places the whole document on hold but it is not easily viewed or modified when using FAAPAYC.

     

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  • Canceling an Invoice or Credit Memo FAAINVD

    Use this process to cancel an invoice or credit memo that has been created, completed and approved.

    Note: You can delete any document before it is completed by typing [shift F6] Delete Record twice while in the Header Data Block.

    Call Accounts Payable for assistance to cancel a prior year invoice in a new fiscal year. Control accounts and fund balances may become out of balance.

    You cannot cancel an invoice or credit memo:

    • with an associated activity, such as a Payment, or
    • before it has been approved
      (An error message displays and the cancel transaction is not posted. Have the invoice disapproved then type [shift F6] Delete Record twice while in the Header Data Block.)
    1. In the Go To... field of the Banner Menu Form, type FAAINVD. Type <return>.
    2. You will see the cursor in the DOCUMENT # field. Enter the document number and <TAB>. You can type [F9] List Field Values (see Query Techniques) and retrieve the document number that you need to cancel.
    3. Type [control page down] Next Block.
    4. Verify the vendor name, vendor number and amount.

       

    5. Select Access Cancel Date from the Options Menu, or Right Click - Access Cancel Date. The Cancel Date field will default to today’s date. Do not change the cancellation date.

       

    6. Click on the Make Cancellation Permanent icon to make the cancellation at all levels permanent. A status bar message will acknowledge that the transaction has been posted.
    7. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the Banner Menu Form.

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  • Open Invoice / Credit Memo List FAIINVL

    ​Use FAIINVL Open Invoice/Credit Memo List Form to check your open invoices and credit memos. FAIINVL provides a summary of all open invoices and credit memos, including incomplete, unapproved or unpaid transactions.

    1. In the Go To... field of the Banner Menu Form, type
      FAAINVL. Type <return>.
    2. The form will default with the OPEN radio button checked. You may check another setting (PAID, SUSPENSE or HOLD) if required. Type [control page down] Next Block. The form will display all Open Invoices and Credit Memo. To search for a specific document, type [F9] List Field Values (see Query Techniques)
    3. From the INVOICE NUMBER field, select the invoice of interest using arrow keys or the mouse. Select Document Query [FAIINVE] from the Options menu, Right Click - Document Query or type [F9] List to view invoice information on FAIINVE Invoice / Credit Memo Query Form. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to FAIINVL.
      Note: The PURCHASE ORDER/ENCUMBRANCE field allows a query for additional information. Type [F9] List Field Values and the system jumps to FPIPURR Purchase/Blanket/Change Order Query Form.

       

    4. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the Banner Menu Form.

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  • Known Issues - Receiver Required Inappropriately

    Invoice under $10,000 requiring a Receiver.

    Occasionally, a trigger gets set on an invoice under $10,000 causing a receiver to be required when it shouldn’t be. This can happen if the invoice total was originally over $10K and the amount was reduced to less than $10K. It also sometimes occurs when the previously entered invoice over $10K.



    Work Around

    Delete the invoice and start a new one with a new invoice number (don’t try to reuse the old document number).

     


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  • Known Issues - Clearing Cash Advance

    Clearing Cash Advances

    At UCSC, Cash Advances (usually for travel) are cleared with a direct pay invoice, using two accounting distributions (FOAPALs), that offset each other, making the net value of the invoice equal to zero. FIS does not allow entry of a direct pay invoice with a zero net balance, so a workaround is necessary.

    Work Around

    Prepare Direct Pay invoice in FYAINVE as normal through Commodity Info - Direct Pay/General Encumbrance block. Then complete the following steps:

    1. Type [control page down] Next Block to go to the Invoice Accounting Distribution block.
    2. Enter your DEBIT FOAPAL (the foapal the cash advance is being charged to) in the FUND, ORGANIZATION, ACCOUNT, and ACTIVITY CODE fields as necessary.
    3. <TAB> Next Field through LOCN, BANK, INCOME TYPE: and % fields to ACCOUNTING/APPROVED: field. Field will be blank.

    4. <TAB> Next Field so that cursor moves from ACCOUNTING/APPROVED field to the second % field. All fields in the Accounting column will populate with '.00'

    5. Key F10-Save, or click on the menu bar Save icon. Cursor will appear in the COA field.

    6. <TAB> Next Field through FUND, ORGANIZATION, ACCOUNT, ACTIVITY CODE, LOCN, BANK, INCOME TYPE: and % field to ACCOUNTING/APPROVED: field.

    7. Replace the existing '.00' value with the amount to be debited (e.g. 5.00), then <TAB> Next Field.

    8. Key F10-Save, or click on the menu bar Save icon.
    9. Key Arrow Down to next record.
    10. Enter index code (e.g. 112150) and then tab through LOCN, BANK, INCOME TYPE: and % field to ACCOUNTING/APPROVED: field.
    11. <TAB> Next Field so that cursor moves from ACCOUNTING/APPROVED field to the second % field. All fields in the Accounting column will populate with '.00'
    12. Key F10-Save, or click on the menu bar Save icon. Cursor will appear in the COA field.
    13. <TAB> Next Field through FUND, ORGANIZATION, ACCOUNT, ACTIVITY CODE, LOCN, BANK, INCOME TYPE: and % field to ACCOUNTING/APPROVED: field.
    14. Replace the existing '.00' value with the amount to be credited (e.g. -5.00), then <TAB> Next Field.

    15. <TAB> Next Field to COA field.
    16. Key F10-Save, or click on the menu bar Save icon.
    17. Select Review Accounting Information [FOICACT] from the Options Menu. Confirm accounting data is balanced, then exit FOICACT.
    18. Type [control page down] Next Block to go to the Balancing/Completion block, complete or keep in process as necessary.

     


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  • Known Issues - Vendor Address Error

    Vendor Address Error

    If the vendor address used on a Purchase Order has been inactivated since the PO was completed, FIS will display the following error:



    Work Around

    Click OK. The error message may reappear several times; continue to click OK until it does not reappear. The inactive address will clear from the form, and the cursor will be in either the Address Code or Sequence Number field (depending on which field caused the error message to occur).



    Click on the Search Arrow next to the box your cursor is in and it will take you to the Address Query screen SOQADDR.



    Arrow down to the address to be used for payment remittance. Click on the Select icon on the FIS toolbar to return the address to FYAINVE.



    Complete the document as usual.

     


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  • Known Issues - Multiple Invoice Consolidation (VIC)

    Multiple Vendor Invoice Consolidation (VIC) feature

    The FIS Banner Multiple Vendor Invoice Consolidation feature is used to pay MULTIPLE invoices from the same vendor on a single Direct Payment invoice document. It should only be used on direct pay invoices with Document Level Accounting.



    Work Around

    Do not use the Multiple Invoice feature on Purchase Order payments.

     


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  • Known Issues - Wrong or Missing Vendor Displayed When Entering Text

    Wrong or Missing Vendor Info Displayed when Entering Invoice Text

    When entering or viewing text on invoices for One Time Vendor payments, the Vendor information in the header of the text form (FOAPOXT) will either be blank, or will contain the Vendor info from the previous invoice paid. This is a display error only; the text is associated with the correct vendor and invoice.





    Work Around

    None; display error only.

     


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  • Known Issues - General Encumbrance Invoice Final Payment Indicator Error

    General Encumbrance Invoice Final Payment Indicator Error

    When a General Encumbrance payment is made immediately after a Direct Pay payment without leaving FYAINVE, the Final Payment Indicator field in the Commodity block is un-usable (Status Line Message reads 'FRM-40200: Field is protected against update.').

    Work Around

    Navigate to the General Encumbrance header block and shift-delete (key Shift-F6 twice) the payment document. Exit from FYAINVE back to the General Menu, re-enter FYAINVE and enter payment information. This time the Final Payment Indicator will be usable.

     


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  • Creating a Journal Voucher FZAJVCD (Part 1)

    ​Use the UCSC Journal Voucher Entry Form to enter a Transfer of Expense, a Transfer of Funds, or a Balance Sheet Journal.
    Important: Use only one journal type (rule code) in one Journal Voucher. See Appendix B: Transaction Rule Codes, as needed, for journal type specifics.

    UCSC Journal Voucher Entry Form

    1. In the Go To... field of the Banner Menu Form, type FZAJVCD. Type <return>.

       

      Tip: When you sign onto Banner each day and go to any form, the system will automatically go to the Approvals Notification Form, FOIAINP, if you have any documents in your approval queue. If you choose not to enter the approval form, type [control q] Exit, click on the Exit icon or Right Click - Exit and the system will take you to FZAJVCD, as you requested. Banner will not prompt you to enter the approval screen again until you exit Banner and sign on again. See Approving Journal Vouchers FOQJVCD for approval instructions.
    2. You will see the cursor in the DOCUMENT NUMBER field. NEXT defaults. Type [control page down] Next Block.
      OR
      To continue work on an incomplete existing journal voucher, enter the journal voucher number. You can click on the Search Icon or type [F9] List from the DOCUMENT field and the system will go to FZIJVCD List of Suspended Journal Vouchers Form and show a list of incomplete and/or unapproved journal vouchers, which you can query. See Query Techniques for details. The queryable fields are Document, Amount, Transaction Date, and User ID. Key shift-[F3] Exit with Value to bring an incomplete Journal Voucher number back to the FZAJVCD form.
      Note: When using FZIJVCD as a Stand-Alone form (entered directly from the Go To... field of the Banner Menu Form), your query results are read-only.

       

    3. For new JVs, the TRANSACTION DATE field value defaults to today’s date. To change the date, enter the desired date. For existing JVs, previously-entered date shows.
      Note: TRANSACTION DATE defines the financial period in which the journal voucher will be posted. You must enter a date in an open period. Each month is closed at 7pm on the 7th working day after the end of that month.
    4. From FZAJVCD, <TAB> to the DOCUMENT TOTAL field and enter the total of all debits and credits for this JV. Do NOT include +/- or $ signs.
    5. Document Text: FOATEXT
      Document Text is required for completion of all JVs. Select Document Text [FOATEXT] from the Options Menu, or Right Click - Document Text. The system will go to FOATEXT: General Text Entry Form. Up to 9,999 lines of 50 characters each are available.
      Note: Banner assigns a JXXXXXXX document number when you go to FOATEXT.
      Important: Include answers to the questions who, what, and why in this text field. Include name, unit, and phone number of document preparer. See TOE/TOF Quick Reference Cheat Sheet for specific Document text requirements for different journal types.

       

      1. Entering Text: Begin typing your message. Use <down arrow> Next Record or click on subsequent lines to add more text. (Navigation and editing with the mouse behave much like they do in word processing programs, except that no wrapping occurs. Users may click directly in the field where they wish to enter data.)
      2. You can insert lines of text between existing lines by entering the text, tabbing to the line field, and entering a number that places the text where you want it sequentially relative to the line numbers already defined. To insert a blank line, arrow down to a new line, tab to the LINE field and enter a number that places your blank line in the position you desire relative to the already-defined line numbers. To change the order of lines of text, tab to the line field and change the number of the line so it will be in the desired sequence. Type [F10] Save, click on the Save icon, or Right Click - Save to save your text.
      3. To add a Banner Clause, key [shift F7]Rollback, click on the Rollback icon or Right Click - Rollback. The cursor will appear in the CLAUSE field.Type [F9] List Field Values and choose appropriate clauses as needed. Type [F6] Insert Record to add the clause to your document text. Then modify the clause as needed.
      4. Each time you add text and click the Save icon in the toolbar, the record count in the status line gets updated.
      5. From FOATEXT, to delete a line of text you have saved but no longer want, type [shift F6] Delete Record while the cursor is in that line of text.
      6. When you type [control q] Exit Screen, click on the Exit icon or Right Click - Exit, Banner asks if you want to save the changes you have made. Click on Yes to save and return to FZAJVCD. Banner places a check in the Document Text Exists field in the Journal Voucher Document header block.
    6. Back in FZAJVCD, type [control page down] Next Block, select Transaction Detail Info from the Options Menu, or Right Click - Transaction Detail Info to go to the Transaction Detail Block.

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  • Creating a Journal Voucher FZAJVCD (Part 2)

    1. You will see the cursor in the SEQUENCE field. Leave blank for system default sequence numbers.
    2. <TAB> to the JOURNAL TYPE field. Enter the appropriate rule code. (You could type [F9] List Field Values to choose from the possible codes, but that will give you hundreds of choices.) Enter one listed in the following table.
      Table 3: Rule Codes for JVs
      Rule Code Description
      Transfer of Expense (TOE)
      Rule Codes ​ ​
      XTOE Non-Payroll Expense Transfers
      XECG ​Contract and Grants and Special State Appropriation Transfers
      XEPT Construction in Progress/Plant Expense Transfers
      XEQT Inventorial Equipment Expense Transfers
      XPRA Payroll Expense Transfers
      Transfer of Funds (TOF)
      Rule Codes
      XTOF ​Temporary Budget Adjustments
      XDCG ​Contract and Grants and Special State Budget Transfers
      Balance Sheet Journal
      Rule Code
      XJVB Balance Sheet Account Transfers
      ​Sales Tax Entry Rule Code​ XTAX ​Invoice Payment Sales Tax Accrual
      ​XPTX ProCard Sales tax Accrual
    3. After entering a Rule Code, the cursor will automatically move to the COA (Chart of Accounts) field. X defaults as the value for the COA field. <TAB> twice to get to the FUND field. (The INDEX field is currently unused, except for Balance Sheet Accounts. For Balance Sheet Accounts, enter the appropriate Index code and <TAB> to the FUND field.)
    4. Enter a Fund code or type [F9] List Field Values from the FUND code field to find your Fund code. (Know your Fund code before you initiate a journal voucher.)
    5. <TAB> to the ORGN field and enter your Organization code.
      Note: Prog (Program) Code field will automatically populate with two-digit value defaulted from ORGN code. This field is NOT updatable in FZAJVCD.
    6. <TAB> to the ACCT field and enter your Account code.
    7. <TAB> to the ACTV field. This field is optional. If desired, enter your Activity code.
    8. <TAB> to the LOCN field. The Location Code field is only used by Plant Accounting and Physical Planning & Construction in conjunction with Plant Funds to denote the building for which the corresponding transaction is being posted. Service Center users should always leave this field blank.
    9. <TAB> to the AMOUNT field and enter the amount of your transaction. Do NOT include +/- or $ signs.
    10. <TAB> to the SIGN field. Enter a C for Credit or a D for Debit for TOEs or a plus (+) or minus (-) for TOFs, as appropriate.
      Note: A Debit is an increase to an expense account or a decrease to a revenue account. A Credit is a decrease to an expense account or an increase to a revenue account. For XTOF, XDCG, and XJVB see the rule code descriptions for further details.

       

    11. You will see the cursor in the DESCRIPTION field. This field is mandatory and may contain up to 35 characters. Describe the transaction here. The contents of this field appear on queries and reports. Refer to TOE/TOF Quick Reference Cheat Sheet for description requirements.
    12. <TAB> to the DOCUMENT REFERENCE field and enter the text. This field is mandatory and may contain up to 8 characters. Appropriate entries for this field depend on the rule code selected. Refer to TOE/TOF Quick Reference Cheat Sheet for document reference requirements.
    13. To add additional entries of the same journal type (rule code) type [down arrow] Next Record and repeat Steps 1 through 12 above.
      Tip: [F3] Duplicate Field copies a specific field from the previous sequence entry in this Journal Voucher.
      Important: If you type [down arrow] Next Record, from your last completed record, a new record is created. If you do NOT want this record, immediately type [up arrow] Previous Record before you enter any field values. You can delete an unwanted, completed record by typing [shift F6] Delete Record from within the unwanted record.
      Note: Each time you enter a value in a field, the system will edit your entry. If there are errors, the status bar at the bottom of the screen provides an explanation of the error.
      Tip: Select Access Transaction Summary Info [FGIJSUM]from the Options menu, or Right-Click Access Transaction Summary Info to view a summary of your JV entries on FGIJSUM Journal Voucher Summary Form. You will see a summary of entries by FOAPAL, along with a status indicator for each. To return to FZAJVCD, type [control q] Exit, click on the Exit icon or Right Click - Exit.

       

      Note: To print your journal voucher, see Printing Journal Vouchers.
    14. After you have entered all records for this journal voucher, type [control page down] Next Block, select Access Completion from the Options Menu, or Right Click - Access Completion to go to the Completion Block.

    Completion

    1. Remember to record the Journal Voucher document number and then click on the Complete button to complete your journal voucher. The system performs a final edit to check your total relative to the sum of your debits and credits. If your form is correct you will see the message “Document JXXXXXXX completed and forwarded to the Approval process”.
      Note: If your entry fails the edit for reconciling debits, credits, and the document total, the system will provide an error message window detailing the specific error(s) that need to be fixed.

       

    2. If you choose to leave the JV uncompleted, type [control q] Exit, click on the Exit icon or Right Click - Exit, to return to the Banner Menu Form. Remember to record the document number of your JV so you can return and complete it later.

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  • Creating a Journal Voucher FZAJVCD (Part 3)

    Deleting Incomplete, Unapproved Journals

    You can delete a journal voucher before it is completed by typing [shift F6] Delete Record twice while in the Journal Voucher Document Header Block.
    Note: Completed but unapproved journals must be disapproved by an approver before they can be deleted via Delete Record process. See Approving Journal Vouchers for more information.
    A completed and approved journal cannot be deleted, and can only be corrected via another journal that reverses the original journal. See Reverse JV (step 5 in Copying section below) for more information.

    Copying Completed and Approved Journal Vouchers

    FIS Banner now allows specific journal voucher to be copied and/or reversed. You can use this feature to reverse incorrect journals or copy frequently-used journal data.
    Caution: Your FIS Rule Code (table, above) permissions apply to any copied journal you create. You will not be able to complete a copied journal containing a Rule Code that you have not been granted specific access to in your account set-up. Each copied journal voucher accounting line containing a Rule Code you do not have permission to use will display 'E' status. Do not copy journal vouchers containing rule codes you do not have permission to access.

    1. In the Go To... field of the Banner Menu Form, type FZAJVCD. Type <return>.
    2. You will see the cursor in the DOCUMENT NUMBER field. Leave 'NEXT' as default value, and click on the Copy icon, or Right Click - Copy.
    3. A Copy dialog box will appear:



      Enter a completed and approved Journal Voucher number in the Copy From Document Number field. You can click on the Search Icon or type [F9] List from the Copy From Document Number field and the system will go to FGQDOCN List of Transaction History Documents and permit a query on all completed, approved journal vouchers. The queryable fields are Document Code, Document Type (use JV), Submission Number, Commit Type, and Description.
      You can also query in Transaction Date and Activity Date, but you MUST enter a specific date (e.g. 11-FEB-2008) with no wildcard characters (for example, don't use %FEB%2008%). See Query Techniques for details.
      Caution: Queries in FGQDOCN can take several minutes to complete. To speed up your query, use wild cards and enter as much specific information as possible, i.e. Document Code = J0214%, Document Type = JV. Always include Submission Number (value = 0) and Commit Type (value = U). Transaction Date and Activity Date must be entered with a specific date (e.g. 11-FEB-2008) with no wildcard characters.
      Important: You must enter a completed and approved Journal Voucher number only. FIS Banner will not allow copying a journal that is either incomplete or unapproved.
    4. Transaction Date will default to current date. Change date as needed for month-end reconciliation.
    5. Check Reverse JV to create a journal that reverses all accounting sequence on the "Copy From" journal. Credit accounting sequences on the "Copy From" journal will automatically be entered as debit sequences on the "Copy To" journal. Debit accounting sequences on the "Copy From" journal will automatically be entered as credit sequences on the "Copy To" journal.
    6. Check Copy Text to copy the original text in the "Copy From" journal into the new "Copy To" journal. Important: You will need to update this text to reflect the reasons why you are copying or reversing your original journal.
    7. Click OK, then process your journal starting with Step 3 above- UCSC Journal Voucher Entry Form, making all necessary changes to document text, document total, and accounting information as needed.
      Important: Banner does not record the Document Number of the Journal Voucher number that was copied. For reference, you should note in Document text (FOATEXT) the document number of the Journal Voucher that was copied or reversed. You may insert existing modifiable clauses JVCOPY and JVREV. See Document Text: FOATEXT, for information about inserting clauses in FOATEXT.

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  • Locating Incomplete Journal Vouchers FZIJVCD

    ​Use FZIJVCD List of Suspended Journal Vouchers Form as a Stand-Alone form to locate an incomplete or unapproved journal voucher. You can also access FZIJVCD from the FZAJVCD Journal Voucher Entry Form.

    1. In the Go To... field of the Banner Menu Form, type FZIJVCD. Type <return>.
      Tip: If you are locating a document so you can work on it, enter [F9] List from the DOCUMENT field in FZAJVCD.
    2. You will see the cursor in the DOCUMENT field. Incomplete journal vouchers are listed. Due to the number of outstanding documents you may choose to query for your journal voucher. Refer to Query Techniques for detailed instructions. The queryable fields are Document, Amount, Transaction Date, and User ID. For an example, see FZIJVCD Form.
      Tip: When querying the Transaction Date field in FZIJVCD List of Suspended Journal Vouchers Form, ALWAYS include a wildcard at the end to obtain correct results (the field in Banner includes a time stamp that you do not see). For example, query on Transaction Date by providing a field value of 19-FEB-2008% and then typing [F8] Execute Query. Use the arrow keys to move among the returned JVs.
      Note: When using FZIJVCD as a Stand-Alone form, your query results are read-only. When accessed from FZAJVCD, FZIJVCD query results with I (Incomplete) Status Indicator may be selected and brought into the FZAJVCD Document Number field for processing to completion. Key shift-[F3] Exit with Value to bring an incomplete JV number back to the FZAJVCD form.
    3. Type [control q] Exit, click on the Exit or Right Click - Exit, to return to the Banner Menu Form.

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  • Journal Voucher Summary FGIJSUM

    ​Use the Journal Voucher Summary Form as an aid in balancing an incomplete journal voucher and to view how FOAPAL elements, dollar amounts and indicator signs were keyed before completion.

    1. While in the Transaction Detail screen of the Journal Voucher form, FZAJVCD, select Options > Access Transaction Summary Info (FGIJSUM).
    2. You will see the form populated with your journal voucher sequences. Use the Page Down & Page Up keys to navigate the rows, and your mouse to select a specific row.
    3. Type [control q] Exit, click on the Exit icon or Right Click - Exit, to return to the Journal Voucher Form.

       

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  • Journal Voucher Retrieval FGIDOCR

    ​Use a Document Retrieval Form for on-line review of posted journal vouchers. FGIDOCR shows description details.

    1. In the Go To... field of the Banner Menu Form, type FGIDOCR. Type <return>.
    2. You will see the cursor in the DOCUMENT field. Enter the journal voucher document number or click on the Search Icon or type [F9] List and the system will go to FGQDOCN List of Transaction History Documents below and permit a query on all completed, approved journal vouchers. The queryable fields are Document Code, Document Type (use JV), Submission Number, Commit Type, and Description.
      You can also query in Transaction Date and Activity Date, but you MUST enter a specific date (e.g. 11-FEB-2008) with no wildcard characters (for example, don't use %FEB%2008%). See Query Techniques for details.
      Caution: Queries in FGQDOCN can take several minutes to complete. To speed up your query, use wild cards and enter as much specific information as possible, i.e. Document Code = J0214%, Document Type = JV. Always include Submission Number (value = 0) and Commit Type (value = U). Transaction Date and Activity Date must be entered with a specific date (e.g. 11-FEB-2008) with no wildcard characters.
    3. Type [control page down] Next Block to see the Detail Information for your document.

       

    4. If the Text Exists field is a “Y” in the Header Information block, users can select Document Text [FOATEXT] from the Options Menu, or Right Click - Document Text to view text for the JV. System will take you to FOATEXT. Type [control q] Exit, click on the Exit icon or Right Click - Exit to return to FGIDOCR Document Retrieval Form.

       

    5. Select Access Document Postings [FGQDOCP] from the Options Menu or Right Click - Access Document Postings to access FGQDOCP Document Postings Form to see details of Banner posting activities for that record.

       

    6. From FGQDOCP, type [control q] Exit, click on the Exit icon or Right Click - Exit to return to the Document Retrieval Form, FGIDOCR.
    7. To view another document, from FGIDOCR click on the Rollback icon in the toolbar. Then repeat steps 2-6 above.
    8. Type [control q] Exit, click on the Exit icon or Right Click - Exit, to return to the Banner Menu Form when you finish viewing posted JVs.

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  • Printing Journal Vouchers FZRPTJV

    ​Use a Process Parameter Entry Form to print any journal vouchers (incomplete or completed, posted or unposted).

    1. In the Go To... field of the Banner Menu Form, type FZRPTJV. Type <return>.
    2. You will see the cursor in the PROCESS field of GJAPCTL Process Submission Control Form. FZRPTJV defaults as the process name.
    3. Type [control page down] Next Block. You will see the cursor in the PRINTER field. You can type [F9] List Field Values to access your department's printer code, or you may type your printer code directly. If your printer is not on the list of valid printers, or if you would like to set a default printer code to appear in the PRINTER field whenever you print a journal (or any other process submission such as FPAPORD, FPACORD, FZRPOEL, etc.), please send an email request to fis_probs@ucsc.edu.
    4. You may leave blank the SPECIAL PRINT, LINES and SUBMIT TIME fields. Values for some fields may default based on your printer choice.
    5. Type [control page down] Next Block to specify your Parameter Values.
    6. <TAB> next field to the VALUES field and type the number of the journal voucher you want to print.
    7. Type [control page down] Next Block to the Submission Block. Defaults to Submit. Type [F10] Commit to submit your job to the specified printer.

       

    8. Type [control q] Exit, click on the Exit icon or Right Click - Exit, to return to the Banner Menu Form when you have printed all the journal vouchers you need to print at this time.

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  • Viewing the Open Encumbrance Report FZRPOEL

    ​Note: Use the Process Submission Control Form (GJAPCTL) with the process FZRPOEL to print Open PO Encumbrance Reports.
    Important: FZRPOEL is delivered to your desktop via PDF in a separate browser window. See Downloading PDF Reports to Your Desktop for more information about Banner PDF reports.

    1. In the Go To... field of the Banner Menu Form, type FZRPOEL. Type <return>.
    2. You will see the cursor in the PROCESS field. FZRPOEL defaults as the process name. Open PO Encumbrances will appear in the DESCRIPTION field.
    3. Type [control page down] Next Block. The cursor will appear in the PRINTER field. Printer codes are not used for PDF reports, so you can ignore what appears there and proceed to the next step.
    4. Type [control page down] Next Block. Your cursor will be on Parameter 01. An X defaults. If not, <TAB> to the PARAMETER VALUES field and enter X.
    5. Use the arrow down key to navigate to Parameter 02. <TAB> to the PARAMETER VALUES field and enter Month for which you are running the report. The format must be as follows: JUN-2007
    6. Use the arrow down key to navigate to Parameter 03. <TAB> to the PARAMETER VALUES field and enter your Service Center code. You can type [F9] List Field values to access your service center code, or enter it directly.
      Important: The Service Center Code is mandatory. If you do not know your Service Center code, please send an email request to fis_probs@ucsc.edu.
    7. If you want to report on ALL Organization codes for your service center, skip to step 9. To run the report for selected Organization codes, use the arrow down key to navigate to Parameter 04. <TAB> to the PARAMETER VALUES field and enter the first Orgn. Code you wish to print, then continue with step 8.
      Note: If you want to report on a single Orgn code, enter the same code in both Parameters 04 and 05.
    8. Use the arrow down key to navigate to Parameter 05. <TAB> to the PARAMETER VALUES field and enter the last Orgn. Code you wish to print.

       

    9. To specify a particular FUND code for reporting, use the arrow down key to navigate to Parameter 06. <TAB> to the PARAMETER VALUES field and enter the appropriate Fund code.
    10. Do not change Parameters 07 or 71-76. By default, this report output will appear as a PDF in a new browser window, from which it can be saved or printed. If you are running a very large report and need to print centrally, please contact fis_probs@ucsc.edu.
    11. Type [control page down] Next Block to the Submission Block. Submit defaults. Set the SAVE PARAMETERS field using the space bar. (Do not use the Hold Option.) Type <F10> Commit to submit your job to the specified printer.
      Note: If you are reporting on all Orgn codes for your service center, both Parameters 04 and 05 will be blank.

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  • Selecting Encumbrances for Liquidation

    What to Consider when Selecting Purchase Orders for an Encumbrance Liquidation Journal

    Important: Select purchase orders for which no further activity is anticipated. Choose carefully; once an encumbrance is fully liquidated, further activity is prohibited. As encumbrances are liquidated, the associated purchase order will be affected as shown in the chart below. (The purchase order item, or the entire purchase order will be closed depending on whether the purchase order was created using document or commodity level accounting).
    After running the Open Encumbrance Report, there are some important factors to consider before closing a purchase order encumbrance.

    Purchase orders should not be selected for encumbrance liquidation if any of the following conditions exist:

    • A credit memo is anticipated. Review any returned goods activity which could indicate future receipt of a credit memo.
    • Shipping charges are anticipated. Review the FOB terms of the purchase order, it may indicate future receipt of a shipping charge. Check FOIDOCH; freight charges may have been invoiced.
    • The PO is an active Blanket purchase order.
    • The PO is an active Not-to-Exceed purchase order.

    How Liquidating Encumbrances Affects Purchase Orders

    Important: Once a purchase order is closed, further activity is prohibited.

    Liquidation’s Effects on POs (Commodity Level Accounting)

    Commodity Level Accounting Effect on Purchase Order Effect on further activity
    Liquidating all Accounting Sequences​ Entire PO (all Items) Closed No further activity allowed
    Liquidating some but not all Accounting Sequences for one item (This process is NOT RECOMMENDED) PO Item will not be closed All items will allow activity BUT, PO’s / INV’s will be OUT OF BALANCE. Change order must correct.
    Liquidating all Accounting Sequences for a commodity item​ Only the item for which encumbrance is being liquidated will be closed. All other items remain open No further activity on closed item. Other items will allow activity

    Liquidation’s Effects on POs (Document Level Accounting)

    Document Level Accounting Effect on Purchase Order Effect on further activity
    Liquidating all Accounting Sequences Entire PO (all Items) Closed No further activity allowed
    Liquidating some but not all Accounting Sequences (This process is NOT RECOMMENDED) PO Items will not be closed All items will allow activity, but accounting sequence which was liquidated will no longer show on change orders or invoices. AND, PO’s / INV’s will be OUT OF BALANCE.
    Change order must correct.

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  • Creating a PO Encumbrance Liquidation Journal Voucher FZAJVEL

    ​Use the UCSC Encumbrance Liquidation Entry Form to enter a Purchase Order encumbrance liquidation.

    Encumbrance Liquidation Entry Form

    1. In the Go To... field of the Banner Menu Form, type FZAJVEL. Type <return>.
    2. You will see the cursor in the DOCUMENT NUMBER field. NEXT defaults. Type [control page down] Next Block.
      OR
      To continue work on an incomplete existing journal voucher, enter the journal voucher number. You can click on the Search Icon or type [F9] List from the DOCUMENT field and the system will go to FZIJVCD List of Suspended Journal Vouchers Form and show a list of incomplete and/or unapproved journal vouchers, which you can query. See Query Techniques for details. The queryable fields are Document, Amount, Transaction Date, Status (S) and User ID
      Note: When querying the TRANSACTION DATE field in the UCSC Pending Journal Vouchers Form, FZIJVCD, ALWAYS include a wildcard at the end to obtain correct results (the field in Banner includes a time stamp that you do not see). For example, query on Transaction Date by providing a field value of 19-FEB-2008% and then typing [F8] Execute Query. Type [shift F3] Exit with Value to return the desired journal to FZAJVEL.
    3. For new JVs, the TRANSACTION DATE field value defaults to today’s date. To change the date, enter the desired date. For existing JVs, previously-entered date shows.
      Note: TRANSACTION DATE defines the financial period in which the journal voucher will be posted. You must enter a date in an open period. Each month is closed at 7pm on the 7th working day after the end of that month.

       

    4. <TAB> to the DOCUMENT TOTAL field and enter a total that represents the number of transactions on this JV. Each line item transaction is entered as $1.00, NOT the actual encumbrance amount being liquidated. Therefore, the document total is equal to the number of line item transactions.
    5. Document text is required for completion of all JVs. Select Document Text [FOATEXT] from the Options Menu, or Right Click - Document Text. The system will go to FOATEXT: General Text Entry Form. Up to 9,999 lines of 50 characters each are available. See Text Entry: FOAPOXT for details about entering text on Banner forms.
      Note: Banner assigns a JXXXXXXX document number when you go to the Document Text Form or to the Transaction Detail block. Write this number down now for future reference!
      Important: Note name, unit and telephone extension of preparer for identification. Explanatory text is optional.
    6. Begin typing your message. Use <Down Arrow> Next Record to add more lines (up to 9,999 lines of 50 characters each are available.)
    7. You can insert lines of text between existing lines by entering the text, tabbing to the LINE field, and entering a number that places the text where you want it sequentially relative to the line numbers already defined.
    8. To change the order of lines of text, <TAB> to the LINE field and change the line number so it will be in the desired sequence.
    9. To delete a line of text you no longer want type [shift F4] Clear Record.
      Tip: You can navigate to the end of a line in the Text field using the End key.
    10. After adding your text, type [F10] Save, click on the Save, or Right Click - Save to save your text. The status bar will reflect the number of records saved (each line is a separate record). To return to FZAJVEL, type [control q] Exit, click on the Exit icon or Right Click - Exit.

       

    11. Back in FZAJVEL, type [control page down] Next Block, select Transaction Detail Info from the Options Menu, or Right Click - Transaction Detail Info to go to the Transaction Detail Block.

    Transaction Detail Block

    1. You will see the cursor in the SEQUENCE field. <TAB> Next Field and the appropriate value defaults. (This is the sequence number for this liquidation transaction.) <TAB> Next Field to the Journal Type field. X032 defaults and can only be changed to Z032 for Central Office liquidations. You cannot override the X032 or Z032 rule codes and use FZAJVEL for any other type of transaction.<TAB> Next Field to get to the COA field.
    2. You will see the cursor in the COA field. “X” defaults as the value for the Chart of Accounts field. <TAB> twice to get to the FUND field.
    3. Enter the Fund code from the Open Encumbrance report (FZRPOEL).
    4. <TAB> to the ORGN field and enter the Organization code from the Open Encumbrance report (FZRPOEL).
    5. <TAB> to the ACCT field and enter Account code from the Open Encumbrance report (FZRPOEL).
    6. Cursor will automatically move to the PROG field after entering 6-digit Org code. PROG Program Code value will default from value entered into ORGN field. Do not change this code.
    7. <TAB> to the ACTV field and enter Activity code if this code appears on the Open Encumbrance report (FZRPOEL) for this item.
    8. <TAB> to the LOCN field and enter Location code if this code appears on the Open Encumbrance report (FZRPOEL) for this item. (Note: LOCN field is rarely used at UCSC.)
    9. Banner automatically defaults $1.00 in the AMOUNT field.
    10. Banner will automatically default + in the SIGN field.
      Note: The rule code will liquidate the total encumbrance for the PO item and sequence number that you input. The rule code will process a total liquidation even though the FZAJVEL form indicates an amount of $1.00 and a transaction sign of +.
    11. You will see the cursor in the DESCRIPTION field. A description of “PO Encb Liquidation” will automatically default. This field is mandatory and may contain up to 35 characters. You can modify or override the description that defaults into this field if you want a different description.
    12. <TAB> to the ENCUMBRANCE NUMBER field. Enter the Purchase Order number in the ENCUMBRANCE NUMBER field.
    13. <TAB> to the ITEM NUMBER field. Enter the Item number to be liquidated from the PO.
    14. <TAB> to the SEQUENCE field. Enter the Sequence number in the SEQUENCE field. (This is the sequence number of the item on the PO.)
      Note: The entries to ENCUMBRANCE/ITEM/SEQUENCE must exactly match the data from your Open Encumbrance report (FZRPOEL).
    15. Banner will automatically default T (for Total) in the ACTION field, and U (for uncommitted) in the COMMIT TYPE field.
    16. <TAB> to the DOCUMENT REFERENCE field. Banner will automatically default the PO number you entered into the ENCUMBRANCE NUMBER field. Do not change this value.

       

    17. To add additional entries type [down arrow] Next Record and repeat Steps 1 through 15 above.
    18. If the data entered for the record has errors, an Edit Error Messages screen will provide feedback. Click on the Close button in the lower right corner of the screen to return to the Transaction Block and correct your entries.
      Note: [F3] Duplicate Field copies a specific field from the previous entry in this Journal Voucher.
      Important: If you type [down arrow] Next Record, from your last completed record, a new record is created. If you do NOT want this record, immediately type [up arrow] Previous Record before you enter any field values.
      You can delete an unwanted, completed record by typing [shift F6] Delete Record from within the unwanted record.
    19. After you have entered all records for this journal voucher, type [control page down] Next Block to go to the COMPLETION Block. An additional edit will be performed. Any errors will be displayed. If errors are displayed, click on the "Close" button. After resolving any errors, navigate to the Completion block again.

       

    20. Click on the Complete button to process the JV you just created, or click on the In Process button to delay processing.
    21. Type [control q] Exit Screen, click on the Exit icon or Right Click - Exit to return to the Banner Menu Form.

       

    Important: Do not leave the JV uncompleted. Encumbrance liquidation journals should be done immediately after printing the Open Encumbrance Report. The encumbrance liquidation journal will not post if payment activity has occurred between the time the report is printed and the time the journal is completed, and the payment activity completely liquidates the encumbrance. Banner will allow you to complete the journal without an error message; however, the posting process will reject the journal by resetting its status to incomplete, even if it has already been completed and approved. It is advisable to query UCSC Pending Journal Vouchers Form FZIJVCD after completing an encumbrance liquidation journal (allow some time for posting to occur). Querying FZIJVCD, or running the Open Encumbrance report again are the only ways of identifying Encumbrance Liquidation Journals that did not go through posting and were reset to incomplete.


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  • Known Issues - Program Code Not Defaulting Correctly

    Program Code not defaulting correctly

    The program code field of the FOAPAL defaults its value based on the associated organization code. This field is not directly updateable by the inputter. If the Duplicate Record (F4) feature is used to copy the previous JV sequence, and the organization code is changed to one which maps to a different program code, the program code on the new sequence does not update automatically unless you tab after keying in the new organization code in Orgn field.

    Original keyed sequence:



    After duplicating previous record (F4) above, changing organization code, but NOT tabbing after keying new organization code:



    Work Around

    Rekey the new organization code, and tab; program code updates correctly:



    To prevent the problem from occurring, always tab after keying a new organization code on a duplicated record in FZAJVCD. If you have exited the JV (leaving it in progress), and discover an incorrect program code upon re-entering the JV, you will need to delete both the fund and organization code from the affected sequence, then re-enter them, being sure to TAB after entering the organization code. This will cause the correct program code to update.

    If the JV has already been completed before the program code problem is realized, no action is necessary; at fiscal close, all incorrect organization/program code combinations are identified and corrected.

    Note: The program code is usually, but not always, the first two digits of the Organization code. For example, there are many Organization codes that begin with ‘40’ whose correct Program Code is ‘43’.


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  • Known Issues - GJAPCTL - Printer Code Defaults Through Session

    GJAPCTL Printer Code Defaults Through Session

    If you change your default Printer Control Printer setting in the GJAPCTL form (used to print Journal Vouchers, POs, and other reports), the changed code will default into the Printer: field for all subsequent job submissions within a specific Banner session. This can be useful if you need to submit multiple print jobs to a printer different than your default setting: you won’t have to repetitively re-enter the different printer code each time you submit a print job. On the other hand, this feature could cause extra work if you make a change and then forget to set the printer code back to your default printer.



    Work Around:

    Once you exit from a specific Banner session, the changed printer code will be automatically removed from the session’s browser cache, and any new sessions will retain your default printer code settings in GJAPCTL.

     


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  • Known Issues – FGIJSUM Journal Voucher Sequences Not Displaying in Order

    Journal Voucher Sequences Not Displaying in Order

    Occasionally, journal voucher sequences do not display in sequential order.

    Work Around: While in the FGIJSUM screen, press F7 [this will clear the screen] the press F8 to re-populate the screen with the sequences in order.






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  • Establishing Grants

    Establishing Grants in Banner is a function of the Extramural Funds Office [EMF] of Financial Affairs.
    The main forms for creating and maintaining grants in Banner are:


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  • Grant Maintenance FRAGRNT

    FRAGRNT is used to create and maintain grant records. A grant must be created in FRAGRNT before it can be associated with a fund code in the FTMFUND form. Note that only the Main and Personnel tabs in FRAGRNT are required.

    Banner Tip: Press F2 to bring up a list of the tabs allowing use of the Up and Down arrows keys [this works only for forms with tabs].

    Grant details found on the FRAGRNT Main tab:

    • Responsible Organization: Not currently used.
    • Long Title: 256 character grant title/description.
    • Title: When first creating a grant, the first 35 characters of the Long Title will display in the Title field. You may change the text in this field if you want. The title in this field is carried forward to FTMFUND and FRMFUND forms.
    • Requires Effort Certification: Not used. Checked or unchecked has no impact. Effort Certification is currently an external system.
    • Agency: The Banner ID and name of sponsor who awarded the grant funding. For EMF maintenance: click on arrow or press F9 to query on existing agencies. New agencies are added via form FTMAGCY – Agency Code Maintenance.
    • Principal Investigator ID: The Banner ID and name of the primary researcher conducting and managing the project. For EMF maintenance: FIS recommends PI data be entered on the Personnel tab which allows more flexibility in querying for persons. See Personnel section below.
    • Project Start Date & Project End Date: The dates from which costs can be incurred to the date the project is complete and all costs charged. For EMF maintenance: These dates will populate the Budget Period Dates in FRMFUND when creating a new FRMFUND record.

    Banner Tip: Double-click in most date fields to bring up a calendar. Double-click on a day in a calendar to populate the date field.

    • Proposal: Not used in Banner.
    • Termination Date: Date the grant ended. Must be equal to or greater than the Project End Date.
    • Expenditure End Date: Currently not used.
    • Status: Either active [A] or inactive [I].
    • Pass Through Indicator: Currently not used.
    • Alternate Description: Optional 35 character field for comments appended to Status indicator. Status history can be viewed in form FRIGRST [Grant Status History].
    • Status Date: Last date the grant record was updated.

    Banner Tip: In most date fields, entering a single, non-numeric character followed by Enter or Tab will display the current date. Just remember T for Today.

    • Current, Cumulative & Maximum Amounts: Optional fields indicating the amount of the most recent increment of funding, the amount awarded to date and the maximum funding the sponsoring agency will award for the grant.
    • Total Recipient Share & Related Grant: Not used.
    • Grant Type: Refers to applicable OMB circular for federal funds.
    • Category: This field is not used. See Sub Category.
    • Sub Category: Four character code identifying the project sponsor. For EMF Maintenance: Click on the arrow or press F9 to select the appropriate Sub Category [note the 2-character Category is also listed]. New Sub-Category codes are maintained only by FIS.
    • CFDA Number: Code identifying the federal program in the Catalog of Federal Domestic Assistance. For EMF Maintenance: Click on the arrow or press F9 to select the appropriate CFDA code. Use FRVCFDA – Catalog of Domestic Assistance Codes form to create new CFDA codes.
    • Sponsor ID: 30 character free form field for the reference number of the sponsoring agency.

    The Personnel tab is used to maintain and view persons associated with the grant. Only the ID, Indicator, Chart of Accounts and Organization fields are currently used.

    Personnel details found on the FRAGRNT Personnel tab:

    • ID: The Banner ID number for the person. For example, @00084434. For EMF Maintenance: Click on the arrow, then select Person Search Form-FOIIDEN to find and select the correct Person and Banner ID.

    See Query Techniques to help with queries when using FOIIDEN.


    • Indicator: The Indicator code identifying a person’s grant role.
    Grant Role Indicator
    Number
    Description
    Principal Investigator 001 - PI conducts and manages a sponsored project.
    - Identified by Office of Sponsored Projects [OSP].
    - The default person to certify effort in Effort Reporting System [ERS].
    - Required for effort reporting.
    - Banner does not allow multiple 001’s.
    - Is never assigned an org.
    Grant Accountant 002 - Provides support to Campus Business Offices.
    - Identified by EMF.
    - Optional.
    - There should only be one 002 indicator per grant record.
    - Is never assigned an org.
    Co-PI 003 - Shares sponsored project management with PI.
    - Identified by OSP.
    - Required only if called out by OSP.
    - Banner accepts multiple 003’s.
    - Never use org.
    Report Certifier 301-310 - Person(s) designated by PI to certify effort on sponsored project.
    - Identified by Campus Business Offices.
    - Required only if called out by ERS [they provide specific instructions].
    - Banner accepts multiple Report Certifier roles. But the combination of ID and Indicator must be distinct.
    - Org always required.

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  • Fund Code Maintenance FTMFUND

    This section is about fund records as they pertain specifically to grants.

    FTMFUND is used to create and maintain fund records. A grant must be created in FRAGRNT before it can be associated with a fund code in FTMFUND.

    Banner Tip: Use the Fund field for queries to ensure accurate query returns.


    • Active Status: The default is checked to indicate the record is active. Unchecked indicates the record is inactive.

    Banner Tip: Using the space bar on a check box is the same as clicking with the mouse.

    • Grant: The Grant code created in FRAGRNT. The FRAGRNT title field will display. When the title in FRAGRNT is changed, the grant title in FTMFUND is automatically updated.
    • Last Activity Date: System generated date representing the last date the fund record was updated.
    • Proposal: Not used.
    • Fund: The Fund code must always be the same as the Grant code. A mismatch will cause posting and reporting errors.
    • Title: 35 character title.
    • Effective Date: The date the fund record goes into effect.
    • Termination Date: The fiscal year end-date of the retention period for a closed fund.
    • Next Change Date: System generated date of the next record’s effective date. When blank, it means this is the record currently in effect.

    Banner Tip: In most date fields, entering a single, non-numeric character followed by Enter or Tab will display the current date. Just remember T for Today.

    • Expenditure End Date: Not Used.
    • Data Entry: When checked, the fund record can be used for data entry purposes.
    • Grant Requires Effort Certification & Fund Requires Effort Allocation: Not used. Checked or unchecked has no impact.
    • Fund Type: Identifies the type of fund [state agencies, federal funds, etc].
    • Predecessor Fund: Identifies the category within the fund type [National Science Foundation, ARRA Contracts, etc].
    • Financial Manager: Not Used.
    • Unbilled AR Account: Account code used for revenue recognition in the General Ledger [rule code GRAR – Accrued Accounts Receivable].
    • Revenue Account: Account code used for revenue recognition in the Operating Ledger [rule code GRRV – Accrued Revenue].
    • Bank and Cash Receipt Bank Code: Not used.
    • Capitalization Fund Indicator: Used by the Fixed Assets module.
    • Capitalization Equity Account and Capitalization Fund: Not used.
    • Multiple Fund Balance Indicator: Directs the system to the appropriate Fund Processing Balance Accounts that will be affected during Year End Processes and Concurrent Year Processing.
    • Restriction Indicator: Defaults to Unrestricted.

    Banner Tip: Right click on the canvas [not on a field] to display the Options Menu.


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  • Fund Local Attribute Maintenance FZMFUND

    FZMFUND is used to create and maintain fund attributes for UCOP, UCSC and UCPath. A fund must be created in FTMFUND before a record can be created in FZMFUND.


    • UCOP Attributes: Attributes are required from all campuses and are based on the UCOP Fund Group Code. See UCOP’s Appendix C for details.
    • UCPath Attributes: For the UCPath project. These fields should remain blank for now.
    • UCSC Attributes: Budget Roll Update is used for fiscal close. Federal Financial Report (FFR) is used by EMF for specific federal fund designation.

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  • Research Accounting Fund Maintenance FRMFUND

    FRMFUND is used to associate cost codes for grants. A grant must be created in FRAGRNT and a fund must be created in FTMFUND before you can create a FRMFUND record.


    • Fund: Fund code and title as created in FTMFUND.
    • Grant: Grant code and title as created in FGAGRNT. When the short title in FRAGRNT is changed, the grant title in FRMFUND is automatically updated.
    • Effective Date: The date the record is effective. This should be the same as the FTMFUND effective date [when EMF creates a new record].
    • Termination Date: The date the record is no longer usable.
    • Budget Period Dates: Upon creating a new record, these dates default from FRAGRNT.
    • Encumber Multi Year Labor & Indirect Cost Encumbering: Not used.
    • Indirect Cost Basis: Represents a list of accounts used in indirect cost calculation. These codes are maintained by EMF in form FTMBASI – Basis Definition Code Maintenance.
    • Indirect Cost Rate Code: Rate of indirect cost. These codes are maintained by EMF in form FTMINDR.
    • Indirect Cost Charge Account Code: Determines what account code to charge for indirect cost. This is maintained by EMF in form FTMINDA – Indirect Cost Charge Code Maintenance.
    • Indirect Cost Distribute to Code: Tells Banner how to distribute indirect cost. Maintained by EMF in form FTMINDD – Indirect Costs Distribution Maintenance.
    • Cost Share fields: Not used.
    • Billed Accounts Receivable: Used for the Billed A/R account column in report FZXEMAR [EMF Unbilled & Receivables Ext].
    • Cash Receipt Bank Code: Not used.
    • Revenue Account & Unbilled Accounts Receivable: Default values from FTMFUND.
    • Retainage fields: Not used.

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  • Fund Code Edits Report FZRFUND

    FZRFUND helps identify specific errors in grant and fund records. Used by FIS and EMF.

    1. In the Go To... field of the Banner Menu Form, type FZRFUND.
    2. Perform control + pg down until you are in the Parameter Values box. The As of Date should default to today. If not, remember T for today.
    3. Perform control + pg down to navigate to the Submission block. Press F10 to submit your report.

    For sustainability purposes, FIS recommends using the DATABASE method for running this report to prevent using paper. See Reporting (Part 4) for specific directions.

    FZRFUND will identify:

    • Missing FZMFUND records.
    • Missing Fund Group Code.
    • FTMFUND records where the Multiple Fund Balance Indicator is other than the default.
    • FTMFUND records where the Grant code and the Fund code do no match.
    • Missing pred funds.
    • FTMFUND records with future effective dates.


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  • Grant Queries

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  • Grant Agency Inquiry FRIASTG

    Use FRIASTG to display all grants associated with a single agency. Enter the Banner ID in the header then perform control + pg down.

    Once the detail block has populated, further queries can be performed. See Query Techniques to help with your queries.


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  • Grant Personnel Inquiry FRIPSTG

    Use FRIASTG to display all grants associated to a single person. Enter the Banner ID in the header then perform control + pg down. This can be queried for any person having a grant role [001, 002, 003 301-310].

    Once the detail block has populated, further queries can be performed. See Query Techniques to help with your queries.


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  • Grant Inception to Date FRIGITD

    Use the Grant Inception to Date Form to retrieve grant budget and expenditure information. This is a query only form. Grant financial information can either be viewed in total, or for a specific span of time.

    1. In the Go To... field of the Banner Menu Form, type FRIGITD. Type <return>.
    2. You will see the cursor in the Grant field. Enter the grant code (the grant code is identical to the fund code). The Grant is a required field to use this form.
    3. To view all information for a specific grant, leave the remaining fields of header block blank.
    4. Type [control + page down] to display Inception to Date information in the detail block. The Date From and Date To fields specify the pertinent dates for the data being displayed. The Type column displays the kind of account code charged:
      • E for Expense
      • L for Labor
      • R for Revenue
      • T for Transfer


    5. The default is to display data beginning from the project start date to today. You may view data for a different period. Choose the rollback icon [or shift + F7]. Tab to the Date From field and enter the beginning month/year then ending month/year in the Date To field as desired. Type [control + page down] to display Inception to Date information for this period.
    6. You may further specify data to be viewed for a grant by entering codes in the Header Block fields provided:
      • Index: Not currently used.
      • Fund: Enter a fund code. Fund codes are the same as the grant code. Alternatively, this can be left blank since the Grant Code field is required.
      • Organization: Enter an organization code if you would like a specific view. Leave blank and all orgs used on grant will be included.
      • Program: Enter a program code in this field to query a specific program. Leave blank to include all program codes.
      • Activity: Enter an activity code to query a specific activity. Leave blank to include all activity codes.
      • Account Type or Account: Enter an account type or account to view specific expenditure and budget information. Leave blank to include all.
        Note: You may query either account type OR account code, but NOT both.
      • Date From and Date To: These fields default starting with the project start date to today. Change dates as needed.
      • Include Revenue: Check the Include Revenue box to see revenue in your query.
      • Account Summary: Select Level1 or Level2 Acct Types from the drop down list to display query results by level 1 or level 2 account types. Selecting Budget Pool displays query results by Budget Pool accounts [similar to what is viewed in FIS report, FZRSITD]. See example below for query by Budget Pool with revenue included. The Include Revenue check box works in tandem with these Account Summary selections.
      • Exclude Indirect Costs: Check this box to exclude indirect costs [expenses and budget].
      • Fund Summary: Currently not used.
      • By Sponsor Account: Currently not used.

    Transaction Detail Information

    From the detail block, detailed transaction information can be viewed by selecting Grant Detail Information [FRIGTRD] from the Options menu, or pressing F4. After reviewing, type [control q] Exit Screen, or click on the Exit icon to return to FRIGITD. Note: if your query was by Budget Pool from the Account Summary drop down list, the Options menu selection will read Grant Transactions by Pool [FRIGTRD].


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  • Grant Transaction Detail Form FRIGTRD

    Use the Grant Transaction Detail Form to retrieve detail grant budget and expenditure information. This is a query form only. Grant financial information can either be viewed in total, or for a specific span of time [by changing the Date From and Date To fields].

    1. Enter grant code in the Grant field. Type <return or tab>. This is a required field. Note that the Date From and Date To fields populate.
    2. Perform control + page down to navigate to the detail block. Press F8 to perform query. Query results are ordered by Account, Organization and descending Activity Date.


    3. You may further specify data to be viewed for a grant by entering codes in the Header Block fields provided:
      • Index: Not currently used.
      • Fund: Enter a fund code. Fund codes are the same as the grant code. Alternatively, this can be left blank since the Grant Code field is required.
      • Organization: Enter an organization code if you would like a specific view. Leave blank and all orgs used on grant will be included.
      • Account: Enter an account code to view specific expenditure and budget information. Leave blank to include all. Note: You may query on a specific budget pool account by first checking the Pool box, then entering the pool account code. See example below displaying budget and expense query results for pool account CG6000.
      • Program: Enter a program code in this field to query a specific program. Leave blank to include all program codes.
      • Activity: Enter an activity code to query a specific activity. Leave blank to include all activity codes.
      • Location: Not currently used.
      • Commit: Not currently used.
      • Year and Period: For Grant Year queries – not used by UCSC.
      • Date From and Date To: These fields default starting with the project start date to today. Change dates as needed.


    4. To execute another query, choose the rollback icon [or shift + F7] to return to the header block. Then, enter query criteria.

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  • Reporting (Part 1)

    FIS Banner Reporting

    This section contains information about reports produced by FIS Banner 8.

    Overview

    FIS offers three methods for retrieving data from Banner. Depending on your specific reporting needs, you can:

    • Get a report from your printer. This is done by accessing the Process Submission Control Form (GJAPCTL) where you enter parameters to specify output (See the Reports Listing at the end of this section for a list of the most commonly used printed reports).
    • Have a PDF report delivered to your desktop. (Not all reports are PDF capable. See the Reports Listing at the end of this section for reports available in PDF).
    • Download query into Excel. You can query in a FIS form, such as FGITRND, and download query results into an Excel file on your desktop. (Not all forms are enabled for this function. See the Reports Listing at the end of this section for forms enabled for exporting to Excel).

    The following explains how to get a report using these various delivery methods, and how to prepare your desktop for PDF/Excel files. At the end of this section is a list of reports with their descriptions and delivery methods (Printer, PDF, or Excel) for a specific report.

    Banner Tip: You may return to a recently used form by selecting it from the File menu, where up to ten form names are displayed.

    Printing Reports Directly to Your Printer

    Important: Before printing from FIS, your printer must be registered with ITS and configured properly.
    Click here to learn more about ITS support for printer setup.
    Printing reports from FIS is handled by the Job Submission process, which enables you to execute a report without having to exit the Banner application. Job Submission is carried out by form GJAPCTL (Process Submission Control Form). To print a report:

    1. In the Go to... field on the Banner Menu Form, type GJAPCTL <return>.
      Tip: You can save a few keystrokes by typing in the report name, instead of the form name, in the Go To…. field (then press Enter).
    2. In the Process field, enter the name of the report you want to print.. See the Reports Listing at the end of this section for a list of the most commonly used printed reports.
    3. Type [control page down] Next Block to the Printer Control block. Enter the Printer Code of the printer you want to send the report to in the Printer field (press F9 List of Values or click on the Search icon to see a list of printer codes).
    4. Type [control page down] Next Block to the Parameter Values block. Enter the appropriate parameters in the Values column. Use caution with Optional parameters. This may result in long printed reports with unwanted data.
    5. Type [control page down] Next Block to the Submission block. Click on ‘Save Parameter Set’ (this is optional) to save the values you just entered for the next time you want to print the same report.
    6. Type [F10] Save, click on the Save icon, or Right Click - Save to save to Commit your entered values. Your report will not be submitted for output until you commit it.
     

    The ‘Log File’ information displayed in the Hint Text area indicates your print job has successfully been submitted to the FIS print server, which sends the print job to your printer. Most printouts will appear on your printer almost immediately.

     

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  • Reporting (Part 2)

    Downloading PDF Reports to Your Desktop

    FIS reports are now available via PDF delivery to your desktop (PDF delivery is limited to reports created using the Oracle Reports tool). Among the reports in this format are FZRPOEL, FZRSFND, FZRDITD2 and FWROLAD. See the Reports Listing at the end of this section for list of PDF capable reports. Reports programmed using other tools such as SQL and C will still only be available via printout.
    You can only download PDF reports you have access to. If you do not have access to specific reports, then you will not have access for downloading them to your desktop. Access to reports requires supervisor approval.

    IMPORTANT:
    Before You Begin Downloading PDF Reports:

    • Pop-up blockers must be turned off. Downloading PDF files spawn another browser window, which is essentially a “Pop-up” window. See Browser Configuration for PC or Browser Configuration for Mac for details.
    • Windows users must configure their browsers to enable for file downloads. See Browser Configuration for PC for details.
    • Adobe Acrobat Reader is required to view PDF files in Windows (for Mac users, PDF’s can be viewed in Mac OS’s viewer, Preview).

    1. In the Go to... field on the Banner Menu Form, type GJAPCTL <return>.
    2. In the Process field, enter the name of the report you want to print.. See the Reports Listing at the end of this section for list of PDF capable reports.
    3. Type [control page down] Next Block to the Printer Control block. Do not change the Printer default value of NOPRINT. Printer codes are not used for PDF reports.
    4. Type [control page down] Next Block to the Parameter Values  block. Enter the appropriate parameters in the Values column. Use caution with Optional parameters. This may result in long printed reports with unwanted data.
    5. STOP at Parameter titled ‘Mode For Character Format’. The remaining parameters have default values (some are blank) for PDF processing. Do not enter any values from this point forward.
    6. Type [control page down] Next Block to the Submission block. Click on ‘Save Parameter Set’ (this is optional) to save the values you just entered for the next time you want to print the same report.
    7. Type [F10] Save, click on the Save icon, or Right Click - Save to save to Commit your entered values. Your report will not be submitted for output until you commit it.

       

    Upon commit, a browser window will display. Depending on the size of your report, the PDF information may display immediately, or you may see a blank browser window. This is an indication that the report is still running. Be patient: information may take several minutes to appear. Do not close a blank window until your PDF output appears.
    NOTE: Depending on your Adobe Acrobat settings, the PDF output will either:

    • Display on your screen as a PDF report inside a browser window.
      OR
    • Open directly in Adobe Acrobat.
      You can change your Adobe Acrobat settings from within Acrobat as follows:
      • Go to Edit/Preferences and select Internet from the list of categories.
      • Check "Display PDF in browser" to have your report display inside browser window.
      • Uncheck "Display PDF in browser" to have your report open directly in Acrobat.

    PDF report inside an Internet Explorer browser window:

     

    PDF report opened directly in Adobe Acrobat:

     

    When completely downloaded, you can save a copy to using another file name:

    1. In the PDF browser window, Go to File > Save a Copy.



    2. Type in a file name (e.g. FZRPOEL_FEB2008) and key Save.

    The saved PDF report will now be available on your desktop for additional printing, viewing and sharing as an email attachment.

    Troubleshooting Tips When Downloading PDF Reports to Your Desktop:

    • Make sure your Pop-up blockers are turned off. See Browser Configuration for PC or Browser Configuration for Mac for details.
    • If you are a Windows user, make sure your browser is configured to be enabled for file downloads. See Browser Configuration for PC for details.
    • You may need to disable any 3rd party toolbars (Yahoo, Google, etc.) installed on your Internet Explorer browser: such toolbars may have their own built-in popup blockers which will override Internet Explorer’s popup blocker settings.

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  • Reporting (Part 3)

    Exporting Data from an FIS Form to Excel

    You can download data from a FIS form and export that data to Excel. For example, you could query on ledger activity for a specific FOAPAL in FGITRND. Then, download the displayed results of the query to an Excel spreadsheet. This feature is called Data Extract.
    Not all forms are enabled for Data Extract. See the Reports Listing at the end of this section for a list of forms allowed for this capability (look for ‘Excel’ in the Delivery column).
    You can only use Data Extract for those forms you have access to. If you do not have access to specific forms, due to security reasons, then you will not have access for downloading data. Access to forms requires supervisor approval.
    Data Extract is used with queryable forms only, not reports. For report delivery in printouts and PDF files, see the sections Printing Reports Directly to Your Printer and Downloading PDF Reports to Your Desktop above.

    Important
    Before You Begin Exporting FIS Data:

    • Pop-up blockers must be turned off. Data Extract spawns another browser window in order to display the results of the download, which is essentially a “Pop-up” window. See Browser Configuration for PC or Browser Configuration for Mac for details on turning off pop-up blockers.
    • Windows users must configure their browsers to enable for file downloads. See Browser Configuration for PC for details.
    • Signs on most FIS forms translate the same once the data is exported to Excel. If a sign is positive on the form, it will be positive on the exported results. If negative, it will appear with minus signs.
      CAUTION: Some forms, such as FGIBDST, show both expenditures and revenues with positive signs.
    • Totals, such as what is seen at the bottom of forms FGIBDST and FGITRND, are not downloaded.

    To download data from a Banner form into Excel:

    1. In the Go to... field on the Banner Menu Form, enter the name of the Banner form you wish to extract data from (e.g. FGITRND, FGIBDST, etc.) then key <return>.
    2. Perform your form query. See Query Techniques for more information about querying in Banner forms.
    3. Once query results are displayed, go to Help > Extract Data No Key.

       

    4. Depending on your browser’s settings, you may see a File Download box (similar to those below) and you may be prompted to Open or Save the downloaded file.

       

    5. Immediately save the file.

       

      Depending on the size of your report, the Excel spreadsheet information may display immediately or may take several minutes to appear.

    Banner Tip
    Does your data output to Excel without a header row? If so, navigate to File then Preferences. Check the box next to Include Header Row in Data Extract.

    Note
    Excel will display the exported data in the same order as shown in the FIS form, however, leading zeroes are dropped. For example, Account Code 000010 will show as 10 in Excel.

     

    If you want to see leading zeroes in your spreadsheet, use Excel to format those columns:

    1. Highlight the column.
    2. Go to Format > Cells > Number (tab) > Click on Custom (in the Category box).
    3. Click on ‘0’ (the single zero below General in the Type box).
    4. Type in 5 more zeroes.
    5. Click OK to close Format Cells box.

       

      The saved Excel spreadsheet will now be available on your desktop for additional printing, viewing and sharing as an email attachment.

    Troubleshooting Tips When Downloading PDF Reports to Your Desktop:

    • Make sure your Pop-up blockers are turned off. See Browser Configuration for PC or Browser Configuration for Mac for details.
    • If you are a Windows user, make sure your browser is configured to be enabled for file downloads. See Browser Configuration for PC for details.
    • If you have another file open on your desktop with the file name ‘gokoutd.csv’, it will prevent you from downloading subsequent files. Be sure previous downloads are either saved as another file name or deleted.
    • You may need to disable any 3rd party toolbars (Yahoo, Google, etc.) installed on your Internet Explorer browser: such toolbars may have their own built-in popup blockers which will override Internet Explorer’s popup blocker settings.

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  • Reporting (Part 4)

    Exporting data via Database method

    The Database method lets you extract and review reporting information directly within Banner. For example, you can view certain reports such as FZRYE127(s), FABMATC, and FZRPTJV, without sending them to your local printer. Instead of using your printer name, use DATABASE as the printer name. All other parameter values remain the same for your report. This will generate a report that can be reviewed within Banner. See below for step-by-step instructions on this process.

    You can only use Database extraction and viewing for reports that you have access to. If you do not have access to specific forms, due to security reasons, you will not be able to extract or view the output. Access to reports requires supervisor approval.

    1. Run the report as usual, using DATABASE in the Printer field.

    2. When you commit or save the Values, note the log file number at the bottom of the Submission block:

    3. Go to > Options > Review Output. The GJIREVO screen will appear. The log number from the report you just ran will be in the Number field. Double-click in the File Name box or click on the arrow.

    4. Select the file having .lis in the file name. You can double-click on the file name or click OK.

    5. The report should now display within the GJIREVO window where you can scroll to view the report contents.

    6. If you want to extract the report to your desktop to save as a Word or Excel doc, go to > Options > Show Document, then click Yes when this box pops up.  Otherwise, skip to Step 9.

    7. The report will display in a browser window.  Save this by: File > Save As > reportname.txt [you want to save this as a text file.].

    8. Open Word or Excel then open the text file you just saved.
      • If you choose Word, be aware the report will not be paginated as it is in Banner. Additionally, formatting is required to fit the rows across pages.
      • If you choose Excel, the “Text Import Wizard” box will display when you open the text file. This requires you determine how to bring the data into Excel so that it fits the columns.  CAUTION: Unless you have experience using the “Text Import Wizard” box this can be a time consuming process where the data may not be imported correctly. FIS does not recommend using this method for lengthy reports. Particularly those having multiple lines of totals.
    9. If you want to view another report in GJIREVO, rollback. Then, double click in the Process field [or click on the arrow for that field]. At this point all reports run in DATABASE mode are displayed.
    10. To exit from the window displaying your list of reports, click CANCEL.

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  • Reporting (Part 5)

    Reports Listing

    If you are in a Central Office and/or have access to special FIS reports that you do not see on this list, or have questions, please contact fis_probs@ucsc.edu.

    Form or Report Name​ Title Description​ Delivery Method​ Instructions​
    FGRACTH​ Account Hierarchy REPORT Prints a list of Account Codes, and their roll-up codes. Printer or Database Submit print job via GJAPCTL.
    Note: Most users like this for Non-inventorial expense accounts (Account Type 71).
    FGRFNDH​ Fund Hierarchy REPORT Prints a list of funds and their hierarchy in order of fund type. Printer or Database Submit print job via GJAPCTL.
    ​FGRGLTA General Ledger Detail Transaction REPORT Prints General Ledger accounts activity by fund. Printer or Database Submit print job via GJAPCTL.
    FGRORGH Organization Hierarchy REPORT Prints a list of Org codes and their roll-ups. Printer or Database Submit print job via GJAPCTL.
    Tip: Use Level 3 or Level 4 org to prevent printing entire list of UCSC orgs.
    FPAPORD Purchase Order PRINT This will print a specific Purchase Order which has been approved. Printer Submit print job via GJAPCTL.
    FZRACTV Activity Codes by Prefix REPORT Lists Activity Codes; includes selection by Activity Code prefix Printer or Database Submit print job via GJAPCTL.
    FZRPTJV Journal Voucher Print REPORT This reports prints details of a selected Journal Voucher Printer or Database Submit print job using GJAPCTL.
    FZRYE127B Balance Sheet Summary Prints Expenditure information for a selected Chart, Fiscal Year, and Period Printer or Database Submit print job using GJAPCTL
    FZRYE127E Expenditure Summary Prints Revenue information for a selected Chart, Fiscal Year, and Period Printer or Database Submit print job using GJAPCTL
    FZRYE127R Revenue Summary Year end budget status by Fund/Org for specific Fund Type and/or Budget Roll Indicator Printer or Database Submit print job using GJAPCTL
    FABMATC Receiving Matching Process Matches Invoices being paid versus items received when Receiving is being used. Displays results in form of report Printer or Database Submit print job using GJAPCTL
    FWRBBAL Budget Summary REPORT This prints Budget Summary - YTD balances by Units, Organization, Fund PDF Submit print job using GJAPCTL.
    Do not change Parameters 06-76
    FWRDOLD Monthly Transaction Detail REPORT Prints detail transaction balances by Organization, Fund, and Account. PDF Submit print job using GJAPCTL.
    Do not change Parameters 09-76.
    FWROLAD Monthly Transaction Detail REPORT This report gives monthly transactions detail sorted by Org, Fund, Pool Acct, Activity and Acct for a specified month. PDF Submit print job using GJAPCTL.
    Do not change Parameters 10-76.
    FWROLAS Operating Ledger Account Summary REPORT This report gives monthly transactions for each Account within Pool Account sorted by Service Center Code, Org, Fund, Pool Acct and Acct for a specified month.
    This report is part of a set of monthly reports which is printed centrally and distributed to Units.
    PDF Submit print job using GJAPCTL.
    Do not change Parameters 09-76.
    FWROLAY Operating Ledger Activity Summary REPORT This report gives Operating Ledger activity summary by Service Center, Orgn, Fund and Activity.
    This report is part of a set of monthly reports which is printed centrally and distributed to Units.
    PDF Submit print job using GJAPCTL.
    Do not change Parameters 11-76.
    FWROLPS Operating Ledger Pool Summary REPORT This report summarizes transactions at the Pool account level by Organization, Fund, Pool Account.
    This report is part of a set of monthly reports which is printed centrally and distributed to Units.
    PDF Submit print job using GJAPCTL.
    Do not change Parameters 09-76.
    FWRTDEA Transaction Detail by Activity REPORT This report gives monthly transaction detail by Service Center Code, Orgn, Fund, Activity, and Acct.
    This report is part of a set of monthly reports which is printed centrally and distributed to Units.
    PDF Submit print job using GJAPCTL.
    Do not change Parameters 11-76.
    FZRDITD2 C/G Detail Inception to Date-2 REPORT This report prints detail inception to date for Contract & Grant funds. Does not cross FY's. Does not include Revenue, 310000 & 320000 orgs. PDF Submit print job using GJAPCTL.
    Do not change Parameters 07-76.
    FZRPOEL Open PO Encumbrances REPORT This report shows open PO and REQ encumbrances. Sorted by Service Center Code, then Org.
    Use this for liquidating open encumbrances.
    PDF Submit print job using GJAPCTL.
    Note: Service Center Code is required to run this report.
    Do not change Parameters 07-76.
    FZRSFND​ Fund Summary REPORT This report shows the year-to-date totals of budgetary, financial, and encumbrance transactions summarized by pool budget account for each organization in each fund. PDF Submit print job using GJAPCTL.
    Do not change Parameters 08-76.
    FZRSITD Contract & Grant Inception to Date Summary REPORT This report is a summary of inception to date balances listed by Pool Budget Account for Contract and Grant Funds. PDF Submit print job using GJAPCTL.
    Note: This report crosses Fiscal Years.
    Do not change Parameters 08-76.
    FZRYE125​ Open Encumbrance REPORT This report shows open general encumbrances and open PO and REQ encumbrances. Sorted by Service Center Code, then Org.
    Use FZRPOEL for liquidating open encumbrances.
    PDF Submit print job using GJAPCTL.
    Do not change Parameters 10-76.
    FAIVNDH Vendor Detail History FORM This form lists invoices, credit memos, and check numbers for a specific vendor. Can query by single Fiscal Year, or Fiscal Year can be blank for all FYs. Excel Query in form, then download to Excel.
    Caution: if FY left blank, query can take several minutes.
    FGIBDSR​ Executive Summary FORM This form performs budget queries using roll-up FOAPALs. Excel Query in form, then download to Excel.
    FGIBDST Organization Budget Status FORM This form does Budget queries for specific FOAPALs. Excel Query in form, then download to Excel.
    FGIDOCR Document Retrieval Inquiry FORM This form is used to view posted journals (and other posted documents). Excel Query in form, then download to Excel.
    FGIENCD Detail Encumbrance Activity FORM This form shows activity against each accounting sequence for an individual encumbrance. Excel Query in form, then download to Excel.
    Important: To download activity, navigate to that block first.
    FGIGLAC General Ledger Activity FORM This form shows detailed transaction activity for General Ledger accounts by account number. Excel Query in form, then download to Excel.
    FGIJSUM Journal Voucher Summary FORM This form provides shows journal voucher transactions that are not yet posted. Excel Query in form, then download to Excel.
    FGITBSR Trial Balance Summary FORM This form enables you to query on specific funds and General Ledger accounts. Excel Query in form, then download to Excel.
    FGITRND​ Detail Transaction Activity FORM This form enables you to query for detail on specific funds and Operating Ledger accounts. Excel Query in form, then download to Excel
    FOAPOXT Procurement Text Entry FORM Text form used for Purchase Orders and Invoices. Excel Query in form, then download to Excel.
    FOATEXT​ General Text Entry FORM Text form used for Journal Vouchers. Excel Query in form, then download to Excel.
    FPIOPOB​ Open Purchase Orders by Buyer FORM This form displays a list of Open Purchase Orders by Buyer. Excel Query in form, then download to Excel.
    FPIOPOV Purchase Orders by Vendor FORM This form displays a list of Open, Closed, Cancelled, or Incomplete Purchase Orders by Vendor. Excel Query in form, then download to Excel.
    FPIPOHD​ Purchase Order Validation FORM This form provides a list for all Purchase Orders. Excel Query in form, then download to Excel.
    Note: Speed up queries in this form by entering criteria, such as PO Date.
    FRIGITD​ Grant Inception to Date Summary FORM This form displays inception to date activity summary by Account Type or Account Code Excel Query in form, then download to Excel.
    FRIGTRD Grant Transaction Detail FORM This form displays inception to date activity detail. Excel Query in form, then download to Excel.
    FYILTRP UCSC Trip Number List FORM This form lists Trip Number data for Open and/or Closed trips. Excel Query in form, then download to Excel.
    FZIABAL​ Budget Availability Status FORM This form displays Available Budget, YTD Expenditures, Open Encumbrances and Available Balance by Pool Account when querying by Org. Excel Query in form, then download to Excel.
    FZIAGLC AIS-General Ledger Interface FORM This form shows details for the AIS-FIS interface postings. Excel Query in form, then download to Excel.
    FZIDOCR Completed Document Retrieval FORM This form is used to see FOAPALs of posted documents, in list format. Excel Query in form, then download to Excel.
    FZIJVCD UCSC Pending Journal Vouchers FORM This form lists pending Journal Voucher. Excel Query in form, then download to Excel.
    TIP: Query by USERID to find your pending JVs.

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  • Glossary Of Terms

    Accountability: To be answerable for the results of an assigned action. Accountability is associated with delegated authority and is distinct from responsibility. A supervisor can assign responsibility but cannot give away his/her accountability; the manager is ultimately accountable.

    Account: A category of an expense, revenue, asset, liability, or equity for which transactions are recorded separately.

    Account Code: A six digit alpha-numeric code that classifies assets, liabilities, fund balances and system control for the General Ledger and revenue, expenditures and transfers for the Operating Ledger. Account codes are organized in a hierarchy for each account type.

    Acquisition: Acquisition refers to all processes involved in requisitioning, ordering, transporting, handling and paying for goods and services.

    Activity Code: An up to six character alpha-numeric code used to record cost center or other unit-defined data in the Chart of Accounts. Each unit has a unique two-letter prefix to begin their desired activity codes, which are assigned by Planning and Budget. Unlike all other FOAPAL elements, activity codes are not hierarchical. Activity codes are optional.

    Amendment: See Change Order.

    Approve: To sanction or officially confirm that a transaction is appropriate. Approving is the technical step done by the transaction processor after they have received appropriate authorization. The approver checks that the authorization is valid, funds are available and being used for an appropriate item, policies are followed, etc. One can only approve with authorization. The authorization and approval processes imply a separation of duties.

    Asset: Resources owned by the University.

    Authorize: To agree to the commitment of funds for a specified use; authorization can only be given by a person who is responsible for the funds in question. Note that FIS Banner uses the term “approve” when referring to the authorization of encumbrances.

    Audit: An official investigation that puts pieces of information together to see the whole, conducted or overseen by internal or external auditors.

    Authorize: Official decision to confirm that a transaction may occur. To authorize is to give permission to take an action. The action is then forwarded for processing and approval. Authorization is the precondition to approval, and is part of the initiation of a process. One may authorize without approval, assuming they have delegated authority. One may NOT approve without authorization.

    Auto Help: The help line that appears below all Banner forms prompting action. Such as “Enter document number; use NEXT or leave blank to generate number.” The message displayed is for the field in which the cursor is located and changes as the cursor moves from field to field.

    Balance Sheet: General Ledger Accounts used to identify assets, liabilities, system control and fund balances.

    Banner: See FIS Banner.

    Blanket PO: A type of purchase order for goods or services that extends over the period of the fiscal year. Permits the payment of multiple invoices that all utilize a consistent unit of measure and unit price. Funds are encumbered for the total amount indicated.

    Block: The information displayed in a Banner form is grouped into blocks. A block is a subset of related information fields utilized for data input or query. Each block has a block name and is separated by a solid horizontal line.

    Budget Period: The period (month or year) used in posting budgetary transactions. At UCSC budgets are annual, so Period 1 refers to the current fiscal year.

    Business Officer: The individual who has primary responsibility for overseeing the organizational unit’s budget and financial status. This individual may be a senior administrative official, a management services officer, a department manager, etc.

    Buyer: A professional buying specialist in Central Purchasing or the department or unit staff responsible for coordinating the requests for acquisitions of goods and services.

    CAAN: Capital Asset Account Number, also known as building code. Used to designate location of inventorial equipment. In Banner, the CAAN is used in the location code field for certain transactions. See Location Code.

    Change Order: A document that changes a completed and approved purchase order.

    Chart of Accounts: The overall structure into which all FOAPALs are organized. At UCSC, there is one chart of accounts (COA) named “X”; this defaults into all transaction and query forms and cannot be changed.

    Commodity: Something that is bought or sold. Any movable or tangible object that is produced or used as the subject of barter or sale.

    Commit: [F10] The Banner command that saves changes in the current transaction to the database.

    Component: Item with a cost of $1500.00 or more that permanently increases the value of a specific (as identified by property number) University owned unit of inventorial equipment, is not complete in itself, and thus is not separately inventoried.

    Control: Action(s) taken to mitigate risk in the achievement of a business objective.

    Control Account: A summary account used in posting to the general ledger. Activity that occurs at the operating ledger level (such as revenue, expenditures and transfers) are summarized in various control accounts for display and reporting within the general ledger. These entries are generated automatically by the posting process; and keep the general and operating ledgers in balance with each other.

    Cost Center: A method of isolating costs of a particular project, activity, or function identified by the campus unit or a contract or grant.

    Count Query Hits: [Shift F2]: In a query screen this keystroke combination counts the number of records retrieved by your query. The count appears in the lower left corner of your screen.

    Cumulative: Balances or balance forward figures for activities within the current year-to-date.

    Data: Information that has been entered in FIS, everything from transaction records to vendor addresses to FOAPALs.

    Database (DB): A series or group of tables or files that organize and standardize information in logical ways. A simple example is an address book. Each person’s address listing is a like a record in a database.

    Data Entry Level: The lowest level in the Chart of Accounts code hierarchy, and the level you work in to code transactions and input data. Sometimes referred to as Recording Level.

    Data Integrity: The principle that all administrative data is correct, timely, complete, and in compliance with policies (e.g. Federal, State, University, etc.) Data has integrity when it accurately reflects the state of the object it is supposed to describe.

    Description Field: A field on the Banner form that describes the current transaction.

    Document Number: A unique eight-digit system assigned number that identifies each document.

    Doc. Reference Code: A six character code used on journal vouchers to identify the type of transfer being performed, or to reference a previous document whose postings are being corrected.

    Drill Down: Process of navigating from one form to another advancing to the next level of detailed information. Each subsequent “drill down” takes you to a lower level of detail.

    EIMR: Equipment Inventory Modification Request. Sent to Equipment Administration to notify them of fabrications, equipment loans, losses, thefts, transfers or other transactions, and to request authorization to dispose of equipment.

    Encumbrance: A commitment of funds to purchase goods or services.

    Encumbrance Ledger: Describes encumbrances (liens) in detail and provides encumbrance balances. Form FGIENCD is used to query this ledger.

    Exit With Value: [Shift F3] During a query this keystroke combination imports data from the highlighted field to the field from which the query was initiated.

    Expenditures: The outflow of cash or other resources or the incurring of debt for goods or services used by the University.

    Expenditure Account: Account codes used to identify the type of expenditure, including codes for salaries, benefits, equipment, etc.

    Expert Mode: Mode that allows you to navigate directly to a desired form. Simply enter the name of the form at the Enter Selection ==> prompt on any FIS Banner menu. You will be brought directly to that form.

    Field: The lowest level of detail in a database. A field displays a specific data element. On FIS forms, fields are usually displayed as individual boxes that either contain information, require data input or are left blank. The auto help line’s message will prompt you for information regarding the field your cursor is in and changes as you move from field to field.

    Financial Transaction: Transactions in the ledger representing either realized revenue, costs incurred for goods and services, or transfers of funds and expenditures.

    FIS: FIS Banner’s Financial Information System. The finance module UCSC uses to capture and record Financial and Acquisition information.

    FIS Banner: The name of Systems and Computer Technology (SCT) Sungard Corporation's suite of higher education information products. UCSC uses the financial module called Financial Information System (FIS).

    Fiscal Year: The University’s operating year for reporting activity, e.g. July 1 to June 30.

    FOAPAL: Acronym for the Chart of Account elements; Fund, Organization, Account, Program, Activity, Location. The accounting structure attached to each financial transaction.

    Form: The screen or series of screens that perform a function in the FIS system, which are comprised of blocks and fields. Input or update forms are used for data entry and query, while query forms are used only to query the system for information.

    Fund: Each self-balancing revenue source and associated expenditures are assigned a separate and unique fund number. Fund numbers are assigned from “fund groups” which indicate the kind of funding source involved i.e. General funds, Student fees, Private gifts, etc.

    Fund Accounting: Principles and practices developed for not-for-profit organizations that enable them to account properly for the diversity of resources that they receive and use. Fund accounting enables the University to identify and track a variety of resources, such as state and general funds, student fees, donations and contract and grants. It also enable the University to track expenditures by their use, by campus unit and by the funding source.

    Fund Balance Account: A General Ledger account used to record the fund balance at the beginning of a fiscal year. During the fiscal closing process, the current year’s transactions for revenue, expenditures and transfers are closed into this account in order to arrive at a new beginning balance for the next fiscal year.

    General Ledger (GL): Contains the financial data on assets, liabilities, fund balances and control accounts (the balance sheet).

    Hierarchy: A pyramid structure used in the Chart of Accounts that describes the ordering of codes into levels. The hierarchy of codes facilitates both detail and summary reporting. FIS takes data input at a detail level and rolls it up to higher levels of administration. This means you can obtain accounting reports at various levels, or you can combine various levels for a comprehensive or summary report for divisional use.

    Implied Approval: The singular approval of a transaction up to a set dollar amount. While document inputters may have implied approval up to $500.00, department or units may set approval limits for all document types - requiring multiple approvals as they deem necessary.

    Indirect Costs: Governmentally-approved rates calculated and applied to direct charges on research funds.

    Installment Purchase: Contract executed by the University and another party containing all terms and conditions for acquisition of property by means of scheduled installment payments of specified amounts of money during the life of the contract. Title of the equipment passes to the University at the end of the term of the contract.

    Inventorial Equipment: Non expendable personal property that has an acquisition cost of $1500 or more, is free standing and complete in itself, and has a normal life expectancy of two years or more. If title vests with the federal government it is called government property.

    I.T.: Information Technology.

    Journal Voucher (JV): The FIS document used to process entries into the ledgers transferring funds, revenue and expenses from one FOAPAL to another.

    Lease: A non-cancelable contract between the University and a supplier that contains the essential terms and conditions for the use (not purchase) of property in exchange for scheduled payments of a specific amount over a specified term. Title of the equipment remains with the supplier.

    Lease With Purchase Option: A lease that includes an option to purchase the equipment for a specified amount upon termination of the lease. If this option is exercised, title then transfers to the University. This is NOT the same type of contract as a Lease-Purchase (Installment Purchase).

    Ledger: One of three (Operating, Encumbrance, and General) repositories containing campus financial, budgetary, and lien activity. The Operating Ledger shows transactions involving Revenues, Expenditures, and Transfers. The General Ledger reports the balance sheet accounts.

    Liability: Debts or obligations owed by the University to creditors.

    Liability Account: General Ledger account used to denote the amounts owed by the University (payables, deposits, deferred income, etc.).

    Lien: See Encumbrance.

    List of Values: [F9]: A query function; it displays a list of the values (data) that are available for entry in the field where your cursor is. The values come from the appropriate validation table in the FIS database.

    Location Code: For Plant Accounting and Physical Plant use only. The location code field in conjunction with plant funds is used to denote the building for which the corresponding transaction is being posted. department or unit users should always leave the field blank.

    Navigation: How you get around in FIS Banner menus and forms. See Navigation Within FIS Banner for details.

    Net: The sum of revenue less expenditures less outgoing transfers.

    Normal Balance: The method used in FIS to determine the sign (-) of a transaction. Every account code is set with a normal balance equal to a debit or a credit.

    Office of Record: The department or unit or Central Office that originates an online transaction is the Office of Record for that transaction and appropriate backup documentation. The Office of Record is responsible for the maintenance, retention and retrieval of said documents.

    OPAL: See Operating Ledger.

    Operating Ledger: Reports the activities within an organization. Provides a detailed account of revenue, expenditures and transfers to every unit each month.

    Operating Unit: See Organizational Unit.

    Oracle: The Relational Database Management System (RDBMS) developed and copyrighted by the Oracle Corporation, and used by FIS Banner.

    Oracle Error: Banner has an enormous amount of error checking built in to help ensure that faulty data does not enter the database. However, if an erroneous action is performed which was not anticipated by the system, an Oracle error may occur. If the error message is not self explanatory, it should be reported to the FIS Team by sending e-mail to: fis_probs@ucsc.edu.

    Organization Code: Six-character code that identifies a campus or budgetary unit.

    Organizational Unit: Any operating unit that has a budget and is responsible for its financial performance. The term can apply to a division, department, unit, etc. The term operating unit is used interchangeably with organizational unit.

    PPS: Payroll/Personnel System. The system for entering hires, processing changes in payroll and benefits information, and recording payroll and personnel adjustment transactions.

    Plant Asset: The recorded value of real estate, buildings, fixed equipment, general improvements, infrastructure, equipment, library collections, and special collections (art, museum and scientific) acquired by purchase, gift, construction or exchange.

    Policy: A statement that outlines expectations, standards and requirements for prudent management. Policies are long-lasting statements of goals and principles and are distinct from procedures that include more detail about how to carry out a policy.

    Pool Budget Accounts: An account that allows monitoring and movement of budget at a higher level than the data enterable account codes. Pool budget accounts exist for payroll salaries, benefits, supplies and expense, equipment, and recharges. Data enterable account codes are linked to the appropriate Pool Budget Account for rollup reporting.

    Predecessor Level: Refers to a Chart of Accounts code (Fund, Organization, Account, Program or Location) that is used to summarize or sort information for a report -sometimes referred to as a “roll-up” level or reporting level. Predecessor level codes are never used to input data or code transactions.

    Preliminary Requisition: Form that provides documentation of authorization of funds for the acquisition of goods and services specified in detail by line item, including the identification of hazardous materials.

    Procedure: A certain way of getting something done; an established series of steps. Procedures are the steps that are used to achieve a principle or objective or to carry out a policy.

    Process: A series of steps or tasks that lead to a goal, product or service.

    Program Code: The program code is always the first two digits of the organization code and denotes the type of activity or function of the organization. The program code automatically defaults when an organization code is entered.

    Purchase Order (PO): Banner document used to initiate the purchase of goods and services. Vendors, prices, terms and conditions of the order are specified here.

    Query: [F7] to enter, [F8] to execute: Querying is the means of looking up information by having Banner retrieve and display the information on the screen (form). It is an information retrieval function that can be performed in any field that draws data from a validation table.

    Receiver: The FIS Banner Receiving Goods form, FPARCVD.

    Recharge: The assessment and collection by one University/department of a charge for goods or services, based on an identifiable unit of measure, furnished to another University/department. The recharge form is the means used to process said charges.

    Record: A specific subset of information within a form. Each transaction is stored in Banner as a record. Each record contains all the component information for the blocks and/or fields within the respective form. For example, on a journal voucher each sequence is a record.

    Recording Level: See Data Entry Level.

    Responsibility: To be entrusted with or assigned a duty or charge. In many instances responsibility is assumed, appropriate with one’s duties. Responsibility is distinct from accountability.

    Requisition (Req): The request form you use to initiate the purchasing process (FPAREQN).

    Revenues: Inflow of cash and other items of value received for goods sold or services rendered.

    Risk: Refers to any undesirable result such as inaccuracy, incompleteness, or non-compliance as well as the risk of fraud.

    Rollback: This function clears the form, returning cursor to first field so you may begin a new query or document.

    Roll up: Summary of data from lower levels in the Chart of Accounts hierarchy. Data from any group of elements in lowers levels can be “rolled up” or summarized for a report at a higher predecessor level.

    Rule Class: Identifies the type of transaction (budgetary, financial, or encumbrance) and its source (journal, recharge, invoice, etc.). Rule Classes contain codes that determine how the transaction is reported to the ledgers.

    Sequence Number (SEQ.): Numbers that appear in Banner forms to designate a specific record when multiple records are present. Each document may have hundreds of sequences.

    Sign: The indicators signifying whether a transaction is a (d)ebit, (c)redit, (+) Increase or (-) decrease.

    STIP: Short Term Interest Pool; interest earned on University money.

    Transfer of Expenditures (TOE): The process and form used to transfer revenue and realized expenditures from one fund, organization, account and/or activity code to another.

    Transfers of Funds (TOF): The process and form used to transfer budget within a funding source from one organization, account and/or activity code to another.

    Transfers: Identifies the classification of movement of revenues or expenditures between elements of the FOAPAL, and also additions to or deductions from a fund balance that are not considered either operating income or expenditures, i.e. indirect cost, principal and interest payments, inventory re-evaluations, etc.

    U/M: Unit of Measure. Used in the Purchasing and Procurement module to designate the form in which a commodity is ordered, i.e., box (BX), each (EA), gallon (GL), etc.

    Validation Tables: Tables that contain codes used by the FIS Banner system and the definitions of these codes. The tables “validate” data entered in specific fields of functional forms such as the Purchase Order. This means that if a user tries to enter an item that does not exist in the validation table as a “valid” entry, the system will not accept the entry. If you want to know what types of entries are valid, use the [F9] List Values function to see the validation table for the field where the cursor is. If you search the available alternatives and can’t find your desired entry, contact the central office responsible for the function you’re performing (e.g. Commodity code, contact Central Purchasing).

    Vendor: Company or person from which goods or services are purchased. Before a vendor can be entered on a Purchase Order, it must exist in the system’s Vendor file.

    Verify: To review for accuracy or correctness.


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  • Appendix A: Vendor Databases (person and non-person)

    How do I determine if a vendor is in the FIS Banner vendor database?

    • Always begin by querying the vendor database. FIS Banner is case sensitive, so the most successful queries are performed using the middle portion of the vendor’s name (ex: “Apple”; query as %pple%).

    Who is a vendor?

    • Vendors include the following:
      • Companies and persons who supply goods or services to the University
      • Persons (including employees and students) who receive any non-payroll payments

    When does a vendor need to be set up in the FIS Banner vendor database?

    • A vendor must be set up in the vendor database for all purchase order and all payment transactions, except for allowable one-time vendors. For more infomation on one-time vendors, see One-Time Vendors.

    When is a Payment Data Record/STD204 form needed?

    • A vendor can be set up in the FIS Banner vendor database only upon receipt of a signed, completed Payment Data Record (form 204). Accounts Payable will either call the vendor directly, call the service center, or return the 204 form to the service center when the 204 form is incomplete or unsigned, or when additional information is needed.

    Why is a Payment Data Record/STD 204 form needed?

    • Purchase orders, direct payments, and PO related payments cannot be processed unless a complete and signed Payment Data Record form is on file.
    • The form 204 provides required information to assist UCSC in complying with Federal and State laws, and in accurately reporting income and withholding taxes.

    How do you obtain a Payment Data Record/STD 204 form?

    What is the difference between a Payment Data Record/STD 204 form and a Withholding Exemption Certificate/590 form?

    • The 590 form does not include all of the required vendor information. For example: The 204 form establishes vendor type and residency status for both California and non-California residents. This required information is not provided on the 590 form.

    How is vendor information updated on the vendor database?

    • The Payment Data Record on file in Accounts Payable should reflect the vendor’s most current information. Therefore, an updated Payment Data Record is required from any vendor who needs to revise information previously submitted to UCSC, except for a change of address. When submitting revisions, enter an asterisk (*) by each field that reflects a change.
      • A change of address may be updated by forwarding the following to Accounts Payable:
      • All vendors, except for employees and students: Forward a copy of the vendor’s invoice, letter or other official notification indicating the change of address.
      • Employee and student addresses may be updated by emailing Accounts Payable (aphelp@ucsc.edu). Please indicate if the vendor is an employee or a student.

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  • Rule Codes

    Overview:
    A rule code is a four character code that tells Banner how to process and post documents into accounting ledgers. Different rule codes are used for different document types.

    Journal Rule Codes:
    There are a large number of journal rule codes to accommodate the various needs of campus business offices, recharge units, external systems and automated processing by FIS. Journal rule codes are generally used two ways:

    1. Journals entered by humans: Rule codes beginning with “X” are used in journals entered directly in Banner by a person. Some specialized “X” rule codes are used by business offices to enter their own recharges. For example, BayTree Bookstore and TAPS. Journal numbers begin with “J0” (J zero) and go through approvals routing.
    2. Journals not entered by humans: Rule codes beginning with “W” are used in journals not entered directly in Banner by a person. For example, data fed from external systems such as PPS (payroll files) or AIS (student accounts receivables). This also applies to recharge offices such as the Copier Program or Mail Services. Journal numbers begin with either “J#” or “K#” (where # = another letter like “D” or “S”). These journals bypass approvals routing.
      Additionally, FIS creates automated journals for Central Accounting processing using “W” rule codes. For example, the annual Plant Capitalization process or fiscal close reclassification journals. These journal numbers begin with “J0” (J zero) and bypass approvals routing.

    Invoice Rule Codes:
    A variety of invoice rule codes are used to designate specific types of invoices, such as invoices or credit memos with or without encumbrances, and canceled invoices or canceled credit memos. All invoice rule codes begin with “I” including Procard invoices. Regular invoice numbers begin with “I” or “EI”.  Procard invoice numbers begin with “A”.

    Check Rule Codes:
    Checks use various rule codes beginning with “D”. When a check is canceled a rule code beginning with “C” is used. There are 3 check types using these rule codes:

    1. Paper checks: Checks numbers begin with “0” (zero).
    2. ACH Vendors: Check numbers for ACH vendors begin with “!”.
    3. Wire Transfers: Check numbers for Wire Transfers begin with “X”.

    Purchase Order and Change Order Rule Codes:
    Purchase Order rule codes begin with “P” and PO numbers begin with “P0” (P zero).
    Change Order rule codes begin with “C”. A one-up number starting with “1” is appended to the Purchase Order number to identify a Change Order.

    Table 3: Rule Code for JVs
    Listed below are frequently used Banner rule codes for the most common type of documents. Each rule code is described in detail on the following pages. There are some special cases not included. Please contact fis_probs@ucsc.edu for special rule codes not listed here.
    Important: Only use one rule code per journal voucher.
    Note: When journal vouchers are processed by the FAST office, the rule code should begin with a Z instead of an X. For example, an XTOE journal processed by the FAST Office will use the rule code 'ZTOE'.

    Rule Code Description
    Transfer of Expense (TOE)
    Rule Codes ​ ​
    XTOE Non-Payroll Expense Transfers
    XECG ​Contract and Grants and Special State Appropriation Transfers
    XEPT Construction in Progress/Plant Expense Transfers
    XEQT Inventorial Equipment Expense Transfers
    XPRA Payroll Expense Transfers
    Transfer of Funds (TOF)
    Rule Codes
    XTOF ​Temporary Budget Adjustments
    XDCG ​Contract and Grants and Special State Budget Transfers
    Balance Sheet Journal
    Rule Code
    XJVB Balance Sheet Account Transfers
    ​Sales Tax Entry Rule Code​ XTAX ​Invoice Payment Sales Tax Accrual
    ​XPTX ProCard Sales tax Accrual

    Expense Transfers of Restricted Rule Codes

    Rule codes have been established in Banner for decentralized entry of XTOE and XTOF adjustments. Separate rule codes have been established to facilitate selective approval routing to central accounting office staff for journal transactions for Inventorial Equipment transfers (XEQT), Construction In Progress expense transfers (XEPT), transactions requiring use of balance sheet accounts (XJVB), and allowable payroll expenses (activity code adjustments) (XPRA). FAST office can process any of these rule codes by replacing X with Z for each.

    Transfers Of Funds And Transfers Of Expenditures

    TOF
    At the start of each fiscal year, annual budgets are established for campus programs and activities. These budgets, also known as appropriations, consist of funds allocated to operate various activities and programs for the fiscal year. Budgets may be allocated to pool account and activity code levels to provide benchmark amounts that are then used to monitor particular types of expenditures, such as Staff Salaries, and Supplies and Expenses.
    The permanent budget is allocated to the pool budget accounts for each fund and organization. The budgets represent the planned expenditures in each major expenditure category for the current year. Unit managers may need to redistribute their budgets to achieve better expenditure controls. They may also need to make changes in the budget to reflect changes in their operations. On-line transfers of funds (TOFs) can be used to move budgets from the general pool budget accounts to other expenditure account codes or to unit defined activity codes. TOFs can also be used to transfer budgets to other organizations. TOFs cannot be used to transfer budgets between funding sources.

    TOE
    An expenditure results when a campus activity or program uses money for things like salaries, supplies, equipment, and services. Assigning a FOAPAL code to each expenditure classifies the expenditure to a particular program (organization code, e.g. Biology Instruction), type of expenditure (account code, e.g. Staff Salaries), and type of activity (activity code, e.g. Computer Support Staff). It also associates the expenditure to a particular fund source (fund code, e.g. General Funds). This coding allows the campus to produce financial reports to the public indicating how the campus has used its money and identifying the source of the money used.
    Occasionally, mistakes are made classifying revenues and expenditures. Perhaps the wrong organization code was used or the account code was incorrect. Because of the campus need to accurately report its financial condition, corrections must be made to incorrectly coded revenues and expenditures that have posted to the ledger. These corrections are made through the Transfer of Expenditures (TOE) process.

    When to Use a TOE Form

    1. To move expenses from one fund, org, or account to another;
    2. To add or change activity codes;
    3. To distribute costs within a unit (example: redistributing a phone charge among various orgs);
    4. To move a block of expenses on the ledger from one FOAPAL to another, provided the account code remains the same or within the same classification and the fund source is unrestricted.

    When to Use a TOF Form

    1. To move budget from one organization to another within the same funding source.
    2. To redistribute budget from the pool budget account to expenditure account codes and/or activity codes.

    Office of Record

    A Department or Division that generates a document is the Office of Record for that document. Responsibilities for record keeping include organizing, maintaining, and retrieving the completed and posted document along with any required supporting documentation, such as internal records or logs of usage that support transfers.

    Retention Periods

    The retention period for an expense transfer journal for non-governmental contract and grant funds is five years after the end of the fiscal year in which it was produced.
    The retention period for a budget transfer journal for non-governmental contract and grant funds is ten years after the end of the fiscal year in which it was produced.
    Expense transfers and budget transfers for government contract and grant documents must be held for destruction according to approved government contract and grant retention schedules. Specific instructions for determining government contract and grant retention schedules may be obtained through Extramural Fund Accounting.

    Current Unrestricted Funds

    Opportunity funds 07427 & 09500 - 09595
    General funds 199xx funds
    Tuition and Fee funds 20000 - 20399
    Sales and Service Educational Activity funds 60000 - 65999
    Other income funds 66000 - 69999
    Auxiliary Service Enterprises 70000 - 74999
    Reserve funds 75000 - 75999

    Non Payroll Expense Transfers
    Once an expense entry has been posted in the operating ledger, it is appropriate to make adjustments only in the following situations:

    • to correct an erroneous non-payroll expense recording when the original source document cited an incorrect FOAPAL code;
    • to record a change in the decision made originally for the use of the good or service;
    • to redistribute high numerical but small individual and/or minor charges (e.g. copy machine, telephone charges, or mailing charges) which are billed to a departmental FOAPAL but apply to other FOAPALs under the jurisdiction of the department;
    • to transfer expenses between funds to eliminate deficits within unrestricted funds or from restricted to unrestricted funds.

    Non Payroll Expense Transfers of Inventorial Equipment
    Inventorial equipment must be transferred as a line item entry using the original source document as the document reference number. The document reference number will be the purchase order number in almost all cases.

    Non Payroll Expense Transfers to Restricted Funds
    Non payroll expense transfers can be made to restricted funds, provided the restrictions allow for the type of expense being transferred.

    Non Payroll Expense Transfers Between Fiscal Years
    Non payroll expense transfers can not be made between fiscal years.

    Indirect Cost Calculations for Expenditures for Research Grants
    Banner uses certain fund codes to represent indirect costs associated with research grants. These codes are defined below, for your information. They are not typically entered by users. They may be seen as users enter their JVs. Screenshots of these codes are shown after their definitions.

    GRIC
    GRIC is the Banner-generated rule code representing the indirect charge (debit) that will be incurred with any expenditure charged to the operating ledger on a research fund. It is a negotiated rate with the funding agency. Each research fund will have an indirect cost basis which defines what expenditures are subject to this charge, and what expenditures are exempt from the charge. Each fund will also include the negotiated rate, as well as an account code into which the charges are accrued within that fund. This is the debit side of the charge, which is always account code 009150. The credit side of the entry is the campus' overhead pool FOAPAL.

    GRIR
    GRIR is the Banner-generated rule code representing an indirect cost recovery. This is the credit side of the indirect cost charge against expenditures to the operating ledger against research funds. GRIC & GRIR go hand in hand.

    GRRV
    GRRV is the automatic revenue accrual that will post each time an expenditure hits the operating ledger against a research fund. The REVENUE account field must be populated on FTMFUND form for this to occur. (Credit)

    GRAR
    GRAR is the automatic unbilled accrual that will post to the general ledger each time an expenditure is charged against a research fund. The UNBILLED RECEIVABLE account field must be populated on the FTMFUND form for this to occur. (Debit)

    GRIC and GRAR Example

     

    GRRV and GRIR Example

     

    The form FTMFUND may be used to view GRAV and GRAR revenue accounts. To perform a query go to FTMFUND, tab to the FUND field, enter the appropriate fund code and then enter [F8] Execute Query. Type [control q], click on the Exit icon in the toolbar or Right Click-Exit when review is complete.

    The form FRMFUND may be used to view GRIC and GRIR account details. To perform a query go to FRMFUND, enter [F7] Enter Query, tab to the FUND field, enter the appropriate fund code and then enter [F8] Execute Query. Type [control q], click on the Exit icon in the toolbar or Right Click-Exit when your review is complete.

     

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  • XTOE General Transfer of Expense

    Use XTOE for expense transfer transactions and allowable revenue account code adjustments for Unrestricted funds and certain Restricted funds (Restricted Gift, Endowment and Endowment Income Funds are allowable with rule code XTOE).
    Note: When journal vouchers are processed by the FAST office, the rule code should begin with a Z instead of an X. For example, an XTOE journal processed by the FAST Office will use the rule code 'ZTOE'.
    Transactions created with this rule code are not electronically routed to the Accounting Office for approval. Selective post audit review of transactions created by this rule code will be conducted by the Accounting Office.
    Summary expense transfers are allowable for unrestricted funds as a means of eliminating year end unrestricted fund deficits within a unit.

    Disallowed Fund Codes

    Plant Funds 00300 - 01599 series
    Loan Funds 02200 - 03999 series
    Special State Approp. Fund 18000 - 18199, 20501 - 20599
    State Agencies Funds 18200 - 18999, 20600 - 20939
    Local Government Funds 20600 - 20999
    Federal Government Funds 21000 - 33999
    Private Contract & Grants Funds 57000 - 59999
    Renewal & Replacement Reserve Funds 76000 - 76999

    Disallowed Organization Codes

    Construction in Progress Org 97xxxx series

    Disallowed Account Codes

    Balance Sheet Accounts 1xxxxx series
    Capital Expenditures/Inventorial Equipment Account xx7xxx series
    Contract and Grant Overhead Account 009150
    Construction in Progress Accounts 009500 - 009699
    Payroll Expense Account Pxxxxx series
    Transfer Accounts Txxxxx series

    XTOE Description Field

    Identify the transaction being transferred. For example:

    1. For a transfer of a line item expense or revenue transfer, use the same description that appears on the ledger for the transaction that is being transferred. (See XTOE Line Item Transfer Example.)
    2. For a transfer of summary expenses by account code, use “To: fund/org code” (i.e. To: 19900/660400) and use “From: fund /org code” (i.e. From: 69750/660400). (See XTOE Account Code Summary Transfer Example.)
    3. For a summary transfer to correct activity code(s) within the same fund/org account use “correct activity code”. (See XTOE Activity Code Summary Transfer Example.)
    4. For a transfer of expenses to distribute charges to another unit, identify the charge and the department/unit being charged. (See XTOE High Numerical/Small Individual Expense Distribution Example.)

    Document Reference Field

    1. If the expense being transferred is a line item expense appearing on your ledger use the document number appearing on the ledger for that line item. (See XTOE Line Item Transfer Example.)
    2. If a summary expense by account code is being transferred, use “ACCTSUM” as the document reference. (See XTOE Account Code Summary Transfer Example.)
    3. If activity code adjustments are being made within the same fund/organization/account code use “ACTVSUM” as the document reference. (See XTOE Activity Code Summary Transfer Example.)
    4. For distribution of certain high numerical but small individual and or minor charge items use “EXPDIST” for the document reference. (See XTOE High Numerical/Small Individual Expense Distribution Example.)

    Text Field

    The text field should contain the Who, What, and Why of the transfer. Include the name, office and phone number of the preparer.

    Sign Indicator Field

    Use a (D)ebit: for an increase to an expense account or a decrease to a revenue account.
    Use a (C)redit: for a decrease to an expense account or an increase to a revenue account.

    XTOE Line Item Transfer Example

     

    An example of appropriate text for a line item transfer is shown below:

     

    XTOE Account Code Summary Transfer Example

     

    An example of appropriate text for account code transfers is shown below:

     

    XTOE Activity Code Summary Transfer Example

     

    An example of appropriate text for an activity code transfer is shown below:

     

    XTOE High Numerical/Small Individual Expense Distribution Example

     

    An example of appropriate text for expense distribution is shown below:

     

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  • XEQT TOE Inventorial Equipment

    ​Use XEQT for Inventorial Equipment expense transfer transactions for all current funds including Special State appropriations and all Contract and Grant funds.
    Note: When journal vouchers are processed by the FAST office, the rule code should begin with a Z instead of an X. For example, an XEQT journal processed by the FAST Office will use the rule code 'ZEQT'.
    Transactions are electronically routed to Equipment Administration for review and approval.

    Disallowed Fund Codes

    Agency Funds 00001 - 00299
    Loan Funds 02200 - 03999 series

    Disallowed Account Codes

    Balance Sheet Accounts 1xxxxx series
    Contract and Grant Overhead Account 009150
    Payroll Expense Accounts Pxxxxx series
    Revenue Accounts Rxxxxx series
    Transfer Accounts Txxxxx series

    Other XEQT Restrictions

    1. An Inventorial Equipment expense transfer must be a line item expense for a specific piece of equipment.
    2. Do not reclassify inventorial expenses unless the original document appearing on the ledger cited the wrong account code classification.
    3. Account Code 007080 must be used to record the sale of inventorial equipment between two departments.

    Debits and Credits (D/C Sign Indicator Field)

    A (D)ebit is an increase to an expense account.
    A (C)redit is a decrease to an expense account.

    Description Field

    Use the description that appears on the ledger for the inventorial equipment transaction when it is an internal adjustment for a current year purchase. If the transaction is a sale between two units then use the description of the equipment being sold.

    Document Reference Field

    Reference the original Purchase Order number. This is the only link to equipment Data Reports. If the source document is not a Purchase Order (i.e. Bookstore recharge, IOC, etc.) reference that source document. You may reference the I-doc number in text for finer identification.

    Text Requirements

    Include the serial number and property number of the equipment being transferred in addition to the Who, What, and Why of the transaction.

    XEQT TOE Inventorial Equipment Example

     

    An example of appropriate text for inventorial equipment is shown below.

     

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  • XEPT TOE Construction In Progress/Plant Fund

    ​Use XEPT for Construction In Progress (Plant Fund) expenditure transfers. Transactions are electronically routed to Plant Accounting for review and approval. This rule code is generally only used by Plant Accounting and Physical Planning and Construction.
    NOTE: When journal vouchers are processed by the FAST office, the rule code should begin with a Z instead of an X. For example, an XEPT journal processed by the FAST Office will use the rule code 'ZEPT'.

    Disallowed Fund Codes

    Agency Funds 00001 - 00299
    Loan Funds 02200 - 03999 series

    Disallowed Account Codes

    Balance Sheet Accounts 1xxxxx series
    Contract and Grant Overhead Account 009150
    Payroll Expense Accounts Pxxxxx series
    Revenue Accounts Rxxxxx series
    Transfer Accounts Txxxxx series

    Debits and Credits (D/C Sign Indicator Field)
    A (D)ebit is an increase to an expense account.
    A (C)redit is a decrease to an expense account.

    Description Field
    Use either the description that appears on the ledger for the expense being transferred or else describe the transfer.

    Document Reference Field
    Use the source document number of the original transaction appearing on the ledger for the expense being transferred.

    Text Field
    The text field should contain the Who, What, and Why of the transfer. Include the name, office and phone number for the preparer.

    XEPT TOE - Construction In Progress/Plant Fund Example

     

    An example of appropriate text for construction in progress is shown below.

     

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  • XPRA Allowable Payroll Adjustment

    ​Use XPRA rule code to record limited allowable payroll expense adjustments for all current funds. Limited allowable payroll expense adjustments are restricted to only activity code transactions paid properly in payroll that were not established in Banner at the time of payment.
    Payments made through the payroll system with correct FOAPALs default in Banner if the FOAPAL is not established at the time of payment. A journal prepared by Payroll will transfer the payroll expense adjustments from the default account in Banner to the appropriate payroll FOAPAL.
    Intercampus payroll expenses can be transferred using XPRA to move all associated payroll expenses, including benefits, to another FOAPAL.
    Transfers of all other payroll expenses should be processed through the payroll system.
    XPRA expense transfers can be made to the following benefit account codes: P68570 & CG8570 “Graduate Health Insurance”, P68590 & CG8590 “Partial Fee Remission”, P68970 & CG8970 “Tuition Remission”. Expenses recorded in these benefit account codes originate from a recharge journal created by the Graduate Office. These codes are not used in the PPS system.

    Allowable Account Codes
    Transactions must be from this Account Group:

    C&G/Grad Student Health Insurance CG8570
    C&G/Partial Fee Remission CG8590
    C&G/Tuition Remission (RA) CG8970

    Disallowed Funds

    Agency Funds 00001-00299
    Plant Funds 00300-01599 series
    Loan Funds 02200-03999 series

    Disallowed Organization Codes:
    Construction in Progress Org codes: 97xxxx series

    Disallowed Account Codes:
    Construction in Progress: 009500-009699 series

    Debits and Credits (D/C Sign Indicator Field):
    A (D)ebit is an increase to an expense account.
    A (C)redit is a decrease to an expense account.

    Description Field:
    Use “correct activity code” as your description when you are correcting an activity code. If you are correcting graduate student benefit expenses recharged from the Graduate Office, then use the description that appeared on the ledger when the expense was originally charged (the name of the graduate student for which the benefit expense is charged).

    Document Reference Field:
    Use ACTVSUM if correcting an activity code for multiple months. If you are correcting an activity code for a specific month use the original payroll journal document number. If you are transferring graduate student benefit recharge transactions use the original source journal document number.

    Text Field:
    The text field should contain the Who, What, and Why of the transfer. Include the name, office and phone number of the preparer.

    XPRA Allowable Payroll Adjustment Example:


     

    An example of appropriate text for construction in progress is shown below:


     

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  • XJVB Balance Sheet Account Transfers

    ​Use XJVB when a transaction involves a balance sheet account (1xxxxx series).
    Transactions are electronically routed to General Accounting for review and approval.

    Disallowed Fund Codes:

    Agency Funds 00001 - 00299 series
    Plant Fund 00300 - 01599 series
    Special State Appropriations Funds 18000 - 18199, 20501 - 20599
    State Agencies Funds 18200 - 18999, 20600 - 20939
    Local Government Funds 20950 - 20999
    Federal Government Funds 21000 - 33999
    Private Contract and Grants Funds 57000 - 59999

    Disallowed Organization Codes:
    Construction in Progress Orgs: 97xxxx series

    Disallowed Account Codes:

    Capital Expenditures/Inventorial Equipment Account xx7xxx series
    Contract and Grant Overhead Account 009150
    Construction in Progress Accounts 009500 - 009699
    Payroll Expense Accounts Pxxxxx series

    FOAPAL Fields For Balance Sheet Account Transfers:

    Index Field Required the balance sheet account number
    Fund Field * Fund number associated with bal sheet defaults
    Organization Code not used
    Account Code the balance sheet account number defaults
    Program Code not used
    Activity Code not used

    * For loan fund balance sheet accounts, fund does not default, but must be entered, as there are multiple funds associated with the same loan fund balance sheet account. Entries to loan fund balance sheet accounts are only made by the Accounting Office and the Office of Accounts Receivable.

    Debits and Credits (D/C Sign Indicator Field):
    A (D)ebit is an increase to an Expense account or a decrease to a Revenue account.
    A (C)redit is a decrease to an Expense account or an increase to a Revenue account.
    A (D)ebit is an increase to an Asset balance sheet account or a decrease to a Liability balance sheet account.
    A (C)redit is a decrease to an Asset balance sheet account or an increase to a Liability balance sheet account.

    Description Field:
    Describe the reason for entering this transaction, such as “Nov. principle payment” if it is a summary collection entry for a receivable account where the detail is maintained in a subsidiary system.
    If it is an account where the collection detail is maintained in the balance sheet account for reconciliation purposes, then provide the name of the individual for whom the transaction is being made.

    Document Reference Field:
    If the balance sheet account is a reference controlled balance sheet account (a balance sheet account that provides subtotals by reference number on reference control ledger reports to monitor individual receivable balances), then the assigned reference number for the individual must be recorded in the document reference field for the entry.
    No Document Reference number is needed for non-reference controlled balance sheet accounts.

    Text Field:
    The text field should contain the Who, What, and Why of the transfer. Include the name, office and phone number of the preparer.

    XJVB Balance Sheet Account Journal Example:

     

    An example of appropriate text for a balance sheet account journal is shown below.

     

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  • XECG Contract and Grants and Special State Appropriation Transfers

    ​Use XECG for non-payroll, non-equipment expense transfers to or from Special State appropriations and Contract & Grant funds.
    Transactions created with this rule code are not electronically routed to the Accounting Office for approval. For training in expense transfers to restricted funds, contact Wendy Arsenault in the Extramural Funds Accounting office.

    Allowable Fund Codes:
    At least one of the funds involved in the transfer transaction must be from this group.

    Special State Appropriations Funds 18000 - 18199, 20501 - 20599
    State Agencies Funds 18200 - 18999, 20600 - 20939
    Local Government Funds 20950 - 20999
    Federal Government Funds 21100 - 33999
    Private Contract and Grants Funds 57000 - 59999, 62000 - 62999

    Disallowed Fund Codes:

    Agency Funds 00001 - 00299
    Plant Funds 00300 - 01599 series
    Loan Funds 02200 - 03999 series

    Disallowed Organization Codes:
    Construction in Progress Orgs: 97xxxx series

    Disallowed Account Codes:

    Balance Sheet Accounts 1xxxxx series
    Capital Expenditures/Inventorial Equipment Account xx7xxx series
    Contract and Grant Overhead Account 009150
    Construction in Progress Accounts 009500 - 009699
    Payroll Expense Accounts Pxxxxx series
    Revenue Accounts Rxxxxx series
    Transfer Accounts Txxxxx series

    Debits and Credits (D/C Sign Indicator Field):
    A (D)ebit is an increase to an expense account.
    A (C)redit is a decrease to an expense account.

    Description Field:
    Use the description that appears on the ledger for the expense being transferred or describe the transfer.

    Document Reference Field:
    Reference the source document number of the original transaction appearing on the ledger. If the expense transfer is a distribution of high numerical value but small individual and/or minor charge items use “EXPDIST” as the document reference.

    Text Field:
    The text field should contain the Who, What, and Why of the transfer. Include the name, office and phone number of the preparer. One of the following conditions for cost transfers to contract and grant funds must apply and be clearly explained in the text:

    • To correct bookkeeping or clerical errors.
    • To record the PI's change in decision made originally as to the use of goods or services (must confirm that the transfer has the approval of the PI).
    • To redistribute high volume/low value costs.
    • To clear an overdraft on one fund by transferring to an award fund allocable charges that were once transferred out of the award fund and, due to a credit posting, can now be transferred back.

    XECG Example:

     

    An example of appropriate text for an XECG transfer is shown below:

     

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  • XTOF General Transfer of Funds

    ​The XTOF rule code is used for budgetary transfers of Unrestricted funds and certain Restricted funds (Gift, Endowment and Endowment Income funds).
    XTOF has its own rule group security restrictions and are routed accordingly. XTOF journal vouchers are not routed to the General Accounting Office or the Planning & Budget Office for electronic approval. The Planning & Budget Office will review post audit reports of XTOF transactions.

    Disallowed Funds Codes:

    Agency funds 00001 - 00299 series
    Plant funds 00300 - 01599 series
    Loan funds 02200 - 03999 series
    Special State Approp. funds 18000 - 18199, 20501 - 20599 series
    State Agencies funds 18200 - 18999, 20600 - 20939 series
    Local Government funds 20950 - 20999 series
    Federal Government funds 21000 - 33999 series
    Private Contract and Grant funds 57000 - 59999 series
    Student Activities funds 70700
    Renewal and Replacement Reserve 76000-76999 series

    Disallowed Organization Codes:

    Physical Planning and Construction 9xxxxx series

    Disallowed Account Codes:

    Balance Sheet 1xxxxx series
    Contract and Grant Overhead expenditures 009150
    Construction in Progress expenditures 009500 - 009699
    Payroll expenditures Pxxxxx series
    Revenues (Rxxxxx series
    Transfers Txxxxx series

    General State Appropriations Fund TOF: 199xx Additional Restrictions:
    Restrictions not edited by FIS that users are responsible for observing:

    • General State Appropriations: 199xx

    Primary Budgetary Program Control Points:
    The Campus receives line-item allocations from the State. This funding must remain in the program code to which it has been allocated to ensure that these funds are spent in accordance with the State's intent:

    • Instructional Equipment Replacement
    • Instructional Technology
    • Library Materials
    • Deferred Maintenance
    • Operation and Maintenance of Plant (OMP)
    • Student Financial Aid

    Accordingly, on 19900, 19906 and 19922 funds, no transfers are allowed between program codes, except for the following cases:

    1. Between Instruction and Academic Support programs (40 and 43)
    2. Between Research programs (44, 48 and 50)
    3. Between General Administration and Institutional Support programs (66 and 72)
    4. To/from Provisional programs (80 and any code)
    5. On 19900, 19906 and 19922 funds, no transfers from pool account B00000 'Academic Salaries' to any budget pool account other than B08000 'Unallocated'.

    Restrictions on other funds:

    • Educational Fee Outlay fund 20095 must remain in program 78 'Student Financial Aid'
    • Lottery funds (18082-18085 and 20590-20593) must remain in program 40 'Instruction' and/or 43 'Academic Support'
    • Auxiliary Enterprise funds (70000-704999) must remain in program 76 'Auxiliary Enterprises'
    • Off-The-Top (OTT) fund 69750 cannot be transferred to program 97 'Plant Construction'

    Exceptions to these restrictions may be sought by submitting a signed paper TOF form to Planning and Budget for review and subsequent processing. TOF Form

    Pluses and Minuses Sign Indicator Field (“Sign”):
    A (+) plus is an increase to an expenditure budget.
    A (-) minus is a decrease to an expenditure budget.
    The XTOF rule code requires that the document be balanced within each fund -- the sum of all transactions amounts must equal zero for each fund code.

    Description Field:
    The description field should indicate which FOAPAL the funds are being transferred to or transferred from in addition to any other text describing the transfer.

    Document Reference Field:
    A Document Reference number is required in this field. Use the assigned two-character Unit Alpha Code. Contact Planning and Budget for a current listing of Unit Alpha Codes.

    Text Field:
    The text field should contain the Who, What, and Why of the transfer. Include the name, office and phone number of the preparer.

    Transfer of Funds Example:

     

    An example of appropriate text for a transfer of funds is shown below:

     

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  • XDCG Contract and Grants and Special State Budget Transfers

    ​Use XDCG for decentralized on-line budgetary transactions for Special State Appropriation and Contract & Grant funds.
    Transactions are not electronically routed to a central office for approval. Selective post audit review of transactions created by this rule code will be conducted by the Extramural Accounting Office.
    Budget transactions must be made within the same funding source.
    Budget transactions must use the Contract and Grant Budgetary Pools below.

    Allowable Fund Codes:
    Transactions must be from this group:

    Special State Appropriations Funds 18000 - 18199, 20501 - 20599
    State Agencies Funds 18200 - 18999, 20600 - 20939
    Local Government Funds 20950 - 20999
    Federal Government Funds 21100 - 33999
    Private Contract and Grants Funds 57000 - 59999, 62000 - 62999

    Disallowed Account Codes:

    Balance Sheet Accounts 1xxxxx series
    Contract and Grant Overhead Account 009150
    Revenue Accounts Rxxxxx series
    Transfer Accounts Txxxxx series
    Construction in Progress Accounts 009500-009699 series

    Contracts and Grants Budgetary Pools:

    B02000 Salaries
    B03000 Supplies and Expenses
    B04000 Inventorial Equipment
    B06000 Fringe Benefits
    CG3500 Travel - Domestic
    CG3A00 Travel - Foreign
    CG3C00 Subcontracts
    CG3P00 Participant Support
    CG3Y00 Indirect Costs - (Overhead)
    CG6000 Tuition and Fees

    Pluses and Minuses Sign Indicator Field (“Sign”):
    A (+) plus is an increase to an expenditure budget.
    A (-) minus is a decrease to an expenditure budget.
    The XDCG rule code requires that the document be balanced within each fund -- the sum of all transactions amounts must equal zero for each fund code.

    Description Field:
    Use the organization code and account code of the budget into which the dollars are being moved when you do a decrease transaction; use the organization code and account code of the budget from which dollars are being moved for an increase transaction.

    Document Reference Field:
    No Document Reference number is required in this field.

    Text Field:
    The text field should contain the Who, What, and Why of the transfer. Include the name, office and phone number of the preparer.

    XDCG Example:

     

    An example of appropriate text for decentralized on-line budgetary transactions for Special State Appropriation and Contract & Grant funds is shown below:


     

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  • Cheat Sheet – TOE / TOF Quick Reference

    TOE/TOF Quick Reference Cheat Sheet PDF

    Form Name Form Title Form Function
    FZAJVCD UCSC Journal Voucher Entry Form Input for TOE/TOFs
    FZIJVCD UCSC Pending Journal Vouchers List of incomplete/unposted journals
    FGIJSUM Journal Voucher Summary Form Summarizes transactions within an incomplete journal
    FOAUAPP User Approval Form Displays a Journal in an Approval Queu
    FZIDOCR Completed Document Retrieval Summarizes a completed journal (no description)
    FGIDOCR Document Retrieval Shows completed journal with description

    When to Use a TOE Form

    • to move expenses from one fund, org, or account to another;
    • to distribute costs within a unit (example: redistributing a phone charge among various orgs);
    • to add or change activity codes;
    • to move a block of expenses on ledger from one FOAPAL to another, provided the account code remains the same or within the same classification and the fund source is unrestricted.

    XTOE: TOE — General Transfer Of Expense

    Description Field​ Document Reference Sign Indicator Text
    Line Item transfer:
    Same description that appears on the ledger for the transaction being transferred. ​
    ​Line Item transfer:
    Use the document # appearing on the ledger for that line item.
    (D)ebit:
    An increase to an expense account / a decrease to a revenue account.

    (C)redit:
    A decrease to an expense account / an increase to a revenue account.​
    REQUIRED:
    • What
    • Why
    • Who
      • Name
      • Office
      • Phone
    Transfer of summary expense by account code:
    • To: fund/org code
    • From: fund/org code
    Transfer of summary expense by account code: ACCTSUM.
    Summary transfer to correct activity codes within same FOA: Correct activity code.​ ​Summary transfer to correct activity codes within same FOA: ACTVSUM.
    To redistribute charges within the same unit or to another unit: Use a description that identifies the charge and the unit being charged e.g.: “Cowell/Xeroxing charges”.​ To redistribute charges within the same unit or to another unit: EXPDIST.

    XEQT: TOE — Inventorial Equipment
    (Route to Equipment Administration for Final Approval)

    Description Field Document Reference Sign Indicator Text
    Should use the description that appears on the ledger for the inventorial equipment transaction when it is an internal adjustment for a current year purchase.

    If the transaction is a sale between two units then the description of the equipment being sold would be more appropriate.
    Must reference the source document # of the original transaction appearing on the ledger for the expense being transferred.

    The purchase order # for a vendor purchase.

    If the transaction constitutes a sale of inventorial equipment between two units, then the purchase order number appearing on the units inventory listing is appropriate document reference (account code 007080 must be used to record the sale of inventorial equipment between two departments).
    (D)ebit:
    An increase to an expense account.

    (C)redit:
    A decrease to an expense account.
    REQUIRED:
    • What
    • Why
    • Who
      • Name
      • Office
      • Phone

    XEPT: TOE — Construction In Progress/Plant
    (Route to Plant Accounting for Final Approval)

    Description Field Document Reference​ Sign Indicator Text​
    Should use the description that appears on ledger for the expense being transferred or a description that describes the transfer. Reference the source document # of the original transaction appearing on the ledger for the expense being transferred. (D)ebit:
    An increase to an expense account.

    (C)redit:
    A decrease to an expense account.
    REQUIRED:
    • What
    • Why
    • Who
      • Name
      • Office
      • Phone

    XPRA: TOE — Allowable Payroll Adjustment
    (Route to General Accounting for Final Approval)

    Description Field Document Reference Sign Indicator Text
    If correcting an activity code use:
    “correct activity code” as your description.

    If correcting Graduate student benefit expense recharged from the Graduate Office, use the description that appeared on the ledger when the expense was originally charged, which is the name of the graduate student for which the benefit expense is charged.
    Use ACTVSUM if correcting by activity code for multiple months.

    If correcting an activity code for a specific month use the original payroll journal document #.

    If transferring Graduate student benefit recharge transactions use original source journal document #.
    (D)ebit:
    An increase to an expense account.

    (C)redit:
    A decrease to an expense account.
    REQUIRED:
    • What
    • Why
    • Who
      • Name
      • Office
      • Phone

    When to Use XPRA

    • Corrections to FIS activity code errors.
    • Expense transfers made to P68570& CG8570 “Graduate Health Insurance,” P68590 & CG8590 “Partial Fee Remission,” P68970 & CG8970 “Tuition remission”.

    XJVB: TOE — Balance Sheet Account Transfers

    Description Field Document Reference Sign Indicator Text
    Describe reason for entering transaction if it is a summary collection entry for a receivable account where detail is maintained in subsidiary system. If it is an account where the collection detail is maintained in balance sheet account for reconciliation purposes, provide name of individual for whom transaction is being made. If balance sheet account is reference controlled, then the assigned reference number for individual must be used in document reference field for the entry. No document reference number is needed for non-reference controlled balance sheet accounts. (D)ebit:
    An increase to an Asset balance sheet account or a decrease to a Liability balance sheet account.

    (C)redit:
    A decrease to an Asset balance sheet account or an increase to a Liability balance sheet account.
    REQUIRED:
    • What
    • Why
    • Who
      • Name
      • Office
      • Phone

    XECG: Contract & Grant Transfer of Expense

    Description Field Document Reference Sign Indicator Text
    Line Item Transfer:
    Same description that appears on the ledger for the original transaction being transferred
    Line Item Transfer:
    Use the document number that appears on the ledger for that line item
    (D)ebit:
    An increase to an expense account/an increase to revenue, an increase to indirect cost if applicable.

    (C)redit:
    A decrease to an expense account/a decrease to revenue, a decrease to indirect cost if applicable.
    REQUIRED:
    • What
    • Why
    • Who
      • Name
      • Office
      • Phone

    When to Use XECG

    • Fund is a Restricted fund
    • To correct bookkeeping or clerical errors in original charges
    • To add or change activity codes
    • To distribute expenses associated with closely related work supported by more than one funding source
    • To record a change in a decision made originally as to the use of goods or services
    • To clear an overdraft to another Restricted fund

    XTOF: TOF — General Transfer Of Funds

    Description Field Document Reference Sign Indicator Text
    Suggest using the organization/account code the budget is being moved to for the decrease transaction and using the organization/account code the budget is being moved from for the increase transaction. Required. Starts with assigned two-character Unit Alpha Code. (+)
    An increase to an expense budget.

    (-)
    A decrease to an expense budget.
    REQUIRED:
    • What
    • Why
    • Who
      • Name
      • Office
      • Phone

    When to Use a TOF Form

    • to move budget from one organization to another within the same funding source.
    • to redistribute budget from the pool budget account to expenditure account codes and/or activity codes.

    XDCG: Contract & Grant and Special State Budget Transfer

    Description Field Document Reference Sign Indicator Text
    Use ORG code and account code
    to which the budget is being
    moved for the decrease, Use
    ORG code and account code of the
    budget from which dollars are being removed​
    Not required (+) An increase to an expense budget.

    (-) A decrease to an expense budget.

    This XDCG rulecode REQUIRES that the document be balanced WITHIN each fund; the sum of all transaction amounts must equal zero for each fund
    • WHAT
    • WHY and
    • WHO
      • Name
      • Office
      • Phone

    When to Use XDCG

    • Fund is a Restricted Contract & Grant, or Special State Appropriation
    • To move budget to another budget pool account code within fund

    Multiple Units Sharing Costs Associated with an Event

    Use a TOE to process transactions required for units sharing costs of an event (when there is an aggregate of event expenditures to distribute or when the coordinating unit requests contributions prior to incurring event expenditures).

    • Unit receiving the charge: Debit account code 001280
    • Unit recharging the expense: Credit account code 006500
    Note: A contributing unit cannot use contract or grant funds under the temporary recharge activity method.

    Office of Record

    A Department/Division that generates a document is the Office of Record for that Document. Responsibilities include organizing, maintaining, and retrieving documents including supporting documentation.

    Retention Guidelines

    • (Non-government) TOE: 5yrs; TOF: 10yrs. Starts after the end of the fiscal year in which it was produced.
    • Government and Contracts and Grants: Check with Extramural Funds

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