Accessing the Banner Web Product

ROSE-HULMAN

INSTITUTE OF TECHNOLOGY

Accessing the Banner Web Product

Office of Business and Finance

Updated August 2013

User Login

Navigate to Rose-Hulman Home Page

Scroll over to the Top Right of page

Click on “Intranet”

Select the “Banner Web” option under “DAILY TOOLS”

Username/ID: Enter your username

Password/PIN:Enter your kerberos password

When finished click the Login button.

Main Menu

The Main Menu offers several options depending upon your security profile within Banner.

Click on Finance

Finance

The Finance Menu will offer various options. The number of options available will increase as the web product is developed.

Currently, the Financial Information Menu contains two available options:

  1. Budget Queries
  2. Delete Finance Template

Click on Budget Queries

Budget Queries

This is where you design and create your very own budget reports. No more waiting for paper budget reports. You will be on-line and in real-time!

STEP ONE

The first step is to create a new query. You have three options available to you:

  1. Budget Status by Account - This is a report by account code (e.g. 6310 Office Supplies, etc.)
  2. Budget Status by Organizational Hierarchy - This option returns summarized data by organization code (e.g. 3152, Mechanical Engineering non-salary).
  3. Budget Quick Query – This option allows the user to quickly access account balances. The query only allows the user to view year-to-date information through the end of the selected fiscal year.

Click on “Create Query”

STEP TWO

The second step is to select the type of information from the operating ledger that you wish to display in your query. Here you are defining the columns that you want to appear on your report. The six most commonly used choices are:

  1. Adopted Budget – This is the amount that the Board of Trustees approved for the fiscal year.
  2. Budget Adjustment – This is any modification made to the Adopted Budget.
  3. Adjusted Budget – This is the total of the Adopted Budget plus/ (minus) budget adjustments (#2 above). For grants and contracts, this is the current grant budget.
  4. Year to Date – This is the amount spent year-to-date (does not include encumbrances).

For grants and contract these are expenditures from grant inception to date.

  1. Encumbrances – This is the amount charged via Purchase Order or General Encumbrance and represents the amount encumbered (committed), but not yet paid.
  2. Available Balance – This is the amount available to be spent (the Adjusted Budget amount less the Year to Date and Encumbrance amounts).

For grants and contracts the available balance is grant inception to date.

Click on the box of each of the above to include them in your query.

At this point, you can save the columns you have selected as a template to be used whenever you wish to run a query. At “Save Query As” type in the name of your query. A suggested name: Budget Status Report.

There are two types of queries that can be saved. The first is a “Personal” query, which can only be retrieved and modified by the user who created it. The second is a “Shared” query, which can be retrieved and modified by any user logged into the system. To save a template as “Shared”, mark the “Shared” check box before clicking on the “Continue” box. When you retrieve a saved query, it will indicate whether it is a “Personal” (P) or a “Shared” (S) query. It is recommended that you use personal queries to avoid someone inadvertently writing over your saved query.

Click on “Continue”

STEP THREE

The third step in creating your query is the selection of the parameters. You may query by any of the FOAPAL elements. (If you are unsure of the value for a parameter see “Look-up” feature p. 6) Fiscal year, fiscal period, chart of accounts, and either organization code OR grant code are required for all budget queries.

The parameters are as follows:

  1. Fiscal Year – Rose-Hulman’s fiscal year runs from July 1 – June 30. The fiscal year is the year that includes June 30. For example, fiscal year 2013 is the year that ends on June 30, 2013. The user has the ability to go back to previous fiscal years and run budget reports for any months in those years. The Banner Database does not house data prior to Fiscal Year 2000.
  1. Fiscal Period – The fiscal period refers to the month you wish to query within the fiscal year. As stated above, the fiscal year runs from July 1 – June 30. Therefore:

Period 1 = JulyPeriod 5 = NovemberPeriod 9 = March

Period 2 = AugustPeriod 6 = DecemberPeriod 10 = April

Period 3 = SeptemberPeriod 7 = JanuaryPeriod 11 = May

Period 4 = OctoberPeriod 8 = FebruaryPeriod 12 = June

  1. Comparison Fiscal Year – This is any previous fiscal year that you wish to compare the current or other previous fiscal year data against. For example, you could compare fiscal year 2013 against 2012.
  1. Comparison Fiscal Period – This is used in conjunction with the “Comparison Fiscal Year” field to compare the same months of different fiscal years.
  1. Commitment Type– Defaults to “All”. Do not change.
  1. Chart of Accounts – Rose-Hulman’s Chart of Accounts is “2”
  1. Fund– Enter the fund code you wish to query. For the department’s unrestricted funds, use “1100”. For the department’s restricted funds, enter 12xxx or 21xxx as appropriate. For grant and contract funds enter the fund for which you wish to perform the query.
  1. Organization – Enter the department’s organization code. For grant and contract funds, if you wish to generate a list of all transactions placed against the grant, including those of other organization codes, leave organization code blank.
  1. Grant- Use when query is for grant or contract funds only. Enter the grant code for the grant you wish to query.
  1. Account- You may select a specific account for your query. If left blank, all accounts will be reported.
  1. Program-You may select a specific program for your query. If left blank, all programs will be reported. (Program is used predominantly at the Institute level. For most budget managers and general queries, this field should be left blank)
  1. Index- Rose-Hulman does not currently use the index option.
  1. Activity- You may select a specific activity code for your query. If left blank, all activity codes will be reported. (Activity code is a FOAPAL element that is used by only a few departments. For most budget managers and general queries, this field should be left blank)
  1. Location-You may select a specific location code for your query. If left blank, all location codes will be reported. (Location code is used predominantly by the fixed asset system. For most budget managers and general queries, this field should be left blank)
  1. Fund Type- All RHIT funds are also associated with a fund type. When a specific “Fund” is specified, “Fund Type” is not used. (This field is used predominantly for higher level queries by the Business Office, Vice-Presidents and perhaps Department Heads. For most budget managers and general queries, this field should be left blank)
  1. Account Type- All RHIT account codes “roll-up” to an account type. You may want to experiment with this option. When this option is selected the system returns activity by account that belongs to that account type.

TheLook-up Feature

Each of the parameters in STEP THREE may be looked up by clicking on the List of Values (LOV) button. The “button” containing the name of the parameter is the LOV button. The “%” sign is used as a wildcard indicator.

1.Click on the LOV button for the parameter you wish to look up.

2.The “Code Lookup” screen is displayed.

3.Enter a search value in either the code field or title field. Remember to use “%” as a wildcard (e.g.: To look up all fund codes that start with 27: enter 27%);

Look up all fund codes that end in 27: enter %27;

Look up all fund codes that have 27 somewhere in the code: enter %27%;

Look up all fund codes that have ECE somewhere in the title: enter %ECE%

  1. Select the number of rows you wish to be returned – choosing a higher # than expected will ensure that all of the results will be returned.
  2. Click on “Execute Query”.
  3. Click on the value you want to use in your query.
  4. You will be returned to the parameter entry screen and the code you chose will be entered in the parameter you looked up.

You now have the option of saving the parameters you chose. Saving here will not overwrite what you have saved up to this point. In STEP TWO, you saved the columnar information that was to appear in your query. If you choose to save at this step you will be saving selected parameters with a name you choose. It’s not necessary to save the parameter information, however if you would like to query using the same parameters, you may choose to save at this point and supply a name that is meaningful to you.

Click on “Submit Query”

The query returns “Organization Budget Status Report by Account” OR, if your query is for a grant or contract, “Grant Inception to Date Report by Account”. The parameters you selected are displayed in the header section of the screen. The columns displayed are those you selected in STEP TWO.

You have completed your query. You can print it out as you see it on the screen by clicking on the “Print” option of your browser.

Compute Additional Columns for Query

You have the capability to add “user calculated columns” to your query by adding, subtracting, multiplying, dividing or calculating a percent of any two Operating Ledger Columns contained in the query. The calculated column(s) can be placed beside the column of your choosing and can be easily removed if necessary. The result of his type of query appears below:

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Accessing the Banner Web Product

Access Transaction Detail

The Organization Budget Status Report returns summary budget information by account. However, you have the ability to “drill down” on summarized data to see transaction detail. By moving your mouse over the summary budget amounts you will notice the item changes colors and becomes underlined. If you click on this summary information, the system will return detailed transactions as shown below. The transaction detail includes the transaction date, document code, description of expense or vendor name and transaction amount.

TIP

TIP:

Downloading Columns

The Banner Web product allows you to download your query from the web into a Microsoft Excel spreadsheet. There are two options available:

  1. “Download All Ledger Columns” – This downloads all columns available, even the columns you did not select when you started building your query.
  1. “Download Selected Ledger Columns” – This downloads only those columns selectedfor your query in STEP TWO

Click on “Download Selected Ledger Columns”

You have the option of saving the file or opening the file. We suggest you open the file and then save it to a secure location. The query is now in Excel. You will need to resize the columns to fit the information contained in them and format the cells to reflect dollar amounts. Don’t forget to save the file as an Excel file. Your Excel file will look similar to this when downloaded:

Retrieving Queries

Once you have saved queries, retrieving them is a simple process. Instead of clicking on “Create Query, click on the drop down menu next to “Retrieve Query”. Select your query, and then click on “Retrieve Query”.

ROSE-HULMAN INSTITUTE OF TECHNOLOGY

Grant and Contract Codes

AAXXXXXXX / Academic Affairs
ADMXXXXXX / Admissions
ATHXXXXXX / Athletics
BEXXXXXXX / Biomedical Engineering
CARXXXXXX / Career Services
CEXXXXXXX / Civil Engineering
CHEXXXXXX / Chemical Engineering
CHEMXXXXX / Chemistry & Biochemistry
CSXXXXXXX / Computer Science
EAXXXXXXX / External Affairs
EEXXXXXXX / Electrical Engineering
EMGTXXXXX / Engineering Management
FACXXXXXX / Facilities
HHXXXXXXX / Hatfield Hall
HSXXXXXXX / Humanities & Social Science
IAITXXXXX / Instructional, Administrative and Information Technology
IRAXXXXXX / Institutional Research & Assessment
LCXXXXXXX / Learning Center
LIBXXXXXX / Library
MAXXXXXXX / Mathematics
MEXXXXXXX / Mechanical Engineering
OUTRXXXXX / Outreach
PHXXXXXXX / Physics & Optical Engineering
RHXXXXXXX / Rose-Hulman Ventures
SAXXXXXXX / Student Affairs
CIEXXXXXX / Center for Innovation Economy
PDSXXXXXX / Planning & Data Systems
TASCXXXXX / Technical Assistance Services Center

The Finance menu also allows you to delete a Finance Template (or Query).If you wish to delete a personal (not shared) template or query follow the steps outlined below.

Click on DeleteFinance Template

You can enter any parameter combination to retrieve templates or queries you wish to delete. Use the “%” as a wildcard in the Template/Query Name field if only part of the name is known. You may also use the Template/Query Type field pull-down list to limit the types of queries retrieved.

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