Integrated Administrative Computing Services (IACS) Rensselaer Polytechnic Institute

BANNER User SupportRensselaer

Integrated Administrative Computing Services (IACS) Rensselaer Polytechnic Institute

Troy, New York12180-3590

Email:

Finance Forms for Verifying Requisitions, Purchase Orders, Invoices and Checks

Note: All Banner data/information displayed in this document reflect training/sample data only.

Start up the BANNER connection by accessing Internet Explorer and typing

 Click on the hyperlink in the left margin of the page that’s entitled Applications
Enter your RCS userid and password.
 Click on the icon entitled Banner PROD.
At the Banner logon box, enter your Banner username, password and PROD as the database. Click CONNECT.

*** BANNER FINANCE USER NAVIGATION ***

Click on the Finance module icon.

Click on the Organization Information menu.

NOTE: The BANNER form name can help the user identify the menu on which the form is found. Each letter has a meaning, for example the Document History Form:

F O I DOCH

#1 #2 #3#4-7

The first position indicates to which module the form belongs.

Alumni/Development=AGeneral Person=G

Position Control (HR)=NFinance=F

Accounts Receivable=TFinancial Aid=R

Human Resources=PStudent=S

The second position indicates to which sub-module the form belongs. In Finance, for example: O = Operations, G = General Ledger, A = Accounts Payable,

P = Purchasing, etc.

The third position indicates the type of form:

A=Application (updates the database)

I=Inquiry (views but cannot update the database)

Q=Query (usually called from another form)

R=Rule Form

M = General Maintenance (updates tables)

V=Validation Table

Click on the line for the Organization Information Menu [*Organiz]

Click on the line for Vendor Related Information Menu [*Vendor] and then double-click on the Document History form (FOIDOCH) orsimply type in the form name, FOIDOCH, in the Go To … field on the main application page.

Double-click in the Doc Type field to get a List of Values (LOV) listing valid entries for the Doc Type field.

NOTE: There are two different types of query screens: the Find form explained below and the Search form.

Using a find form to query a validation table is different than using a Search form. For instance, a Find form is not case sensitive; but it can be tricky. The validation table records are read as one word by BANNER. They are not displayed in fields, as in the Search query forms. In the example above, the first record is read as ADJAdjustmentstoInventory - all one word. That is why the % automatically defaults into the Find field. Also, the F8 key cannot be used to execute the query; the Find button must be clicked.

A query with %REQ brings back all instances of the letters REQ. It does not matter which column the criteria appears in.

Querying with REQ as the criteria.

Query Result

This brings back all instances of REQ with nothing in front of it. Meaning, it has to come from the Document Type code column. This is how the user would enter the criteria depends on what information is being queried.

The user may, without clicking anywhere, also type the letter they suspect the correct answer starts with. BANNER will automatically go to the answers that start with that letter.

With the REQ – Requisition record highlighted,  click on the OK button or double-click on the record to drag the answer back to the Document History (FOIDOCH) form.

The cursor resides in the Doc Code field. Enter the document number (i.e, if REQ was entered for the Doc Type, enter the Requisition number. If PO was entered for the Doc Type, enter the Purchase Order number).

Press [NEXT BLOCK] or click on the Next Block button on the toolbar or  click on BLOCK and then NEXT. BANNER will fill in data in the blocks of the Document History Form. This form ties together all documents that reference the document requested in the key block area.

The Auto Help Line states “Use NEXT BLK and PREV BLK to navigate”. Press [NEXT/PREVIOUS BLOCK] or click on the Next/Previous Block button on the toolbar or  click on BLOCK and

then NEXT/PREVIOUS or  click anywhere in the next desired block to practice moving around the form.

Watch the Record Counter while moving into each block. The Invoice and Check blocks have two records each.

If several invoices had been paid on this Requisition, the Record Indicator would appear indicating there are

more records below than what can be seen on the screen.

To view the documents associated with this Requisition, navigate to the document of interest, and press [DUPLICATE RECORD/ITEM] or drop down under the Options menu and select Requisition Info [FPIREQN].

Toolbar Information

With the Banner 6 release, you will see a horizontal toolbar containing buttons for various navigational icons/buttons. When you move your cursor to a button in a toolbar and pause, you will see a yellow bubble appear with text that describes the function of the button.

Horizontal Toolbar

1 / Save / 9 / Next Block
2 / Rollback / 10 / Enter Query
3 / Select / 11 / Execute Query
4 / Insert Record / 12 / Cancel Query
5 / Delete/Remove Record / 13 / View/Send Message (internal to Banner only)
6 / Previous Record / 14 / Print Image
7 / Next Record / 15 / On-line Help
8 / Previous Block / 16 / Exit (from a form or a Banner session)

FOAPAL

The acronym for the structure of the Chart of Accounts that is used by Rensselaer in Banner Finance

F / Fund is a self-balancing set of accounts, formerly called “account.”
It is sixcharacters long, and is required for entering or retrieving data.
A fund can be Restricted or Unrestricted in its uses.
O / Organization refers to a department, center or school.
It is fourcharacters long, and is required for entering or retrieving data.
Organizations can share a fund or funds, but each is responsible for their portion.
A / Account defines what kind of expense or revenue an item is, for example,
supplies or travel.
It is threecharacters long, and is required for entering or retrieving data.
P / Program identifies specific steps and actions(activities) related to accomplishing priorities outlined in the Portfolio’s Performance Plan. It is required for entering or retrieving data.
A / Activity refers to the highest priorities as defined by the Rensselaer Plan.
It is six characters in length, with the first four characters representing its associated fiscal year. It is required for entering or retrieving data.
L / Location is being used on a limited basis by the Controller’s Office for reporting purposes.

Fiscal Year (July 1st – June 30th) Budget Processing

Banner Program & Activity Code Translation

Subject to change

Rensselaer Plan

Banner

1st Year Highest Priorities:
Biotech & IT Initiatives ……………………………
1st Year Experience ……………………………….
Electronic & Media Performing ArtsCenter ……
Revised Budget Process …………………………
Review/Revise Intellectual Property Polices …..
Tenure, Hiring & Promotion Criteria …………….
Emerging Priorities & Necessary Activities ……. /

Activity Code

200201
200202
200203
200204
200205
200206
200207

Activities Specific to the Portfolio Performance Plan:
Specific steps and actions related to accomplishing priorities outlined in the Portfolio’s Performance Plan. /

Program Code

(Specific to Portfolio)

Vendor Maintenance (Inquiry access only) – FTMVEND

Use this form to view vendor information.

To Use:

Next Block (ctrl + page down) to navigate to:
Additional Information
Vendor Types
Address
Taxes Collected

Entity Name/ID Search Form - FTIIDEN

This form displays Vendor/Entity names and their ID numbers.

It is a query form that is usually ‘called’ from other forms using the List Field Values (F9) function. For example, if you press F9 from the Vendor ID Number field in the Requisition Form (FPIREQN), this form will appear, and you will need to Execute aquery to find the appropriate entry.

To Use:

If searching for Vendors, make sure the Vendors box is checked
Click in the Last Name field (where the name of the vendor is stored). The form will be in query mode. That is, the system expects that you will wish to limit your query by specifying some special criteria.
Type the name of the vendor, surrounded by the wildcard character (%). Be aware that the search is case sensitive.
Press F8 – Execute Query to search for the vendor.
Highlight the Vendor ID by clicking on that line. Click the Select button on the toolbar to return this Vendor ID to the FTMVEND form.

FTIIDEN – continued:Results following execution of query:

Vendor History – FAIVNDH

This form provides a listing of all invoices by vendor. It is neither fund nor organizationspecific.

To Use:

Type FAIVNDH in the direct access field; press ENTER

Enter the vendorcode in the Vendor field (click on the Vendor search button to search for thecode ifneeded)
Enter the appropriate criteria in the Selection box by clicking the drop down arrow and highlighting the selection.
Press [NEXT/PREVIOUS BLOCK] or click on the Next/Previous Block button on the toolbar or  click on BLOCK and then NEXT/PREVIOUS or  click anywhere in the data block to retrieve the information.

From this form, you can navigate to other forms as identified in the drop-down Options menu of the window:

View Invoice Information - FAAINVE – Invoice Credit Memo Query form

Commodity Information - FOICOMM – Commodity Review form

View Vendor Invoice – FAIVINV – Vendor Invoice Query form

Query total for all records – goes to the end of all invoices for the vendor and shows total dollar amount

FAIVNDH HINTS:

Enter and Execute query are available from any of the displayed field columns. When querying in a date field, use DD-MON-YY date format.

Highlight the line and press the search button (arrow button under the Check Number header) to move to FAICHKH (Check Payment History) form.

Choose a fiscal year or leave blank to view ALL payments made to the vendor

The key to finding an invoice is to know the Vendor Invoice Number or the Amount – both fields can be queried

Check Number: if it begins with a ‘!’, then payment was made by ACH, if it begins with a number, a physical check was created

Check Date: If this field is blank, then the check or ACH has not occurred yet.

Due Date: the date the payment is due to happen

Cancel Indicator: If ‘Y’, then the payment was cancelled.

For detailed invoice information: Click on Options > View Invoice Information

Document History Form - FOIDOCH

The Document History Form displays the processing history of purchasing and payment documents. It identifies and provides the status of all documents in the processing path for the document you select.

To Use:

Type FOIDOCH in the direct access field; press ENTER
Enter the document type in the Doc Type field (double click in the doc type field to search for the code, if needed)
Enter the document number in the Doc Code field. For example, if the Doc Type = PO, enter the PO number in the Doc Code field.
Press [NEXT BLOCK] or  click on the Next Block button on the toolbar or  click on BLOCK, then on NEXT. Associated documents relating to the document in the key block will be retrieved.
For detailed document information, highlight (by selecting) the specific related document. Click on the detailed information option located on the Options drop-down menu.
Requisition Information – FPIREQN
Purchase Order Information – FPIPURR
Invoice Information – FAIINVE
Check Information - FAICHKH
Receiving Information - FPIRCVD

Requisition Inquiry Document Information – FPIREQN

Note: Upon entry on this form, the Requisition Number will appear.

Type Next Block (ctrl +page down) to show the main page of this formas displayed below.

To Use:

Next Block (ctrl + page down) to navigate to requestor, vendor and accounting information.

Purchase/Blanket/Change Order Query – FPIPURR

Note: Upon entry on this form, the Purchase Order number will appear.

Type Next Block (ctrl +page down) to show the main page of this form as displayed below.

To Use:

Next Block (ctrl + page down) to navigate to requestor, vendor and accounting information.

Invoice/Credit Memo Query – FAIINVE

Note: Upon entry on this form, the Invoice number will appear.

Type Next Block (ctrl +page down) to show the main page of this form as displayed below.

To Use:

Next Block (ctrl + page down) to navigate to:
Invoice/Credit Memo header information
Commodity Information
Accounting Amounts
Balancing/Completion Information

Check Payment History - FAICHKH

Note: Upon entry on this form, the Check number will appear. Enter the Bank code (1st two positions of the check number) and then type Next Block (ctrl +page down) to show the main page of this form as displayed below.

Receiving Goods Query Form – FPIRCVD

Note: Upon entry on this form, the Receiving Document number will appear.

Type Next Block (ctrl +page down) to show the main page of this form as displayed below.

To Use:

Next Block (ctrl + page down) to navigate to:
Receiver Information
Packing Slip Information
Commodity Detail Information
Use the up/down arrows to navigate between Line Items

Detail Encumbrance Activity – FGIENCD

Use this form to view encumbrance information.

To Use:

Next Block (ctrl + page down) to navigate to detailed encumbrance information.

Encumbrance List – FGIENCB

This is a query form that is usually ‘called’ from other forms using the List Field Values (F9) function. For example, if you press F9 from the Encumbrance Number field in the Encumbrance Detail Activity form (FGIENCD), this form will appear, and you will need to execute a query to find the appropriate entry.

To Use:

Click in either the Encumbrance Number or Description field. The form will be in query mode. That is, the system expects that you will wish to limit your query by specifying some special criteria.
Type either the entire Encumbrance number or Description, surrounded by the wildcard character (%). Be aware that the search is case sensitive.
Press F8 – Execute Query to search for the vendor.
Highlight the Encumbrance Number by clicking on that line.
Click the Select button on the toolbar to return this Encumbrance number to the FGIENCD form.

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finance forms for eprocurement only users 8x.docx