1 self service banner foap and navigation fall 2005 ver 7.1 presented by the auburn university...

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Self Service BannerSelf Service Banner

FOAP AND NAVIGATIONFOAP AND NAVIGATION

Fall 2005

Ver 7.1

Presented by the Auburn University Business Office

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What is FOAPAL?What is FOAPAL?

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FOAPALFOAPALThe new account structure in Banner follows a hierarchical The new account structure in Banner follows a hierarchical

structure and is called the FOAPAL. FOAPAL is an acronym structure and is called the FOAPAL. FOAPAL is an acronym for:for:

• FundFund• OrganizationOrganization• AccountAccount• ProgramProgram• ActivityActivity• LocationLocation

It is a way of representing Auburn through a Chart of Accounts. It is a way of representing Auburn through a Chart of Accounts.

FOAP is required to create requisitions, pay invoices

and process budget transfers.

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The following table further describes The following table further describes each part of FOAPAL:each part of FOAPAL:

PartPart DescriptionDescription ExamplesExamples

FundFund Defines Defines WHEREWHERE the money is coming from the money is coming from • AU Main-unrestrictedAU Main-unrestricted

• AAES AAES contracts/grantscontracts/grants

OrganizationOrganization • Based on the organizational chart of the Based on the organizational chart of the UniversityUniversity

• Defines Defines WHOWHO is processing transactions and howis processing transactions and how

it relates to a particular department on campusit relates to a particular department on campus

•how Individuals will be authorized to access how Individuals will be authorized to access specificspecific

organizations based on where they are in the organizations based on where they are in the

organizational structure and may only performorganizational structure and may only perform

accounting functions within their assigned accounting functions within their assigned

organizationsorganizations

• Ag AdminAg Admin

• Fisheries-Div 1Fisheries-Div 1

• Biosystems Eng-Div Biosystems Eng-Div 33

AccountAccount • Defines Defines WHATWHAT kind of revenue you are kind of revenue you are

depositing or for what you are spending funds depositing or for what you are spending funds

• Account Code is used to specify the natural Account Code is used to specify the natural

classification of revenue and expense activitiesclassification of revenue and expense activities

• Tuition revenueTuition revenue

• SuppliesSupplies

• TravelTravel

ProgramProgram • Defines Defines WHYWHY you are collecting or spendingyou are collecting or spending

fundsfunds• InstructionInstruction

• Department AdminDepartment Admin

• Organized ResearchOrganized Research

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Table continued:Table continued:

PartPart DescriptionDescription ExamplesExamples

Program Program (Continued)(Continued)

• Program Code is used for the University’s Program Code is used for the University’s

financial reporting purposes and State financial reporting purposes and State reportingreporting

• Will typically default depending on your Will typically default depending on your

organizationorganization

• Sponsored Public Sponsored Public

ServiceService

ActivityActivity • Optional FieldOptional Field

• Used to track multiple projects when all the Used to track multiple projects when all the

funding is coming from one sourcefunding is coming from one source

LocationLocation • Tracks the location of fixed assetsTracks the location of fixed assets

• May be required for equipment transfersMay be required for equipment transfers

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Current Account StructureCurrent Account StructureThe current account structure that is used with FRS is as follows:

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New Account StructureNew Account StructureThe new account structure in Banner follows a hierarchical structure called FOAPAL (faux – pull). The first four parts (FOAP) are required for processing transactions.

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FRS 

Account Account No.No.

Dept No.Dept No. SubcodSubcodee

A-21 A-21 CodeCode

BANNER

FundFund OrganizatioOrganizationn

AccountAccount

CodeCodeProgramProgram ActivitActivit

yyLocationLocation

Banner Account Structure Banner Account Structure ExampleExample

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Logging in to AU AccessLogging in to AU Access

Please log on to the internet. Then type in the following URL ADDRESS and press enter. You will use your FRS userid and password.

https://auaccess-train.auburn.edu

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TABS

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Menu Tabs

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QUESTIONS???QUESTIONS???

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Self Service BannerSelf Service Banner

Budget TransfersBudget Transfers

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FinanceFinance

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IntroductionIntroduction

• The Finance Self-The Finance Self-Service Budget Service Budget Transfer Form Transfer Form allows a user to allows a user to process Budget process Budget Adjustment Journal Adjustment Journal Vouchers on the Vouchers on the Web.Web.

• This form enables the This form enables the Web user to transfer Web user to transfer budget from one budget from one FOAPAL to another.FOAPAL to another.

• The form does not The form does not allow completion of allow completion of documents using documents using Journal Types that are Journal Types that are not self-balancing.not self-balancing.

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A Budget Transfer Requires:A Budget Transfer Requires:

• Fund/Org securityFund/Org security

• Available BudgetAvailable Budget

• Must be within the same chart for a Must be within the same chart for a single line budget transfersingle line budget transfer

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Create Budget TransfersCreate Budget Transfers

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Create Budget Transfers Create Budget Transfers Cont.Cont.

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Look Up CodesLook Up Codes

• Finance Self-Service allows users to look Finance Self-Service allows users to look up any of the FOAPAL component codes up any of the FOAPAL component codes for a Chart of Accounts. Codes can be for a Chart of Accounts. Codes can be queried by ID as well as by Title, and the queried by ID as well as by Title, and the use of wildcards is permitted.use of wildcards is permitted.

• The Code Lookup function is attached to a The Code Lookup function is attached to a number of options from the Finance Menu, number of options from the Finance Menu, including Budget Transfer and Multiple including Budget Transfer and Multiple Line Budget Transfer.Line Budget Transfer.

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Code Lookup for TypeCode Lookup for Type

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Code Lookup for Maximum Code Lookup for Maximum rows to returnrows to return

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Create Multiple Line Budget Create Multiple Line Budget TransfersTransfers

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Create Multiple Line Budget Create Multiple Line Budget Transfers Cont.Transfers Cont.

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Create Multiple Line Budget Create Multiple Line Budget Transfers Cont.Transfers Cont.

• The Multiple Line Budget Transfer Form is The Multiple Line Budget Transfer Form is the same as the Budget Transfer Form the same as the Budget Transfer Form except that it allows Budget transfers except that it allows Budget transfers between up to five FOAPALs that can be between up to five FOAPALs that can be from the same or from the same or different chartsdifferent charts..

• The fields on these forms are identical.The fields on these forms are identical.

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Create Multiple Line Budget Create Multiple Line Budget Transfers Cont.Transfers Cont.

• In each document created, the pluses In each document created, the pluses (transfers to) must equal the minuses (transfers to) must equal the minuses (transfers from).(transfers from).

• These amounts must offset one another and These amounts must offset one another and add up to the Document Amount.add up to the Document Amount.

• This form is not meant to allow completion of This form is not meant to allow completion of documents using a Journal Type other than documents using a Journal Type other than AU04 (Temporary Budget Adjustment).AU04 (Temporary Budget Adjustment).

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Online Finance ApprovalsOnline Finance Approvals

• Choose Complete to perform a validation Choose Complete to perform a validation and forward the document for processingand forward the document for processing

• The document will route through the online The document will route through the online approval processapproval process

• The online approval process is very similar to The online approval process is very similar to the Web based online budget change order the Web based online budget change order system currently being utilized in FRS Plussystem currently being utilized in FRS Plus

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Online Finance Approvals Online Finance Approvals Cont.Cont.

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Online Finance Approvals Online Finance Approvals Cont.Cont.

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Online Finance Approvals Online Finance Approvals Cont.Cont.

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Online Finance Approvals Online Finance Approvals Cont.Cont.

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QUESTIONS ???QUESTIONS ???

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Self Service RequisitionsSelf Service Requisitions

Self Service 7.1 – Finance ModuleSelf Service 7.1 – Finance Module

Release Date: October 1, 2005Release Date: October 1, 2005

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Training AgendaTraining Agenda

• Process of completing a requisitionProcess of completing a requisition

• General information and other useful General information and other useful formsforms

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Self Service vs. Banner Self Service vs. Banner AdminAdminFeatures of Self Features of Self

ServiceService

• User friendly User friendly navigation and display navigation and display of dataof data

• Supports single- Supports single- screen view of the screen view of the final documentfinal document

• Creates templates to Creates templates to be used when entering be used when entering new requisitionsnew requisitions

Self Service does Self Service does NOTNOT::

• Save incomplete Save incomplete documents. Any documents. Any incomplete document incomplete document will be lost when you will be lost when you exit Banner or close the exit Banner or close the windowwindow

• Support copy Support copy functionalityfunctionality

• Allow editing or Allow editing or canceling of a requisitioncanceling of a requisition

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The 5 The 5 StagesStages of Purchasing of Purchasing

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Self Service - RequisitionsSelf Service - Requisitions

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Code LookupCode Lookup

Search Criteria

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Code LookupCode Lookup

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Code LookupCode Lookup

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Self Service RequisitionsSelf Service Requisitions

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Self Service -RequisitionsSelf Service -Requisitions

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Requisitions – Document Requisitions – Document TextText

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Commodity InformationCommodity Information

Completed Commodity Information

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FOAPFOAP

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Completed RequisitionCompleted Requisition

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Finance – View DocumentsFinance – View Documents

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Requisitions – View DocumentRequisitions – View Document

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Finance – View DocumentFinance – View Document

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Approval HistoryApproval History

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Approval History contApproval History cont

This will show the approvals that havebeen made to the document.

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AU Vendor CenterAU Vendor Center

• Online Registration @ Online Registration @ http://vendor.auburnuniversity.nethttp://vendor.auburnuniversity.net

• Establish themselves as a vendorEstablish themselves as a vendor

• Register for fastpayRegister for fastpay

• Request to be added to the AU bid Request to be added to the AU bid listlist

• Update all vendor informationUpdate all vendor information

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AU Vendor Center contAU Vendor Center cont

As of October 1, 2005, only vendors As of October 1, 2005, only vendors that have registered will be included that have registered will be included in the new vendor file.in the new vendor file.

Please encourage current vendors to Please encourage current vendors to go and register as soon as possible.go and register as soon as possible.

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QUESTIONS???QUESTIONS???

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Self Service BannerSelf Service Banner

Budget QueryBudget Query

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The Budget Query link allows a user to The Budget Query link allows a user to review budget information for transactions review budget information for transactions entered through Banner Finance. A user may entered through Banner Finance. A user may build or retrieve three different types of build or retrieve three different types of queries:queries:

Budget Query by Account (FOAP)Budget Query by Account (FOAP)Budget Query by Organizational Budget Query by Organizational

HierarchyHierarchyBudget Quick QueryBudget Quick Query

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Budget Status by AccountBudget Status by Account

Account by detailAccount by detail

Transaction detailTransaction detail

Document detail – invoice or purchase Document detail – invoice or purchase orderorder

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Budget Status by Budget Status by Organizational HierarchyOrganizational Hierarchy

The Budget status by Organizational The Budget status by Organizational Hierarchy options allows you to review Hierarchy options allows you to review budget information for organizations.budget information for organizations.

May be more useful for extracting May be more useful for extracting departmental information as opposed departmental information as opposed to individual awards.to individual awards.

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Budget Quick QueryBudget Quick Query

The Budget Quick Query allows you to view The Budget Quick Query allows you to view budget information by account for the Fiscal budget information by account for the Fiscal Period and Year-to-Date. The parameters Period and Year-to-Date. The parameters available for this query are Adjusted Budget, available for this query are Adjusted Budget, Year-to-Date, Commitments, and Available Year-to-Date, Commitments, and Available Balance. This report will not allow you to drill Balance. This report will not allow you to drill down for more detail.down for more detail.

Similar to screen 19 in FRS.Similar to screen 19 in FRS.

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Encumbrance QueryEncumbrance Query

Allows users to view Allows users to view encumbrance information by encumbrance information by account for specified FOAP.account for specified FOAP.

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All, Opened or Closed Encumbrances

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Self Service BannerSelf Service Banner

Fall 2005

Ver 7.1

Presented by the Auburn University Business Office

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QUESTIONS???QUESTIONS???