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Banner Journal Voucher Training
SCT Banner Version 6

Summer 2004

http://www.wm.edu/it/banner

http://mast.wm.edu/

Banner INB Journal Voucher Training

Horizontal Toolbar.......................................................................................................................... 3 Using Keystrokes for Data Entry.................................................................................................... 5 Searches and Queries Information:................................................................................................. 6

Tips and Tricks ........................................................................................................................... 6 Search –FOAIDEN ..................................................................................................................... 6 ID and Name Extended Search ................................................................................................... 8

Banner JV Document Number Scheme Assigned to Departments................................................ 10 FGAJVCQ - Journal Voucher Quick form ................................................................................... 11 Customizing User Preferences...................................................................................................... 20

Password – GUAPSWD ........................................................................................................... 20 My Banner – GUAPMNU ........................................................................................................ 21 Preferences – GUAUPRF ......................................................................................................... 22

Creating a Shortcut to Banner on Your Desktop .......................................................................... 23 Support.......................................................................................................................................... 23

College of William and Mary SCT Banner Version 6 June 2004


HORIZONTAL TOOLBAR

Save (F10)

Saves all changes made in a form since the last time you saved. Banner also refers to save as Commit in some messages.

Rollback (Shift-F7) Clears all information and returns you to the Key Block of a form.

Select (Shift-F3)

Enters the highlighted value into the current field of the form you are working from. List of Values uses OK as the select.

Insert Record (F6) Inserts a new blank record into a group of existing records.

Delete Record (Shift-F6)

Removes all information for a record. When you Save, the record will be deleted from the database.

Enter Query (F7)

Puts the form into query mode and lets you enter search criteria to see what information is already in the database.

Execute Query (F8)

In query mode, searches the database and displays any records that match the search criteria.

Cancel Query (Ctrl-Q) Cancels a query and takes a form out of query mode.

Previous Record (Shift-Up Arrow)

Moves the cursor to the first enterable field in the record before the current record.

Next Record (Shift-Down Arrow)

Moves the cursor to the first enterable field in the next record. If the cursor is at the last record, a new record is created.

Previous Block (Ctrl-PgUp) Moves the cursor to the previous information block in a form.

Next Block (Ctrl-PgDn)

Moves the cursor to the next information block in a form. If the next block is in another window of the form, that window will be opened.

Print (Shift-F8)

Captures the active screen (only what you can see) and prints it to your local printer.

Bookshelf This documentation contains general information for the Banner system.

Online Help Displays the Online Help window for the current form.

Exit (Ctrl-Q)

In a menu, the Exit command takes you out of Banner. In a form, the Exit command takes you out of the form. In query mode, the Exit command cancels the query.



USING KEYSTROKES FOR DATA ENTRY

College of William and Mary June 2004



SEARCHES AND QUERIES INFORMATION: Regardless of responsibilities, most users will, at some point, perform a search or query within Banner. For any field where a search may be performed there will be a magnifying glass button next to it. Clicking this button will open a query window to allow specific search criteria to be entered.

After entering the search criteria, use the function Execute Query ( or F8) will rematching the search criteria.

An example of the type of searc t might be done is a person or non-person (compaexisting records, it is important sure you have found the correct one before requeresponsibility is to find a record using all available search methods. Understanding proalso critical for anyone who simply views information in Banner.

Tips and Tricks

Wildcards can help when you are unsure how to spell a word. The percent sused at the beginning, middle, or end of a word and can represent any characharacters.

The underscore (_) represents one character but can be used multiple times. Under the Options Menu, Soundex is a good tool to use to make sure that yo

a duplicate record. After entering a query, click on Search Using Sounds Lmenu. This will bring up a dialog box that will ask you to enter the first namBanner will then search for names similar to the one you have entered. Thishelpful in situations where you are not sure how a name is spelled.

An area that creates a lot of duplicate records is foreign names. Always do afor foreign names, using what you think is the last name as both the last namname in two separate searches (this step should also be used with people whthat is also a common first name).

Above all, don't rush. The extra time you take at the beginning will be well difficult to force yourself to perform the searches and querying necessary wof work that needs to be done, but patience now means a lot less hassle later

Performing Searches Each entity, person or non-person, will be assigned a system-generated William and Mbe used instead of the social security number or FIN. This ID will always begin with thThere are two ways to do a name search, either through a query form such as FOAIDEID and Name Extended Search. Search –FOAIDEN (This is an example of what a search form will do. You may or may not have acform!) The Person Identification Form is a query form that will search the database focriteria that you enter You are in query mode when this form displays.

• If you are outside the IPMT QuickFlow, you can access the Person Identific(FOAIDEN) by clicking on the Magnifying Glass Icon in the Key Block anPerson or Non-Person Search. Depending on your choice, either the FOIIFOICOMP form will open respectively. (see next)


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When running a search in Banner, there are a few important things to remember. Names are entered using title- or proper case format (first letter uppercase, all others lowercase). Use as much of the name as possible, but be careful of punctuation and case sensitivity.

• Search by Name.

1. On FOIIDEN, enter the person’s last name in the Last Name field, then, enter the person’s

first name, or enter the first name initial followed by the percent wildcard (%) in the First Name field.

2. On FOICOMP, enter the company name in the Name field.

3. Use the function Execute Query (F8 or ) command to begin the search.

Possible Search Results next:



Single Match: Double-clicking in the ID field will automatically take you back to your application form and populate the Key Block with the selected person.

es: Check to be sure you are selecting the correct person by verifying otherh as middle name or birth date. Banner will display previous names and ID

Multiple Matchinformation suc
results. These records are identified with an indicator in the Chg field. Do not select a perindicator in the Chg field.
• A name change would be indicated by an N in the Chg field. • An ID number change would be indicated by an I in the Chg field.

4. Double click on the ID number of the desired record to select the vendor and

information to the FOAIDEN form.

5. Use the function Next Block ( or Cntrl/PgDn) to move to the Current IdenBlock

6. Click on Options in the Menu bar and click Address Information to view therecord(s) for that vendor.

7. In the Address Information block, use the function next Record ( or Downscroll through the vendor’s address records.

ID and Name Extended Search An extended search can be performed from any name field. The steps are simple anuse other fields, including birth date or address information to query on.

• From the ID field in the Key Block, Navigate to the name query field. • Enter last name, a comma and then the first name or the Company name. If you on

name then all records with that last name will be returned, and the query will take • Press Enter or Tab to execute the query.

The Name Query Field

Possible Search Results using the name field: No Match: the Auto Hint line will display the following: *ERROR* Name is InvSingle Match: the ID number will appear in the ID field. Multiple Matches: the ID and Name Extended Search form will appear.

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Click Person or Non-Person to refine search

Execute extended search

Number of people meeting the search criteria Click to view results

Clear search to enter new criteria

Exit extended search form

Use other criteria to refine the search

In the example pictured, notice that Joyce Valent appears more than once. The first record is the most current while the indented record indicates a name or ID change. These are NOT duplicate records.



BANNER JV DOCUMENT NUMBER SCHEME ASSIGNED TO DEPARTMENTS

8 Characters – First 2 are defined, last 6 are for departmental use. JA – Auxiliary JC – Copy Charges JE – Endowment JF – Facilities Management JG – Grants JL – Law Foundation JP – Postal JS – Student Accounts/Bursar JT – Treasurer/Bursar NEXT (System Assigned) – General Accounting ONLY




FGAJVCQ - JOURNAL VOUCHER QUICK FORM To enter Cash and JV entries: Log in to Banner. Enter FGAJVCQ in the Direct Access Field on the Main Menu and press Enter.

Document Number: • All departments OTHER than General Accounting/Data Control:

Use the codes assigned for your department. Write the same code on the document! • General Accounting/Data Control:

Leave blank. If the Document Number is not blank, delete the number. This will assign the next available system generated document number.

• Use the function Next Block ( or Ctrl/PgDn).

Transaction Date and • Enter the transaction date

Document Total: • Enter the document total.

o The document total is the running total of all entries, regardless of the plus or minus (ex: (-25) + (+ 25) = 50).

o Each transaction will be 2 (two) records, one for the debit and one for the credit. NSF Checking:

• Check for NSF Checking = . Default is checked. • Navigate past Defer Edit and Document Text Exists and leave blank.

• Use the function Next Block ( or Ctrl/PgDn) to go to the Transaction Detail block.

The next sequential Journal Voucher Document number will be entered in the Document Number field on the next Block of information. You cannot change this number.



Transaction Detail:

• Sequence #: Navigate past the Sequence #. (The transaction number for the entry). The system will enter the next number.

o Starts with “1”. o Check that you end up with the proper number of transactions via the sequence number!

HINT: Do not use the up and down arrows to navigate between fields in Banner. This moves to a New Record and saves what you were working on. Use the tab key to navigate.

Journal Type: Enter your Journal Type from the list below:

The title description of the Journal Type will be entered by the system after you enter the code.

CR05 Functions like our Cash/PO.

You make an entry to the offset account (revenue, expense reimbursement, etc.) and the system makes an entry to cash. • D/C block at the bottom enter a “+” (plus) if it is a cash receipt,

or a “–” (minus) if it is a cash disbursement. JE15 For JV’s that are self balancing within a fund (i.e. has both DR & CR entries to a fund).

This posts entries just to the account codes you key and does a validation before posting to make sure funds are in balance. • In the D/C block at the bottom enter “D” or “C”, to indicate DR or CR, for the

amount entered. (Special use only)



JE16 (Use for all departmental transfers) For JV’s between funds.

This works more like the JV’s we do now, with offset automatically to cash, so you can do an entry which has DR to one fund and CR to another. The system automatically does offsetting entries to cash. • In the D/C block at the bottom enter “D” or “C”, to indicate DR or CR, for the

amount entered.

Chart: Enter the chart code • W for W&M, L for Law Foundation, E for Endowment Association, V for VIMS

Index: Enter the Index code for departmental entries. • The FOAPAL for that Index code will populate.

Account: Enter the Account code.

• Navigate past any unused FOAPAL fields

Project and Percent: Navigate past the Project and the Percent fields.

Amount: Enter the transaction amount in the amount field. Use a decimal. (Ex: 25.00)

D/C: Can be a D or C or a plus or minus, depending on the Journal Type code: • JE15 or JE16: Enter “D” or “C” for , • CR05: Enter “+” (plus) or “–” (minus) for.

NSF Override: Navigate past the NSF Override and leave blank.

Description: Enter a description of the transaction.

• You have 35 character spaces. Enter in proper case. (Upper/lower)

Bank: Leave blank. • The Bank field will populate automatically when you go to the next record.

Leave the rest of the form fields blank.

Use the function Next Record ( or Down Arrow) to proceed to the next transaction record. You will now enter the information for the next transaction.

If you are unable to move to the next field or a new entry record, check the Status Line for error messages.



Next transaction record:

• Sequence #: Navigate past the Sequence #. (The transaction number for the entry). The system will enter the next sequential number.

Follow the same steps as above for entering the transaction information.

Use the function Next Record ( or Down Arrow) to proceed to another transaction if necessary. If you are unable to move to the next field or a new transaction record, check the Status Line for error messages.

• It could mean a required field is blank, D/C was entered when the transaction type requires a + or -, your transactions do not balance, or you entered an incorrect value. (EX: )

When you have completed entering all transactions,

• Carefully review your work by using the Previous Record ( or Up Arrow) and Next Record

( or Down Arrow) keys to scroll through the transaction records.

• Use the function SAVE ( or F10).



You can also view all the transaction records you have just entered and saved by clicking Options in the menu bar, then select Access Transaction Summary Info (FGIJSUM).

This will open the FGIJSUM form and display the transaction records you have entered for the current document.

You can scroll through entries. If you find a transaction that needs changed, note the transaction number

and close this form by clicking Exit in the upper right corner and return to the FGAJVCQ form. On the FGAJVCQ form: To remove a transaction record:

• Navigate to the appropriate record

• Use the function Delete Record ( or Shift/F6) to delete the record To insert a blank record:

• Navigate to the appropriate record

• Use the function Insert Record ( or F6) to insert a blank record.

When all work is verified, use the function Next Block ( or Ctrl/PgDn). This will bring you to the Completion block. SEE NEXT FOR SPECIFIC INSTRUCTIONS:



NOTE: All Transactions are to be marked “IN PROCESS” until you are notified by

Sherry Berry Foster. AFTER CLICKING IN PROCESS, Immediately send all documentation to

Sherry. Her office will verify and complete the transaction THEN return all

documents back to you. If you select Complete,

• The transaction will be posted automatically to the accounts and funds as entered! • The system validates the entries you have made (to ensure they balance, tie to document total,

etc.) • If the entry passes validation, you are returned to the FGAJVCQ Information block. • Check the Status line for a confirmation message that your document is completed and sent to

the posting process. (EX: ) If you select In Process,

• The transaction does NOT go to posting. o It saves what you have entered under the document number shown. You must return to

the document and Complete the process. o Record your Document number to complete later. See instructions below for reviewing

document transactions not yet posted, on form FGIJSUM. o You are returned to the FGAJVCQ Information block.

To return to an In Process document,

o Open the FGAJVCQ form o Enter the document number in the document field

o Use the function Next Block ( or Ctrl/PgDn) to return to your transaction records. o Navigate through the transaction records by using the functions Previous or Next

Record (Up/Down arrow keys), or you can query on the transaction Sequence # by: 1. Click in the Sequence number field. 2. Use the function Enter Query (F7). 3. Enter the number of the Sequence number you want to find. 4. Use the function Execute Query (F8). 5. The desired transaction record should appear.

Change what you need and then use the function Next Block ( or Ctrl/PgDn) to return to the Completion block and resume processing the transaction When you select Complete or In Process, you should be returned to the header screen, if not, look at the Status Line at bottom of the screen for any error messages. If there are any additional errors they will show up one at a time on the error reporting screen.

Use the function Exit ( or Cntrl/Q) to exit the screen and again to exit Banner.



ADDITIONAL INB FORMS: Any time you see the Options menu available on an INB form, that means there is additional detail information available : FGAJVCD - Journal Voucher Form is a data entry form used to liquidate an encumbrances and it can be used to provide more detail on a JV transaction. Use the following forms to view transactions: FGIJSUM - Journal Voucher Summary

View All documents In Process (not yet posted) by document number. 1. Open the form FGIJSUM and enter your document number

2. Use the function Next Block ( or Ctrl/PgDn) to view the transaction detail records as shown above.

FGIBDSR - Budget summary, (somewhat like Screen 19 in FRS) Provides a query of operating ledger budget and activity data organized by account (FRS subcode). Data displays by account code line item for any FOAPAL combination.

1. Enter the Chart of Accounts 2. Enter the Fiscal Year (two digits). 3. Enter the Index number and press TAB. This will populate the Fund, Organization, and Program

codes. a. Optional - You can click on the Query Specific Account box or the Include Revenue

Account boxes. If you check the Query Specific Account box, you must specify the account number in the Account field before you press Next Block.

4. Use the function Next Block ( or Ctrl/PgDn) on the keyboard to view the budget summary information.



Account Block For each account type the following data is displayed:

• Adj. Budget includes the original budget and any adjustments which have been made during the Year

• YTD Activity includes all expenditure or revenue transactions processed against the account • Commitments includes all open, approved encumbrances • Avail Balance is calculated by subtracting YTD Activity and Commitments from the Adjusted

Budget. To view detailed information about a particular account number,

• Place your cursor on that account number and • Click Options in the Main Menu bar, choose Transactions Detail Information (FGITRND)

link.

Use the function Exit ( or Cntrl/Q) to exit the screen and again to exit Banner. FINDING YOUR JOURNAL VOUCHER DOCUMENT NUMBERS IN SELF SERVICE: To obtain a list of Document Numbers that have been created:

1. Log in to my.wm.edu and access the Finance Menu 2. Choose View Document from the Financial Information menu 3. Choose your Document Type to view.

a. You must choose the Type first!!! 4. Click on the Document Number title button to bring up the Code Lookup function.

Click 4

3

2

See next page:



5. Enter your beginning Voucher code sequence as assigned by General Accounting, followed by a “%” (wildcard) character.

6. Blank out the User ID to see all documents with the selected code sequence, or enter your User ID to see only the documents you created.

7. Be sure to select Both for the Status, to see completed and un-completed documents. 8. Click Execute Query.

5

6

7

9. This will return a list of all documents that match your search criteria, with un-completed listed

first, followed by the completed document numbers. 10. You can then click on a Document Number to see the details of the transactions.

11. Choose your display information and then click View Document.

Click



CUSTOMIZING USER PREFERENCES Password – GUAPSWD The first time you log into Banner, you will be prompted to change the temporary password provided to you. Be sure to create a new password that is easy enough for you to remember, but is difficult for others to discover (see password rules below).

Type your temporary initial password in the Oracle Password field.

Navigate down to New Oracle Password and type the new password that you wish to use.

Navigate down to Verify Password and type the same password that you just entered above. Click OK.

Changing Your Password Users of INB will be required to change their password every 90 days. This policy does not apply to the Banner Web self-service application accessed through the myWM portal. A daily countdown warning will begin 8 days before each 90-day period ends. When you log in during the grace period, a pop-up message will appear to alert you that your password will expire in so many days. By clicking the OK button on the pop-up window, the main menu will appear. At this point, you may wish to go ahead and change your password by opening the GUAPSWD form.

If you have accounts in other Banner instances, a password changed in PROD will propagate to the following databases: CLAS, DEVL, DMRP, EDMT, PPRD, TEST, TST6, TRNG, and WTRN

Password Rules For security reasons, it is recommended that you set your INB password to something different than your IT network/email password.

• Passwords must be between 6 and 8 characters long.

• Passwords must include at least one letter and one numerical digit.

• Passwords may not include special characters except the underscore (“_”).

• Passwords may not include the user’s WMuserid or any of the simple words that Oracle recognizes.

• Passwords cannot be reused for 10 changes.



My Banner – GUAPMNU You can create a personal menu that includes the forms, menus, jobs, and QuickFlows that are most important in your daily work. The GUAPMNU form allows you to select objects such as forms and menus that you want to display within the My Banner menu. For your convenience you may want to include the following forms: GUAUPRF and GUAPSWD.

To access the GUAPMNU form, either enter the 7-character form name in the Go field, or expand the My Banner menu and then double-click the GUAPMNU option.

There are two ways to create your personal menu:

1. Enter the object’s seven-character name in GUAPMNU Place the cursor in a blank Name field in the right pane. Enter the object’s seven-character name. Press Enter. The object’s type, description, and name appear in the right pane. If you choose, you can customize the object description by deleting it and retyping your own description.

Save your changes by clicking the save button or press F10.

2. Use the object list in GUAPMNU Use the pull-down list above the left pane to select the object type you want to display. The left pane lists the objects of the selected type. You can query to reduce the object list.

Place the cursor in the left pane and select the Enter Query function. Press the Tab key. Enter your search criteria, using the wildcard (%) if necessary. Note: Searches are case sensitive. Data is matched against the search criteria exactly as you enter them.

Select the Execute Query function. The left pane will list the matching objects. Select an object by clicking on it once. The text color will change to white. Click in the right pane where you want to place the new menu items. Click the Insert Selection button (arrow pointing to the right) in the middle of the form. The selected objects are added to the right pane below the place you clicked.

Customize the object descriptions if you choose. Save your changes by clicking the save button or press F10.



Preferences – GUAUPRF Like any Windows application there are preferences you can define for Banner. The General User Preferences Maintenance Form (GUAUPRF) allows you to customize toolbars, title bar display options, form display options, and default directory options.

For example, you can customize your main menu, so that My Banner (your own personal menu) is expanded upon entering Banner.

Open the GUAUPRF form. Click on Open Menu Options, and enter *PERSONAL in the User Default field. Press the Tab key. Click OK.




CREATING A SHORTCUT TO BANNER ON YOUR DESKTOP

Using the procedure below, you can create a shortcut to Internet Native Banner (INB). You may not have security or access to view information until after you have attended functional training and your “Request for Access to Banner” form has been received (see Access to Data in Banner below).

Open Internet Explorer.

Go to https://banweb.wm.edu:4443/servlets/f60servlet?config=prod or go to the Banner website and click on the link from this URL address http://www.wm.edu/it/banner.

Once the two windows have opened (the IN Banner window and the Oracle Developer window), go to the IN Banner window where the URL is displayed at the top in the address bar.

Add the URL to your “Favorites” list by going to the menu, clicking "Favorites,” and choosing “Add to Favorites.” Type in a name for the Favorite. If desired, click the “Create In” button to save the Favorite in a specific folder (choose the Links folder to have the shortcut appear on the Links toolbar in Internet Explorer). Click OK.

Click the Favorites button on the toolbar (yellow star).

Find the Favorite you just created and place your cursor over it.

Right click and select "Send to" "Desktop (create shortcut)."

ACCESS TO DATA IN BANNER

Access to Banner is restricted to campus users with a legitimate need for information, and appropriate training is required for all users prior to being granted access. By attending Banner Navigation Training, you have completed only part of the process. The Request for Access to Banner form must also be completed in order to identify the areas of Banner for which you need specific access and functional training. This form can be found on the IT website at http://www.wm.edu/it/banner. Supervisors should complete a form for each employee requiring Banner access. Signed and completed forms should be submitted to the Technology Support Center in Jones Hall, Room 7, via campus mail or by fax (757-221-1769). SUPPORT Your first point of contact for questions or problems should be the functional expert in your office. If you do not have one or he/she is unavailable, you can contact the Banner Assistance Network (BAN) by email at [email protected] or by telephone at 221-2266 (1-BANN). The Banner Assistance Network will operate similar to a help desk, but specifically for Banner and issues related to Banner. It will be staffed by the Enterprise Information Systems (EIS) Team, a division within Information Technology. Support will be provided in consultation with the functional experts in each administrative area.

https://banweb.wm.edu:4443/servlets/f60servlet?config=prod

http://www.wm.edu/it/banner

mailto:[email protected]

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