chapter 6 general accounting...

Chapter 6

GENERAL ACCOUNTING TRANSACTIONS

Introduction .............................................................................................................................. 6-3

6 General Accounting TransactionsAdditional Information ...........................................................................................................6-3

Menu Navigation Tables - General Ledger System Menu (*FINGENLL) .................... 6-3

General Accounting Transaction Forms Menu (*FINGENLA)............................................6-4General Accounting Query Forms Menu (*FINGENLQ).....................................................6-5Generate GASB Reports Menu (*FINGENGB) .....................................................................6-7

Journal Process Overview ..................................................................................................... 6-8

General Accounting Transaction Forms ............................................................................. 6-9

Direct Cash Receipt Form ...............................................................(FGADCSR)..................6-9Encumbrance/Reservations Maintenance Form ...........................(FGAENCB) .................6-11Journal Voucher Entry Form ...........................................................(FGAJVCD) ..................6-13Journal Voucher Quick Form ..........................................................(FGAJVCQ) ..................6-16Document Balancing Form .............................................................(FGQDOCB) ................6-17Automatic Journal Voucher Form ..................................................(FGAAUTO) ................6-18List of Automatic Journal Vouchers Form ......................................(FGIAUTO)..................6-18List of Suspended Journal Vouchers Form .....................................(FGIJVCD)....................6-18Year End Maintenance Form ...........................................................(FGAYRLM) .................6-19Mail Form - Finance.......................................................................... (FUAMAIL).................6-19

General Accounting Query Forms....................................................................................... 6-19

Executive Summary Form ...............................................................(FGIBDSR)...................6-20Direct Cash Receipt Summary Form ..............................................(FGICSUM)..................6-20Direct Cash Receipt Inquiry Form ..................................................(FGIDCSR)...................6-21Document Retrieval Inquiry Form ..................................................(FGIDOCR)..................6-21List of Transaction History Documents Form ................................(FGQDOCN)................6-22Document Postings Form ................................................................(FGQDOCP) ................6-22General Ledger Activity Form .........................................................(FGIGLAC) ..................6-22Journal Voucher Summary Form ....................................................(FGIJSUM) ...................6-23General Ledger Trial Balance Form ...............................................(FGITBAL)...................6-23Trial Balance Summary Form ..........................................................(FGITBSR) ...................6-24Detail Transaction Activity Form .....................................................(FGITRND)..................6-24Approved Document Query Form ..................................................(FOIAPPD)...................6-25

General Budget Query Forms............................................................................................... 6-26

Budget Availability Status Form ......................................................(FGIBAVL) ...................6-26Executive Summary Form ...............................................................(FGIBDSR)...................6-27Organization Budget Status Form ..................................................(FGIBDST)...................6-27Organization Budget Summary Form ............................................(FGIBSUM)..................6-28

6-1

Chapter 6 General Accounting Transactions

General Encumbrance Query Forms .................................................................................. 6-28

Encumbrance List Form ................................................................. (FGIENCB).................. 6-29Detail Encumbrance Activity Form ................................................ (FGIENCD) ................. 6-29Organizational Encumbrance List Form ....................................... (FGIOENC) ................. 6-29

Generate GASB Reports Menu............................................................................................. 6-29

GASB Extract Process....................................................................... (FGPGEXT)................. 6-30Reclassification Entry Form ............................................................ (FGARCLE) ................. 6-31Reclassification Query Form ........................................................... (FGIRCLE) .................. 6-31GASB Parameter Form..................................................................... (FGAGASB) ................ 6-31

SCT Banner Release 5.3 April 20026-2 Using SCT Banner Finance Confidential


Introduction

6 General Accounting Transactions

Accounting Transactions are one component of the General Ledger module. The forms contained in this module enable you to reserve budget funds for future activity. This module enables you to roll remaining encumbrances into the next fiscal year as committed funds. This module also enables you to perform accounting transactions in the prior year. You may make journal entries through these forms and update the General Ledger. The journal maintenance forms enable you to specify routine or recurring journal transactions. You may query and list pending journal vouchers.

General Accounting

Transactions

Initiate your year-end processes through this module. Site policies determine how you use the four year-end processes.

Additional Information

For additional information about the General Ledger module, refer to the following chapters:

• Chapter 3, Processing

• Chapter 5, General Ledger

• Chapter 7, Automated Clearing House

• Chapter 8, Finance Operations

• Chapter 26, Reports and Processes.

Menu Navigation Tables - General Ledger System Menu (*FINGENLL)

If you know the seven-letter name of the form you want to access, you may use Direct Access to bypass the intervening menus. To use Direct Access at any menu, enter the seven-letter name of the form you want at the Direct Access prompt. Instructions for accessing menus are in Chapter 2, Using Banner.

The General Ledger System Menu includes the following six menus. Each menu contains additional options that are summarized and described in this chapter or in Chapter 5, General Ledger.

*FINCHRTS Chart of Accounts System Control Menu (*FINCHRTS) - See Chapter 5, General Ledger.Provides access to the forms that build and maintain table values for your Banner Finance System.

*FINCHRTA Chart of Accounts Account Codes Menu (FINCHRTA) - See Chapter 5, General Ledger.Provides access to the forms used to establish accounting entities and codes for use in reporting and management.

*FINENTTY Chart of Accounts Entity Maintenance Menu (*FINENTTY) - Chapter 5, General Ledger.Provides access to the forms that define the entities with which your installation has financial dealings.

April 2002 SCT Banner Release 5.3Confidential Using SCT Banner Finance 6-3


General Accounting Transaction Forms Menu (*FINGENLA)

*FINGENLA “General Accounting Transaction Forms Menu (*FINGENLA)”Provides access to the forms used to establish information in the general accounting tables to record financial activity.

*FINGENLQ “General Accounting Query Forms Menu (*FINGENLQ)”Provides access to the forms used to request an online display of specific financial reports and data.

*FINGENGB “Generate GASB Reports Menu (*FINGENGB)” Enables you to develop financial statements that comply with statement numbers 34 and 35 of the Governmental Accounting Standards Board (GASB).

Access this menu from the General Ledger System Menu (*FINGENLL).

FGADCSR “Direct Cash Receipt Form (FGADCSR)”Enables you to process the transaction when cash is received from a vendor. This form can also be used to process regular cash receipts that do not come from a vendor.

FGAENCB “Encumbrance/Reservations Maintenance Form (FGAENCB)”Enables you to encumber or reserve funds for future commitments.

FGAJVCD “Journal Voucher Entry Form (FGAJVCD)”Enables you to make journal entries into the Finance ledgers.

FGAJVCQ “Journal Voucher Quick Form (FGAJVCQ)”Provides a quicker way to enter journal vouchers.

FGAAUTO “Automatic Journal Voucher Form (FGAAUTO)”Enables you to specify routine or recurring journal transactions for the Finance ledgers, such as month-end accruals. You can also use the entries you make on this form for reversing journal transactions.

FGIAUTO “List of Automatic Journal Vouchers Form (FGIAUTO)”Enables you to view an online query of defined automatic journal entries within the system.

FGIJVCD “List of Suspended Journal Vouchers Form (FGIJVCD)”Enables you to view an online query of pending journal vouchers in the system.

FGAYRLM “Year End Maintenance Form (FGAYRLM)” Enables you to schedule the processes to close your fiscal year.



General Accounting Query Forms Menu (*FINGENLQ)

FUAMAIL “Mail Form - Finance (FUAMAIL)”Enables you to display and maintain correspondence for a person.


FGIBDSR “Executive Summary Form (FGIBDSR)”Provides an online query of operating ledger budget and activity data organized by account.

FGICSUM “Direct Cash Receipt Summary Form (FGICSUM)”Enables you to view the details of a direct cash receipt document in summary form. If a direct cash receipt has been posted, this form allows you to view the corresponding posting details.

FGIDCSR “Direct Cash Receipt Inquiry Form (FGIDCSR)”Enables you to query cash receipts.

FGIDOCR “Document Retrieval Inquiry Form (FGIDOCR)” Provides online query capability for all transactions processed by the system.

FGIGLAC “General Ledger Activity Form (FGIGLAC)”Enables you to view detailed transaction activity for General Ledger accounts by account number in an online summary.

FGIJSUM “Journal Voucher Summary Form (FGIJSUM)”Provides an online summary of journal voucher transactions that are not yet posted.

FGITBAL “General Ledger Trial Balance Form (FGITBAL)” Provides an online display of a trial balance.

FGITBSR “Trial Balance Summary Form (FGITBSR)” Enables you to query and display budget detail for specific funds and accounts.

FGITRND “Detail Transaction Activity Form (FGITRND)”Enables you to display an online view of detailed transaction activity for operating ledger accounts.

*FINGBUDQ “General Budget Query Forms Menu (*FINGBUDQ)” Provides access to the forms which enable you to perform general budget queries.



General Budget Query Forms Menu (*FINGBUDQ)

General Encumbrance Query Forms (*FINGENCQ)

*FINGENCQ “General Encumbrance Query Forms (*FINGENCQ)”Provides access to the forms which enable you to perform general encumbrance queries.


FGIBAVL “Budget Availability Status Form (FGIBAVL)”Enables you to view an online query of the budget availability for a selected fund, organization, account, and program combination.

FGIBDSR “Executive Summary Form (FGIBDSR)”Provides an online query of operating ledger budget and activity data organized by account.

FGIBDST “Organization Budget Status Form (FGIBDST)”Enables you to view an online query of the budget availability by organization code.

FGIBSUM “Organization Budget Summary Form (FGIBSUM)”Enables you to view summarized budget information by user-defined account type for a selected organization/fund combination.


FGIENCB “Encumbrance List Form (FGIENCB)”Provides an online summary of all encumbrances including encumbrance type, description, current balance, and status.

FGIENCD “Detail Encumbrance Activity Form (FGIENCD)”Provides an online query of detailed transaction activity for an original encumbrance entry as well as all transaction activity against the encumbrance.

FGIOENC “Organizational Encumbrance List Form (FGIOENC)”Displays an online list of all encumbrances by organization.



Generate GASB Reports Menu (*FINGENGB)


FGPGEXT “GASB Extract Process (FGPGEXT)”Process that uses the parameters entered to extract appropriate information from the General Ledger (FGBGENL) and Operating Ledger (FGBOPAL) tables to the FGWREPT table.

FGARCLE “Reclassification Entry Form (FGARCLE)”Enables you to enter adjusting or reclassifying accounting transactions.

FGIRCLE “Reclassification Query Form (FGIRCLE)”Enables you to review reclassification rentries and trace their impact on the reports.

FGAGASB “GASB Parameter Form (FGAGASB)”Enables you to generate GASB reports that can be opened in a spreadsheet program such as Microsoft Excel.



Journal Process Overview

Informationentered in

journal

Distribute your financial statements

Debits and creditsposted from journal

to ledger

Preparationof a

businessdocument

Occurenceof a

businesstransaction

Financialstatements

prepared fromledger



General Accounting Transaction Forms

This section provides you with examples and descriptions for each form within the Transaction Accounting feature of the General Ledger module.

Forms in this section flow in the order that they appear on the General Accounting Transaction Menu (*FINGENLA). Each form contains a description, instructions on how to use the form, essential field information, and a navigational guide.

For more detailed information on how to use these forms, refer to Chapter 3, Processing.

Direct Cash Receipt Form (FGADCSR)

When cash is received from a vendor, you can use the Direct Cash Receipt Form to process the transaction. This form can also be used to process regular cash receipts that do not come from a vendor. You do not need to enter a rule class code or journal type on this form. The Direct Cash Receipt Form generates a rule class to process the cash receipts. Access this form from the General Accounting Transactions Menu (*FINGENLA).

The Document Number, Transaction Date, and Document Total fields are all required on this form. If you do not enter or select a Document Number, the system will supply a Document Number when this document is saved. To select an existing vendor, you may click the Vendor button or select List. If a Vendor code is entered, then the vendor description will default. If a vendor code is entered in the Vendor field, a value defaults in the Collects Tax field. The date in the Transaction Date field will default to the system date, but you may change this date.

Select Next Block to access the Direct Cash Receipt Document Header information. You may click the NSF Checking box to perform non-sufficient funds checking online. If the document is complete, a C displays in the Document Status field; if a document is incomplete, an I displays. If document text exists on the General Text Entry Form (FOATEXT), a Y displays in the Document Text Exists field.

More buttons in the Main Window

Mouse Keyboard Destination

< Previous Block (executes Previous Block function)

> Next Block (executes Next Block function)

Document Text Options»Document Text General Text Entry Form (FOATEXT)

Transaction Detail

Next Block Transaction Detail Window



Transaction Detail Window

The Transaction Detail Window displays the FOAPAL information for the specified Direct Cash Receipt document. For a new document, you may specify the data for each of the transaction detail information fields.

This form will create appropriate reversing entries to reverse taxes and rebates based on the Tax Group entered for that sequence and the Vendor code entered on the main window (key block).

Currency Conversion Window

Click the Currency Conversion button or select Count Hits from the main window or from the Transaction Detail Window to access this window. You can only access this window when you use a foreign currency.

The Currency Conversion Window displays the amounts in both the input currency and the converted currency.

Tax Information Window

You must enter a tax group to navigate to the Tax Information Window.

Click the Tax Information button on the Transaction Detail Window to access the window shown below. This window allows you to view the tax and rebate amounts that are related to the FOAPAL sequence.

More buttons in the Transaction Detail Window


Print Cash Receipt

Options»Print Cash Receipt Process Submission Control Form (GJAPCTL)

Currency Conversion

Count Hits Currency Conversion Window

Tax Information Options»Tax Information Tax Information Window



Completion Options»Complete Completion Window

Transaction Summary

Options»Transaction Summary Direct Cash Receipt Summary Form (FGICSUM)



Completion Window

The Complete and In Process buttons are navigable.

Click or select Complete to send this Direct Cash Receipt document to the posting or approvals process. To save the data without sending it to the posting or approvals process, click or select In Process.

After you complete this form, it becomes query-only, and you may not make any changes.

Edit Error Messages Window

After FGADCSR edits the data that has been entered, it reports any errors detected in this window.

Encumbrance/Reservations Maintenance Form (FGAENCB)

Use the Encumbrance/Reservations Maintenance Form to encumber or reserve funds for future commitments. Access this form from the General Accounting Transactions Menu (*FINGENLA).

Encumbrances and Purchase Orders

Use the Detail Encumbrance Activity Form (FGIENCD) to query existing encumbrances.

The system automatically generates encumbrances within the Purchasing and Procurement module. However, you may create an encumbrance that is unrelated to a purchase order. For example, a consulting contract may exist as opposed to a purchase order for services. Use FGAENCB to reserve or encumber the funds for

More buttons in the Tax Information Window




Transaction Detail


More buttons in the Completion Window


Complete Options»Complete (completes the Direct Cash Receipt document)

In Process Options»In Process (saves the data, but does not complete the Direct Cash Receipt document)





the contract. It is important to remember that if you issue a purchase order after the encumbrance exists, it is necessary to liquidate the existing encumbrance to avoid overstating reserved funds.

Encumbrances and Invoices

Use the Invoice/Credit Memo Form (FAAINVE) to liquidate an existing encumbrance. Unlike purchase orders, you create these invoice encumbrances without commodity items. When you enter encumbrances into FAAINVE, the system automatically creates an item when you navigate to any other window in the form.

For this reason, an invoice that is liquidating an encumbrance created in FGAENCB must be a commodity level accounting document. An encumbrance created in FGAENCB is referred to as a General Accounting Encumbrance.

Complete all necessary information for the encumbrance. The Indicators button opens the Document Indicators Window. The Document Text button opens the General Text Entry Form (FOATEXT).

Document Indicators Window

Check the Distribution box to have the system use no reservations. NSF Checking appears checked if you are using the Non-Sufficient Funds flagging feature. Check the Deferred Editing box to postpone verification until after posting. Click the < or > button to move to the previous or next block/window.


Enter the accounting information for the encumbrance. Enter the rule class in the Journal Type field associated with the type of encumbrance. Enter the transaction





Document Text Options»Document Text General Text Entry Form (FOATEXT)

Indicators Next Block Document Indicators Window

More buttons in the Document Indicators Window






accounting information in the appropriate fields. When you save the accounting record, the system updates the status indicator.

See Chapter 5, General Ledger, for more information on the Chart of Account Codes Maintenance Form (FTMCOAS) and the Fund Type Maintenance Form (FTMFTYP).

Completion Window


Click or select Complete to send this encumbrance document to the posting or approvals process. To save the data without sending it to the posting or approvals process, click or select In Process.


Journal Voucher Entry Form (FGAJVCD)

Use the Journal Voucher Entry Form to make journal entries into the Finance ledgers. Access this form from the General Accounting Transactions Menu (*FINGENLA).

Enter the document number. Click Document Number or select List to see a list of existing documents.

The Submission Number is optional. Entering a Submission Number allows you to limit access to submission numbers which have already posted and provides you with the capability to correct entries which may have failed the edit process of FGRTRNI.







Complete Options»Complete (completes the encumbrance document)

In Process Options»In Process (saves the data, but does not complete the encumbrance document)





Select Next Block to access the Journal Voucher Document Header information.

The Transaction Date defaults to the current date. The Document Total is required. Use Next Item to navigate through the optional fields.


The Transaction Detail Window displays the FOAPAL information for the specified journal voucher document. For a new document, you may specify the data for each of the transaction detail information fields.

Endowed Funds

The Gift Date field enables you to enter the legal date of a gift or transfer to an endowed fund. You must enter a value in this field if the transaction will be unitized.

The Number of Units field enables you to manually enter the number of units that a transaction will buy in a unitized pool. Use the Number of Units field if you do not want Banner to automatically calculate the number of units when you run the Unitization Process (FNPUNTZ).

For additional information about Endowed Funds, refer to the Banner Finance Endowment Management Handbook.

Journal Voucher Listing Report

To print the Journal Voucher Listing Report (FGRJVLR) directly from the Transaction Detail Window of the Journal Voucher Entry Form (FGAJVCD), click the Print JV button or select that choice from the Options Menu. This transfers you to the job submission Process Submission Control Form (GJAPCTL) where you can print the Journal Voucher Listing Report.





Document Text Options»Document Text (FOATEXT)

General Text Entry Form (FOATEXT)

Transaction Detail









Click the Currency Conversion button or select Count Hits from the main or Transaction Detail Window to access this window. You can only access this window when you use a foreign currency.


Completion Window


Click or select Complete to post this journal voucher document. To save the data without posting the record, click or select In Process.


Edit Error Messages Window

Use this window to create customized error messages, along with associated field and sequence information for your system.

Print JV Options»Print Journal Voucher (GJAPCTL)

Process Submission Control Form (GJAPCTL)

Completion Options»Completion Completion Window

Currency Conversion

Options»Currency Conversion Currency Conversion Window

Transaction Summary

Options»Transaction Summary (FGIJSUM)

Journal Voucher Summary Form (FGIJSUM)

More buttons in the Transaction Detail Window (continued)




Complete Options»Complete (completes the journal voucher document)

In Process Options»In Process (saves the data, but does not complete the journal voucher document)





Journal Voucher Quick Form (FGAJVCQ)

Use the Journal Voucher Quick Form for a quicker way to enter journal vouchers. Access this form from the General Accounting Transactions Menu (*FINGENLA).

You cannot reference encumbrances for adjustment on this form. You may only enter descriptive information for the accounting detail on this form.


The Document Number defaults from the main window. Select Next Block. The Sequence Number and the Account are required.

Endowed Funds

The Gift Date field enables you to enter the legal date of a gift or transfer to an endowed fund. You must enter a value in this field if the transaction will be unitized.

The Number of Units field enables you to manually enter the number of units that a transaction will buy in a unitized pool. Use the Number of Units field if you do not want Banner to automatically calculate the number of units when you run the Unitization Process (FNPUNTZ).

For additional information about Endowed Funds, refer to the Banner Finance Endowment Management Handbook.

Journal Voucher Listing Report

To print the Journal Voucher Listing Report (FGRJVLR) directly from the Transaction Detail Window of the Journal Voucher Quick Form (FGAJVCQ), click the Print JV button or select the corresponding menu option. This transfers you to the job submission Process Submission Control Form (GJAPCTL) from which you can print the Journal Voucher Listing Report.





Document Text Options General Text Entry Form

Transaction Detail





Click the Currency Conversion button or select Count Hits from the main or Transaction Detail Window to access this window. You can only access this window when you use a foreign currency.


Completion Window


Click or select Complete to post this journal voucher document. To save the data without posting the record, click or select In Process.


Document Balancing Form (FGQDOCB)

This form opens when you attempt to complete a document on the Journal Voucher Entry Form (FGAJVCD) or the Journal Voucher Quick Form (FGAJVCQ) with a





Currency Conversion

Count Hits Currency Conversion Window

Transaction Summary

Options»Transaction Detail Journal Voucher Summary Form (FGIJSUM)

Completion Next Block Completion Window

Print JV Options»Print Journal Voucher Process Submission Control Form (FGAPCTL)



Complete Options»Complete (completes the document)

In Process Options»In Process (saves the data, but does not complete the document)





Journal Type code that has a balancing method of Chart, Fund, or Total and with debits and credits unbalanced.

This is a query-only form.

Automatic Journal Voucher Form (FGAAUTO)

Use the Automatic Journal Voucher Form to specify routine or recurring journal transactions for the Finance ledgers, such as month-end accruals. You can also use the entries you make on this form for reversing journal transactions. Access this form from the General Accounting Transactions Menu (*FINGENLA).

Note: You must run the Transaction Interface Process (FGRTRNI) to approve automatic journals — this is the only method you can use. The Transaction Error Report (FGRTRNR) contains errors identified by FGRTRNI.

Enter the Automatic Journal ID number and title, and select Next Block. The associated information defaults into the Automatic Journal Detail information fields. You may modify this information as desired.

Valid values for the Auto JV Hold? field include H (Hold) or N (Null).

Select Next Block to access the Journal Voucher Header information fields. A list of valid document codes is available.

List of Automatic Journal Vouchers Form (FGIAUTO)

Use the List of Automatic Journal Vouchers Form to view an online query of defined automatic journal entries within the system. Access this form from the General Accounting Transactions Menu (*FINGENLA).


List of Suspended Journal Vouchers Form (FGIJVCD)

Use the List of Suspended Journal Vouchers Form to view an online query of pending journal vouchers in the system. Access this form from the General Accounting Transactions Menu (*FINGENLA). This is a query-only form.

Reasons for Suspended Journals

The following are the three reasons why a journal entry may appear on this form:

• The posting process has not yet run.

• The entry has been completed (has passed all edits, but has not yet been approved).



• The entry is in a suspended state and must be investigated in order to complete it.

Year End Maintenance Form (FGAYRLM)

Use the Year End Maintenance Form to schedule the processes to close your fiscal year. You may modify the Start Doc Num field for all four Year-End Processes. Access this form from the General Accounting Transactions Menu (*FINGENLA).

FGAYRLM should reflect the policies regarding the year end closing process, schedule dates for rolling fund balances forward, rolling encumbrances, budget carry forward, and the closing of operating accounts in the prior fiscal year.

For more information on the extended functionality of FGAYRLM, refer to “Year- End Processes” and “Concurrent Year Processing” in Chapter 3, Processing.

Mail Form - Finance (FUAMAIL)

Use the Mail Form to display and maintain correspondence for a person. Access this form from the General Accounting Transactions Menu (*FINGENLA).

Before you can reference a person on this form, you must first add the person to the system through the Identification Form within any Banner product installed at your site.

Use the Identification Form (FOAIDEN) to identify users for the Finance system. An explanation of the FOAIDEN form appears in Chapter 8, Finance Operations, of this manual. Refer to Chapter 3, Processing, of this manual for information on how to enter individuals into the system.

General Accounting Query Forms

This section provides you with examples and descriptions for each form within the Accounting Query feature of the General Ledger module.

Forms in this section flow in the order that they appear on the General Accounting Query Forms Menu (*FINGENLQ). The General Accounting Query Forms Menu provides access to the forms used to request an online display of specific financial reports and data.

Each form contains a description, instructions on how to use the form, essential field information, and a navigational guide.




Executive Summary Form (FGIBDSR)

The Executive Summary Form provides an online query of operating ledger budget and activity data organized by account. Access this form from the General Accounting Query Forms Menu (*FINGENLQ).

After you execute a query on this form, the queried information may be displayed by the highest level within your chart structures; this is the important distinction between this form and the other general accounting query forms. The Executive Summary Form allows you to query Budget, YTD (Year-to-Date), and Commitment information for high level Organization, Fund, Program, and Location elements.

The information is displayed by account code for the values queried. Therefore, it does not provide roll-up capability for high level account codes.

When you execute a query, the system queries all records for the full total. To advance to the next record, select Next Set of Records. A Last Row of Record Queried message displays when you reach the end of the records.

You have the option of specifying an accounting distribution for the query. Refer to the “Net Total Fields on Transaction Accounting Forms” in Chapter 3, Processing for more details.

Direct Cash Receipt Summary Form (FGICSUM)

Use the Direct Cash Receipt Summary Form to view the details of a direct cash receipt document in summary form. If a direct cash receipt has been posted, this form allows you to view the corresponding posting details. Access this form from the General Accounting Query Forms Menu (*FINGENLQ) or by clicking the Transaction Summary button on the Transaction Window on the Direct Cash Receipt Form (FGADCSR).



Detail Transactions

Duplicate Item Detail Transaction Activity Form (FGITRND)



Tax Information Options»Tax Information Tax Information Window



Tax Information Window

If the direct cash receipt has been posted, you cannot view tax activity on the Direct Cash Receipt Form (FGADCSR).

Use the Tax Information Window to view tax activity for direct cash receipts. Click the Tax Information button on the main window to access the Tax Information Window.

Direct Cash Receipt Inquiry Form (FGIDCSR)

Use the Direct Cash Receipt Inquiry Form to query cash receipts using the Document, Description, Vendor, Amount, Transaction Date, and Status fields. Access this form from the General Accounting Query Forms Menu (*FINGENLQ) or by clicking the Document Number button on the Direct Cash Receipts Form (FGADCSR).

When a query is executed, the Total field displays the total of the first 12 records retrieved by the query. Select Next Set of Records to display the next 12 records retrieved by the query and to update the Total to include the first 24 rows. Select Duplicate Item for a total of all the records.

Document Retrieval Inquiry Form (FGIDOCR)

The Document Retrieval Inquiry Form provides online query capability for all transactions processed by the system. Information displayed includes the Trans (Transaction) Date, Description, Amount, and the accounting distribution. Access this form from the General Accounting Query Forms Menu (*FINGENLQ).

You may look at a submission number for a particular automatic journal voucher by entering the Document number, the Sub Num (Submission Number), and the Document Type.

If you enter a zero in the Sub Num field, no records are queried. The submission is the template that you create and modify, but it does not exist in the Transaction History Detail tables.

If you enter a null submission number, all posted submissions of an automatic journal voucher are queried.

This is a query-only form. You may query most of the fields in the Detail Information block.

More buttons in the Tax Information Window


Transaction Detail

Previous Block main window of FGICSUM



List of Transaction History Documents Form (FGQDOCN)

The List of Transaction History Documents Form displays valid document numbers, document type, commit type (if applicable), vendor description, transaction date, and activity date.

Note: This form can be reached only by clicking the Document button or selecting List from the Document field on the Document Retrieval Inquiry Form (FGIDOCR). It cannot be reached directly from a menu.


Document Postings Form (FGQDOCP)

The Document Postings Form displays the postings of each sequence number.

Note: This form can be reached only by clicking the Document Postings button or selecting Duplicate Item from the Item field on the Document Retrieval Inquiry Form (FGIDOCR). It cannot be reached directly from a menu.

This form provides a listing of all transactions posted to a fund and organization. The query may be further restricted by account, program, activity, or location, and by accounting period. This form is used to analyze specific activity to an account. Because of the retrieval options available, this query is a useful tool for retrieving transaction information about a particular account.


General Ledger Activity Form (FGIGLAC)

Use the General Ledger Activity Form to view detailed transaction activity for General Ledger accounts by account number in an online summary. Access this form from the General Accounting Query Forms Menu (*FINGENLQ).

Enter the Chart of Accounts code. The Period Number, Fiscal Year, and Account Index are required. Click the desired button or select List to see a list of available values for all Key Information fields except the Period Number.

Select Next Block. The General Ledger activity defaults. The General Ledger activity information fields are query only. List is available from the Account and Type fields.



Document Postings

Duplicate Item Document Postings Form (FGQDOCP)



When a query is executed, the Total field displays the total of the positive and negative amounts of the first ten records retrieved by the query. Select Next Set of Records to display the next ten records retrieved by the query and to update the Total to include the first 20 rows.

Due to the number of records in the Transaction History Detail Table (FGBTRND), the total for all records is not displayed automatically when the query is executed as it is in the FGIBDST and FGIBDSR forms. Click the Total button or select Duplicate Record to display the last record retrieved by the query and to display the total for all records retrieved by the query.

Caution: The query should be carefully formulated to ensure that the Total field will display a relevant amount.

Journal Voucher Summary Form (FGIJSUM)

The Journal Voucher Summary Form provides an online summary of journal voucher transactions that are not yet posted. Access this form from the General Accounting Query Forms Menu (*FINGENLQ).

Use this form to view journal voucher transactions by individual accounting distribution.

General Ledger Trial Balance Form (FGITBAL)

The General Ledger Trial Balance Form provides an online display of a trial balance. Access this form from the General Accounting Query Forms Menu (*FINGENLQ).

Use this form to obtain a trial balance for each fund for all accounts, account types, or account codes. Every account balance always displays a debit or credit indicator. Asterisks display if the account balance differs from the normal balance.



Total Duplicate Record (goes to last record and displays total for all records)

Transaction Source

Duplicate Item Document Retrieval Inquiry Form (FGIDOCR)



General Ledger Activity

Duplicate Item General Ledger Activity Form (FGIGLAC)



Trial Balance Summary Form (FGITBSR)

Use the Trial Balance Summary Form to query and display budget detail for specific funds and accounts. Access this form from the General Accounting Query Forms Menu (*FINGENLQ).

The values entered in the Key Information fields determine the level of detail that the system displays below in the balance information fields. You may query one item at a time.

Detail Transaction Activity Form (FGITRND)

Use the Detail Transaction Activity Form to display an online view of detailed transaction activity for operating ledger accounts. Access this form from the General Accounting Query Forms Menu (*FINGENLQ).

The Orgn and Fund fields are queryable.

The transaction information displays the FOAPAL, sorted by account for posted activity. Use the horizontal scroll bar to view the Document Description, Cmt (Commitment Indicator), Fund, Actv (Activity), and Locn (Location) fields.

When a query is executed, the Total field displays the total of the positive and negative amounts of the first ten records retrieved by the query. Select Next Set of Records to display the next ten records retrieved by the query and to update the Total to include the first 20 rows.

Due to the number of records in the Transaction History Detail Table (FGBTRND), the total for all records is not displayed automatically when the query is executed as it is in the FGIBDST and FGIBDSR forms. Click the Total button or select Duplicate Record to display the last record retrieved by the query and to display the total for all records retrieved by the query.

Caution: The query should be carefully formulated to ensure that the Total field will display a relevant amount.



General Ledger Activity

Duplicate Item General Ledger Activity Form (FGIGLAC)



Total Duplicate Record (go to last record and display total for all records retrieved)



Approved Document Query Form (FOIAPPD)

Use this form to view and query approved Banner Finance transactions that have not yet been posted. Once documents are posted, they will no longer appear on this form.

Depending upon the type of transaction you are querying, you can navigate to one of the following forms to query detail information about that specific document. Select Query Document from the navigation frame and Banner will access the appropriate form:

• Requisition Inquiry Form (FPIREQN)--Requisitions

• Purchase/Blanket Order Inquiry Form (FPIPURR)--Purchase orders

• Invoice/Credit Memo Query Form (FAIINVE)--Invoices

• Check Payment History Form (FAICHKH)--Check cancellations

• Check Payment History Form (FAICHKH)--Check disbursements

• Project Maintenance Form (FTMPROJ)--Projects

• Journal Voucher Summary Form (FGIJSUM)--Journal documents

• Stores Issue/Return Query Form (FSIISSQ)--Issues

• Receiving Goods Query Form (FPIRCVD)--Receiving documents

• Stores Transfers List Validation Form (FSITRAN)--Stores transfers

• Encumbrance List Form (FGIENCB)--Encumbrances

• Stores Adjustment Document List Form (FSIADJL)--Inventory adjustments

• Fixed Asset Adjustment Query Form (FFIADJF)--Fixed assets accounting adjustments

• Direct Cash Receipt Inquiry Form (FGIDCSR)--Direct cash receipts

Note: This form can only be accessed through Direct Access. It does not appear on any menu.

Document Query

Duplicate Item Document Retrieval Inquiry Form (FGIDOCR)

Encumbrance Detail

Count Hits Encumbrance Detail Form (FGIENCD)

More buttons in the Main Window (continued)


. . . . . . . . . . . . . . Fields

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Descriptions / Buttons

Document Type Code that identifies the type of document (for example, “INV” for an invoice).



General Budget Query Forms

This section provides you with descriptions for each form within the General Budget Query feature of the General Ledger module. Forms in this section flow in the order that they appear on the General Budget Query Forms Menu (*FINGBUDQ).


Note: The Executive Summary Form (FGIBDSR) can be accessed from either the General Budget Query Forms Menu (*FINGBUDQ) or from the General Accounting Query Forms Menu (*FINGENLQ). This form is documented with the General Accounting Query Forms portion of this chapter.

Budget Availability Status Form (FGIBAVL)

Use the Budget Availability Status Form to view an online query of the budget availability for a selected fund, organization, account, and program combination. Access this form from the General Budget Query Forms Menu (*FINGBUDQ).

Use FGIBAVL to ensure an adequate balance for transaction processing. Data displays by account code line item.

Document Number

Number assigned to the transaction by the Banner process associated with that type of transaction.

Submission Number

Number of times that the transaction has been submitted. This number only applies to reusable or recurring transactions.

User ID ID of the user who originally created the transaction.

Bank Number User-defined code of the bank associated with the transaction. This code is used only for certain types of cash transactions.

Activity Date Date on which the transaction was created.

. . . . . . . . . . . . . . Fields

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Descriptions / Buttons



Acct List Account Code Validation Form (FTVACCT)



Executive Summary Form (FGIBDSR)

The Executive Summary Form provides an online query of operating ledger budget and activity data organized by account. Access this form from either the General Accounting Query Forms Menu (*FINGENLQ) or the General Budget Query Form (*FINGBUDQ).

After you execute a query on this form, the queried information may be displayed by the highest level within your chart structures; this is the important distinction between this form and the other general accounting query forms. The Executive Summary Form allows you to query Budget, YTD (Year-to-Date), and Commitment information for high level Organization, Fund, Program, and Location elements.

The information is displayed by account code for the values queried. Therefore, it does not provide roll-up capability for high level account codes.

When you execute a query, the system queries all records for the full total. To advance to the next record, select Next Set of Records. A Last Row of Record Queried message displays when you reach the end of the records.

You have the option of specifying an accounting distribution for the query. Refer to the “Net Total Fields on Transaction Accounting Forms” in Chapter 3, Processing for more details.

Organization Budget Status Form (FGIBDST)

Use the Organization Budget Status Form to view an online query of the budget availability by organization code. Access this form from the General Budget Query Forms Menu (*FINGBUDQ).

Data displays by account code line item for any combination of fund, organization, account, account type, program, activity, and location (FOAPAL).

When you execute a query, the system queries all records for the full total. Select Next Set of Records until you see a Last Row of Record Queried message.



Detail Transactions

Duplicate Item Detail Transaction Activity Form (FGITRND)



Refer to the “Net Total Fields on General Accounting Forms” section in Chapter 3, Processing, for more details.

Organization Budget Summary Form (FGIBSUM)

Use the Organization Budget Summary Form to view summarized budget information by user-defined account type for a selected organization/fund combination. Access this form from the General Budget Query Forms Menu (*FINGBUDQ).

FGIBSUM provides an online view of the organization's budget, year-to-date activity, reserve, and available balance summarized by major category type (Revenue, Labor, Direct Expenditures and Transfers, or other user-defined type).

General Encumbrance Query Forms

This section provides you with examples and descriptions for each form within the General Encumbrance Query feature of the General Ledger module.

Forms in this section flow in the order that they appear on the General Encumbrance Query Forms Menu (*FINGENCQ).

Each form contains a description, instructions on how to use the form, essential field information, and a navigational guide.




Summary Count Hits Organization Budget Summary Form (FGIBSUM)

Encumbrance List

Options Organizational Encumbrance List Form (FGIOENC)

Detail Transaction

Options Detail Transaction Activity Form (FGITRND)



Organizational Budget Status

Count Hits Organization Budget Status Form (FGIBDST)



Encumbrance List Form (FGIENCB)

The Encumbrance List Form provides an online summary of all encumbrances including encumbrance type, description, current balance, and status. Access this form from the General Encumbrance Query Forms Menu (*FINGENCQ).


Detail Encumbrance Activity Form (FGIENCD)

The Detail Encumbrance Activity Form provides an online query of detailed transaction activity for an original encumbrance entry as well as all transaction activity against the encumbrance. Access this form from the General Encumbrance Query Forms Menu (*FINGENCQ).


Organizational Encumbrance List Form (FGIOENC)

The Organizational Encumbrance List Form displays an online list of all encumbrances by organization. Access this form from the General Encumbrance Query Forms Menu (*FINGENCQ).

This is a query-only form

Generate GASB Reports Menu

This section provides you with descriptions for each form within the Generate GASB Reports feature of the General Ledger module.

Forms in this section flow in the order that they appear on the Generate GASB Reports Menu (*FINGENGB).




Detail Encumbrance Activity

Duplicate Item Detail Encumbrance Activity Form (FGIENCD)



GASB Extract Process(FGPGEXT)

The Data Extract Process is run via job submissions. The process uses the parameters you enter on the GASB Extract Process form to extract the appropriate information from the General Ledger (FGBGENL) and Operating Ledger (FGBOPAL) tables to a new table FGWREPT. These parameters are identified in the following chart. For additional information about this process, refer to Chapter 3, Processing, and Chapter 26, Reports and Processes.

Access this form from the Generate GASB Reports Menu (*FINGENGB).

Parameter Description

01 Chart of Accounts Enter Chart for which data is to be extracted (required)

02 End Date of Period Reported Enter end date for reporting (required) – this is converted to the Fiscal Year and Period in which the date entered falls for purposes of the extract and GASB reporting, and extract includes all data to the end of that period.

03 Include Accrual Include Accrual (Y/N)

04 Government Wide Financials Extract for GASB 34 Statement of Net Assets and Statement of Activities (Y/N)

05 Governmental Funds Financials

Extract for GASB 34 Balance Sheet and Statement of Revenues, Expenditures, and Changes in Fund Balances (Y/N)

06 Public Inst BTA Financials Extract for GASB 35 Statement of Net Assets and Statement of Revenues, Expenses, and Changes in Net Assets (Y/N)

07 Processing Mode Processing Mode:

E – Extract data (replace existing data for Chart FY/Period, and Report Pair(s) indicated.

P – Purge data for Chart, FY/Period, and Report Pair(s) indicated



Reclassification Entry Form (FGARCLE)

Use the Reclassification Entry Form (FGARCLE) to enter adjusting or reclassifying accounting transactions. The sum of the transaction amounts must equal the amount in the document header.

This form functions similarly to the Journal Voucher Forms (FGAJVCD and FGAJVCQ)using the JE15 rule class (Journal Type). Information collected on this form is not posted to the main ledgers but is used for reporting purposes only. For detailed information about this form, refer to Chapter 3, Processing.


Reclassification Query Form (FGIRCLE)

Use the Reclassification Query Form (FGIRCLE)as an investigative tool to review reclassification entries and trace their impact on the reports. You can use this form to perform a query by document, by attributes, or by FOAP elements. Option links provide access to Query Document (FGARCLE), Trial Balance (FGITBAL) or Budget Status (FGIBDST) forms. The format of the Header and Detail blocks on this form differ depending on the type of query you choose. For detailed information about this form and how to generate GASB reports, refer to Chapter 3, Processing.


GASB Parameter Form (FGAGASB)

Use the GASB Parameter Form (FGAGSB) to generate GASB reports. Reports are formatted in a comma separated value format file (.csv) that can be opened in a spreadsheet program such as Microsoft Excel.

After you enter parameters (see the following table for details) and make your selections, select the Extract Report Data to File option. For additional detailed information about this form, refer to Chapter 3, Processing.




Parameters Description

Chart Select the appropriate code for the Chart of Accounts from the Chart of Accounts List validation form (FTVCOAS). If you leave this field blank, the GASB report will include information from all charts that have data extracted for the fiscal year and fiscal period selected.

Fiscal Year Enter the fiscal year to report. Unless you select the Extract Attributes option, you must enter a value in this field.

Fiscal Period Enter the fiscal period to report. Unless you select the Extract Attributes option, you must enter a value in this field.
