yavapai college self service banner training. agenda definition of key concepts log into finance...
TRANSCRIPT
Yavapai CollegeSelf Service Banner Training
Agenda
• Definition of Key Concepts• Log Into Finance Self Service• Budget Query Overview• Budget Query Procedures
– Budget Status by Account– Budget Status by Organizational Hierarchy– Budget Quick Query
Agenda
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Definition of Key Concepts• Operating Ledger – The ledger which contains transaction data for departmental operating
accounts.
• Fund – A four* digit code that identifies where the money is coming from (general fund , restricted grant, etc.).
* - Federal grants that have a year-end other than June 30 have 6 numeric characters. • Organization – A six digit code that identifies a unit of budgetary responsibility and/or departments
within the institution. It is used to define “who” spends the money.
• Account – A four digit code that identifies what kind of revenues or expenses are being incurred.
• Program – A two digit code that identifies why you are spending the money, whether it be to instruct students, or to provide student services.
Definition of Key Concepts
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Log Into Finance Self Service
Banner Self Service Application
Login to the myYC portal
Click the “Finance Main Menu” link under the “My Services” channel.
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Finance Self Service Budget Queries• The Budget Queries link of Finance Self Service
enables you to:– View operating ledger information for transactions
entered through the Banner Finance.– Download the data to a Comma Separated Value (.csv)
file for use with Microsoft Excel.• You may create or retrieve three (3) query types:
– Budget Status by Account– Budget Status by Organizational Hierarchy– Budget Quick Query
Budget Query Overview
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Budget Query Operating Ledger Data• To define the operating ledger data that will display in the query results,
select one or more of the following data values:– Adopted Budget – Budget Adjustment (an increase or decrease in budget)– Adjusted Budget* (= Adopted Budget +/– Budget Adjustments)– Temporary Budget (adjustments that will not roll over to next FY)– Accounted Budget (= Adopted Budget +/– Budget Adjustments)– Year to Date* (actual expenditures)– Encumbrances (= outstanding purchase orders)– Reservations (= outstanding requisitions)– Commitments* (= outstanding purchase orders & requisitions)– Available Balance* (Remaining budget )
* - The “Budget Quick Query” feature utlilizes these data values only and does not allow you to choose.
Budget Query Overview
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Budget Query Key Points• To successfully generate a query, you must specify the following:
– Fiscal Period (01=July, 02=August, 03=September, etc)– Fiscal Year– Chart of Accounts (Y)– Organization
• A wildcard (%) may be used for certain FOAP element parameters. The corresponding values for the FOAP element will display in the query results.
• You must have Fund/Organization query access. When a wildcard (%) is used, the system will retrieve data for the funds and organizations for which you have privileges.
• Comparison queries may be generated in which two fiscal periods and years may be compared.
Budget Query Overview
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Budget Status by Account Query• This query is used to view budget information for
one or more accounts for a specific fiscal period, fiscal year, and chart of accounts.
• The budget information displayed is based on the parameters you specify which may include:- Fund(s) - Program(s)- Organization(s) - Fund Type- Account(s) - Account Type
Note – we are not using the Activity, Grant, Location and Index fields at this time.
Budget Query Procedures
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Budget Status by Account Query
Budget Query Procedures
Four (4) Level Drill-Down Capability• Account Detail: Totals by account• Transaction Detail: Transaction Date, Activity
Date, Document Code, Description, Amount and Rule Class
• Document Detail with Related Documents View: Chart of Accounts, Fund, Organization, Account, Program, Amount and Rule Class
• View the actual document
Account Detail
Transaction Detail
Document Detail
Document
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Create Budget Status by Account Query
Budget Query Procedures
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Click the checkbox for each operating ledger data value that you wish to display as a report column heading.
Create Budget Status by Account Query
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Commitment Type should always be “All”
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Report Name
Report Parameters
Operating Ledger Data Columns
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Click the highlighted account totals to view transaction-level detail.
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Click the highlighted document code to view document detail.
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Budget Status by Organizational Hierarchy Query
• This query is used to view budget information for one or more organizations for a specific fiscal period, fiscal year, commitment type, and chart of accounts.
• The budget information displayed is based on the parameters you specify which may include:– Fund(s)– Organization– Account(s)– Program(s)– Fund Type– Account Type– Revenue Accounts
Budget Query Procedures
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Create Budget Status by Organizational Hierarchy Query
Budget Query Procedures
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Click the checkbox for each operating ledger data value that you wish to display as a report column heading.
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Report Parameters
Report Name
Operating Ledger Data Columns
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Click the account type code to view account type-level information.
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Click the highlighted account totals to view transaction-level detail.
Download options available
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Click the highlighted document code to view document detail.
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Budget Quick Query• This query provides simplified access to the current status of a
budget.• The operating ledger data columns in the report results are
predefined and include the following:– Adjusted Balance, Year to Date, Commitments, Available
Balance• The following report parameters are available:
– Fiscal Year, Chart of Accounts, Fund, Organization, Account, Program
• A query template may be created and saved for future use.
Budget Query Procedures
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Budget Quick QueryBudget Query Procedures
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Report Name
Report Parameters
Operating Ledger Data Columns
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