Everything you ever wanted to know about accounting
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Administrative Systems has a great assortment of Banner training materials here:
http://admsys.rice.edu/onlinetraining.html#finance
Materials include video and written instructions. Here are a few items:
Understanding the Accounting Distribution Line
To prevent the display of old, closed-out funds in web apps:
So, for instance, if you enter 01-JUL-2016 you will not see any fund terminated prior to 01-JUL-2016. This will not interfere with downloads and queries, but will filter these old funds out of “my funds” and org-based displays.
Rule codes, sometimes called journal type, are assigned to each transaction posted in Banner at the time of data entry. There are currently 350+ rule codes, but only a third are in current use. Some rule codes were pre-established when the software was written and others have been added at Rice. When working with transaction information such as downloads, the rule code can give you quite a bit of information about the transaction.
Rule codes are tied to individual user security, so not all rule codes are available to all users. In addition, rule code edits can be added that establish additional rules governing the use of each code.
The attached list shows rule codes in current use. rule-codes The rule codes marked AP are generally used for transaction that begin in the accounts payable module. In the same way, the rule codes marked payroll originate in the payroll system and the ones marked property in the fixed asset system. The rule codes marked cashier that have Banner Student in the title originate in the student module. The additional cashier rule codes are used on journals. If you are trying to track down a check deposit, for instance, this list will show you that you can generally limit your search to rule code ZA05 (or CHS1 for Touchnet). The rule codes marked Administrative Systems are used for large, computer-generated transactions at year-end or monthly closing.
For general-purpose journals, the universally available rule code is ZG01. There are also several restricted rule codes that should not be widely used: BD03, ZFIX and ZG02. ZFIX permits entries for which the debits do not equal the credits; this rule code also permits manual entries to account 11110 (cash interfund). It is used to correct general ledger out-of-balance conditions. ZG02 does not automatically create an interfund entry. If not used carefully, it can create general ledger out-of-balance conditions. BD03 creates an unusual string of budget entries that we’ve found from hard experience not to be desirable.
Rule code edits can be used to restrict the account codes used in a transaction. For example, most rule codes prohibit entries to account 11110 (cash interfund) and accounts in the range 80000-89999 (transfers) except the rule codes specifically for that purpose. Rule code edits cannot be effectively applied to AP rule codes. Most rule codes outside the cashier’s office are also blocked from scholarship accounts, while most rule codes outside payroll are blocked from payroll accounts with the exception of 6099x and 62996 and up. The general internal document rule code, X001, is blocked from use with L funds, E funds, the gift revenue account, and F&A accounts in addition to those mentioned previously. If you encounter repetitive errors, the addition of a rule code edit can halt some problems at the data entry point.
Document reference numbers are entered on many types of transactions to give you additional information. Here are some useful examples:
This information can be used to narrow a query when downloading or analyzing financial transactions.
To run downloads, log into Edgar Web Apps, select the Finance tab, navigate to the Downloads menu. The selection of downloads available to you will vary based on your Banner security profile. These are available downloads:
Here is some detail on the most useful download types:
Financial Transaction download
To run, select the item and click submit to get the parameter screen. Enter your query parameters. See separate blog posts for discussion of dates, document reference numbers, and rule codes. The output you see is governed by your Banner security agreement.
The resulting download includes a staggering amount of detail: fund code, fund title, org code, org title, account code, account type, account title, program code, activity code, location code, transaction date, invoice date, fiscal year, fiscal period, rule code, document number, document reference, document reference transaction date, encumbrance number, vendor invoice number, commodity description, check number, check date, description, transaction type, transaction amount, budget period, budget division, budget division and budget set codes, and certain text fields if selected.
Budget Status download
To run, select the item and click submit to get the parameter screen. Select the desired fiscal year and period from the drop down lists. Enter your query parameters. The output you see is governed by your Banner security agreement.
The resulting download includes a FOAPAL-level summary that includes: original budget, budget adjustments, current period activity total, fiscal year-to-date activity total, open encumbrance balance, available balance, budget division, budget set, and account title.
Fund Code download
To run, select the item to get the parameter entry screen. You may select a range of fund codes and/or range of default org codes, and/or range of default program codes. You may specify one PI or one financial manager. The output you see is all codes, regardless of your Banner security agreement.
Org code and account code downloads are similar.
Fund Text download
Extensive text is entered on R funds and donor restrictions are entered on E and G funds. Text is optional for other fund types.
To run, select the item and click submit to get the parameter screen. Enter desired funds and/or orgs and/or program codes.
Banner and Edgar Web Apps display dates in several different ways.
Transaction date: this is the date that displays on most transaction detail, including the drill-down on budget status. This is the effective date or “as of” date.
Activity date: this is the calendar date on which the entry actually posted.
For example, if the monthly Telecommunications charges journal is compiled and posted after the end of the calendar month (in order to get all the transactions in) the activity date could be October 4 while the transaction date would be September 30.
Check dates shown on invoices are the date the check was generated by Banner and are usually a day or so before the check is printed and put in the U.S. mail.
