Banner Finance is the information system that Ramapo College uses to track financial data. Banner Finance provides up-to-the-minute, accurate data to assist units of the college in preparing revenue and expense control budgets.
What chart of accounts do I select for Banner Finance forms?
Chart of Accounts (COA)
The value for the college is R, and 1 for the Foundation. This field is required on any forms where it is present.
What is a FOAP?
This is an acronym for the accounting code block (budget number). The budget number consists of four components: Fund, Organization, Account, Program.
A fund is a 5 digit code that is required on all transactions and identifies the funding source
The org is a 5-digit account code, short for organization code, which identifies the budgetary unit (department) responsible for managing the funds. Organization codes closely follow the organizational structure of the College and are six-digit numeric codes.
The account is a 4-digit code that defines the type of expense or revenue type (e.g. 7001). The listing of account codes can be found here.
The program is a 2-digit code which defines the program category under which a particular unit budget falls such as Instruction (10), Academic Support (40), Student Services (50), Institutional Support (60), Physical Plant (70), and Auxiliary (90).
An activity code is an acronym that allows easy tracking of an event or on-going activity. When used in conjunction with the FOAP, the expenses attributed to the activity can easily be monitored. The activity code (SPIF) is currently being used for distributions and tracking expenses from the SPIF (Strategic Priorities Incentive Fund.)
Who do I contact for questions regarding a chargeback?
Telephone: Smita Saraiya ext. 7493
Meals: Smita Saraiya ext. 7493
Copier: Smita Saraiya ext. 7493
Postage: Smita Saraiya ext. 7493
Print Shop: Smita Saraiya ext. 7493
Pre-Paid Cell: Dave Burt ext. 7268
What is the difference between a budget transfer and a journal entry?
Affect available funding in the “Adjusted Budget” column of the financial data
Can only be made between accounts within the same fund (e.g. from fund 10001 to 10001 NOT from fund 32001 to 10001)
Cannot be made for transactions between the College, any Auxiliary, Agency or Foundation accounts. Examples of Auxiliary accounts are Residence Life, Student Center, Special Events & Conferences, etc…
Please refer to the Account Codes Listing, only accounts that ARE highlighted can be used for budget transfers
Affect “YTD Activity” (or the actual) column of the financial data
Cannot be made to or from account 7001 because it is a budget account
Both sides of the entry (to and from) must be done to the same expense account (ex from 7022 to 7022, not from 7001 to 7022)
Please refer to the Account Codes Listing, only accounts that ARE NOT highlighted can be used for journal entries
Who should I email to request a budget transfer or journal entry?
For budget transfers, please email email@example.com with a from and to FOAP and include a detailed description, up to 35 characters.
For journal entries, please email firstname.lastname@example.org with a from and to FOAP and include a detailed description, up to 35 characters.
What is the turnaround time for a budget transfer?
If the correct FOAP strings are given, the process will be completed generally within 24 hours upon retrieval. The Budget Office will e-mail units after the budget transfer is posted in Banner Finance.
Is there a list of account codes available online?
Yes. It can be accessed from the budget website Account Codes. The account codes are listed in the file as salary expense, then non-salary expense, then revenue codes.
Does the college have any Banner Finance training sessions?
Yes. Please contact the Accounting department at email@example.com for more information.
How do I print Banner Screens?
Selecting “File” then “Print” will print what is in the current users view only.
How do I change my Banner Finance password?
Click Change Banner Password in the right frame, under the My Links section.
Enter your current Oracle Password (The first time you change your password, the password will be the same as your UserID)
Tab to New Oracle Password
Enter New Password
Confirm New Password
Note: For the new password to take effect, you must log off and log back on to Banner.
How do I find out how much money I have left in my budget?
Use the Banner Finance form (FGIBAVL).
The FGIBAVL form gives you an overview of your department’s budget. This form summarizes your expenditure budget into major categories, and will show you what is available in your Budget Pool. Refer to FGIBDST to see what was spent by account number.
In the Search field of the Banner Welcome screen, type FGIBAVL.
Chart and Fiscal Year fields will default.
Enter Account. This form requires an Account number to be entered before executing the query. To view Non-Salary expenditures only, enter the pool account 7001. If not, enter 6001 to view all expenditures.
Select “Go” or ALT Page Down.
To exit the form, click on the “X” in the top-left corner, or hit CTRL Q.
Note: This form includes expenses and transfer activity for all documents (invoices, requisitions, PO’s, journal vouchers, etc..) at the time the query is made, including those in process of completion and/or approval. The form does not reflect revenue activity.
How do I track the progress of my requisition?
Go to FOIDOCH. Type in REQ, in the Doc Type field. Tab to Doc. Code field, enter the REQ number, and select “Next Block”. This screen will show you the approval and completion status. Select “Next Block” to move between sections. It will also show you if a PO number has been assigned and, if so, what the number is.
How do I find my requisition number if I don’t know it?
Go to FPIREQN. Click on the Search icon. Select Enter Query (F7). If you know the requester’s name, TAB to that field and enter information (Hint: Wild cards can be used “%”, and data is case sensitive). If you know the request date, TAB to that field and enter the date followed by a percent (%) sign. You must enter the date in the following format: DD-MMM-YYYY. Once you entered your search criteria, press Execute Query (F8).
How do I view suspended Requisitions?
Go to FPIREQS. All suspended requisitions will be displayed.
How do I check the remaining balance on Purchase Orders or other encumbrances?
Go to FGIENCD. Type in the encumbrance number (Requisitions and PO’s, can be entered). Select “Next Block”. In the field labeled Balance: you will see the balance. In the lower block, you will see a list of all transactions posted against that encumbrance.
How do I view suspended Purchase Orders?
Go to FPIPORS. All suspended purchase orders will be displayed.
How do I determine whether a Vendor has been paid from a particular PO?
Go to FOIDOCH. Type in the PO number. Select “Next Block”. If a check has been cut, the check number will show in the Check block of the form. If you want to see the details of the check, tab to the Check number field. Select Options, Check Information. Select “Next Block” to view details. To view further details, select Options, Document Inquiry.
How do I track P.O. change orders or close-out requests?
Go to FGIENCD. Type in the PO number. Select “Next Block”. The field labeled Enc: will show you the encumbrance amount. It should show the new amount. To see if a PO has been closed out, look in the field labeled Status:. It should say C (for Closed).
How do I verify that a P.O. was charged to the right account?
Go to FPIPURR. Type in the PO number. Select “Next Block” four times to move to the Commodity/Accounting page. The FOAP string will appear in the lower block. If there is more than one accounting string, the screen will show something other than Seq#: 1 of 1. Press the DOWN ARROW to view additional records.
How do I find a vendor number?
For many Purchasing and AP forms, you need to know a vendor number. To find a vendor number, click on any Vendor: field. In the FTIIDEN (Entity Name/ID Search Form), TAB to the Last Name field. Type in the beginning part of the vendor name, followed by a percent sign (be careful – the search is case sensitive!). Select Execute Query (F8) or click on the Search button. Use the UP and DOWN ARROW keys or the scroll bars to view all records. If the vendor shows up, you can double-click on the vendor number to return the number to your original form. If the vendor doesn’t show up, use ENTER QUERY to start a new search. Make sure you type the name in mixed case. You may also try to type in less of the name. Then follow the directions again.
If an item hasn’t been paid for, can I see when a check is scheduled to be cut?
Go to FOIDOCH. Type in the document type (PO or REQ). Tab to Doc. Code field, enter the PO number, and select “Next Block”. If an invoice has been entered, the number will show in the Invoice block. If no invoice number shows, an invoice hasn’t been entered by AP and you cannot tell when a check will be cut. If an invoice number shows, click to select the Invoice number, then click on the Document Inquiry button to go to the Invoice Query Form (FAIINVE). Select “Next Block”. The vendor’s invoice date shows in the Invoice Date: field. The date the invoice was entered into the system shows in the Transaction Date: field. The date the check will be cut shows in the Payment Due: field.
How can I find out what invoices were paid on a check?
Go to FAICHKH. Type in the check number. Type TS (most of the time) in the Bank field. Select “Next Block”. Our internal invoice number shows in the Document Number: field. The vendor’s invoice number shows in the Vendor’s Invoice Code: field.
How do I see what has been paid to a particular vendor?
Go to FAIVNDH. Type in the vendor number (see How Do I Find a Vendor Number, above, if you don’t know how). Click in the Selection: field to choose All, Open, or Paid invoices, or Credit Memos. Select “Next Block”. Use the vertical scroll bars to view all transactions. Use the horizontal scroll bars to see more detail. Note this screen shows all invoices paid to a vendor, not just one specific Organization (Unit).
How do I see detailed information on an invoice?
Go to FAIINVE. Type in the invoice number. Select “Next Block”. The first screen will show you pertinent dates, the vendor invoice number, and the Due date for cutting the check. Select “Next Block”. This screen shows you what items on the PO have been paid with this invoice (you may need to use your UP and DOWN ARROW keys to scroll through the list of items). To see the accounting distributions, navigate to the Accounting Amounts block, then click on the Accounting Distributions button.
How do I Export a Banner Screen to Excel?
An export option is available on many Banner forms. To use this function from within a form:
Press Shift + F1
While in the desired Banner screen, go to Tools and select Export
The file download dialog box will appear. Save in the desired location.
If the option is “grayed out”, the export function is not available on this form. Below is an example of an Excel export. You may want to change the headings in Row 1 to match the columns in Banner.