Banner Finance

Banner Finance is the college's tool to access department budget information. Your supervisor must email the Help Desk requesting your access to Banner Finance. If applicable, it should include the name of the person you are replacing so that Business Services may review the previous access information. The Help Desk will then coordinate with Business Services to set up your access.

Look up Your Department Budget

Departmental budgets may be accessed via Banner INB, Banner Self-Service or Inside Davidson. You may select from the following links to access detailed instructions:

Review Your Department Budget Using Banner INB

  • Go to screen FGIBDST
  • Chart should be one; Fiscal Year should be the year you wish to view (i.e. 13, 14, etc.)
  • In the Organization block, type in your six digit department number (organization/department number for the Controller's office is 321000)
  • In the Fund block, type the fund you wish to review (i.e., 10 or 30)
  • Select Block > Next from the top menu or press Ctrl-Page Down (program number will default and remaining blocks do not need to be entered)
  • Use the up and down arrow keys to move to the specific account you wish to review.
  • To see detail of the account, select Options > Transaction detail information (or right-click in white space and select)

Budget Review Using Banner Self Service

  • Go to Banner Self Service (login required)
  • Click Enter Secure Area
  • Click on Financial Information
  • Click on Budget Queries
  • Under Create a New Query by type, leave Budget Status as "Budget Status by Account"
  • Under Retrieve Existing Query, click on the down arrow and choose Budget Status Report   (Shared)
  • Click on Retrieve Query
  • Click on Continue
  • Fiscal year should default to the current fiscal year. You can compare two fiscal years by putting year in Comparison Fiscal Year 
  • Choose the following options based on the information that you wish to see
    • Fiscal period (July is 01, August is 02, September is 03, etc.)
    • If you wish to view total annual budget compared to current year to date expenses, choose fiscal period 12, regardless of the current fiscal period
    • Chart of Accounts = 1
    • Organization (your six digit department code in Banner)
    • Fund = 10, 30, or 50
  • All other fields can be left blank
  • If you would like to save this query for future use, enter a name for the query in the block next to Save Query As
  • Click Submit Query
  • You may view the activity behind any amount that is blue and underlined. Click on the amount and the detail transactions will be displayed
  • If there are more accounts than can be displayed on one screen, there will be a 'Next 15' button at the bottom of the page
  • If you click on the 'Another Query' button at the bottom of the page, you will return to screen at step 4 above

Look up Balance of Restricted Fund

Banner Self Service does not provide restricted fund balances. This information must be obtained through Banner INB or Inside Davidson.

Review Your Restricted Fund Using Banner INB

  • In Banner INB, go to screen FGITBSR
  • Enter your fund number in the Fund field
  • Select Block>Next from the top menu or press Ctrl-Page Down  
  • Your available balance is shown in the bottom right hand corner of the screen, next to Current Fund Balance
  • If there is also a balance in the block above the Current Fund Balance Block, this amount must be added to the Current Fund Balance amount to get a total available balance
  • If there is a D in the box immediately to the left of your fund balance, this indicates that your fund has been overspent
  • To get a detail of the activity in any account, use you arrow keys to highlight the account you would like to review.
  • Select Options>Query General Ledger Activity Info (or right-click in the white space and select Query General Ledger Activity)

Review Your Restricted Fund Using Inside Davidson

  • From Inside Davidson, select Reports, Departmental Budget Reports, FY Changes in Fund Balance (summary or detail)Fiscal Year: Select the fiscal year
  • Start Date: defaults to beginning of the current fiscal year
  • End Date: defaults to the current day.
  • Fund: parameter defaults to all, or you may select individual funds to report on
  • Financial Manager: parameter defaults to all, or you may select individual managers to report on
  • Click on Apply to return data

Look up Balance of Holding or Agency Account

Inside Davidson and Banner Self Service do not provide account balances. This information must be obtained through Banner INB.

  • Go to screen FGITBAL
  • Enter the fund number in the Fund block (generally 10 or 80)
  • Enter account in the Account block
  • Select Block>Next from the top menu or press Ctrl-Page Down  
  • Your available balance is shown in the middle right hand side of the screen, under the Current Balance column.
  • To get a detail of the activity in this account, select Options>Query General Ledger Activity Info (or right-click in the white space and select Query General Ledger Activity)

General Ledger Account Numbers

General Ledger account numbers are comprised of either four elements: fund, organization, account and program, or two elements: fund and account.

Departmental operating budgets, restricted accounts, and capital projects all use the fund, organization, account and program system. Assets, liabilities, holding accounts, and agency accounts use the fund and account system.

Fund

The fund indicates the source of the funds. The fund number will be either two or six digits.

Unrestricted Operating Funds (fund 10) and Capital Budget Funds (fund 30)

These are used to accumulate departmental budgets. Unused budgets in fund 30 are moved to a restricted fund (also known as a carryforward fund). For example, the general ledger account for postage charged to our Controller's Office is 10-321000-718500-01

Restricted Funds (funds beginning with a two)

These are used to record funds received that must be used for a specific purpose (donor imposed), as well as departmental carry forward funds. At year-end, the unspent balance rolls forward to the next fiscal year. Charging to a restricted fund is just like charging to an unrestricted fund; simply use the restricted fund number in place of fund 10 or 30. For example, to charge postage to a restricted fund used by our Controller's Office, the general ledger account number would be 2XXXXXX-321000-718500-01

Other fund groups include:

  • Student Loan (begin with a four)
  • Endowment Funds  (begin with a six) are for gifts to the college which must be invested and held in perpetuity.
  • Annuity and Life Income (begin with a seven).
  • Agency (fund 80) are accounts held for other groups, such as the SGA, intramural sports, and others. Similar to restricted funds, the balances in these accounts carry forward from one year to the next.
  • Plant Funds (begin with a nine) are for our facilities and capital projects.

Organization

This identifies the department receiving/managing the funds. The organization number is also known as the department number and will always be six digits. For example, our Controller's Office organization number is 321000.

Account

This identifies the type of activity, such as revenue or expense, and the nature of that activity. Accounts are always six digits. Account types include:

  • Assets (begin with a one)
  • Liabilities (begin with a two)
  • Control accounts (system maintained; these accounts begin with a three)
  • Fund Balances (begin with a four)
  • Revenue (begin with a five)
  • Compensation (begin with a six)
  • Expense (begin with a seven)

Program

The program element is 01 for all departments except WDAV.

Print a Detail Activity Report

Restricted Funds/Holding, Agency or Balance Sheet Accounts

  • In Banner INB, at the Go To prompt, type FGRGLTA
  • This will bring you to the Process Submission Controls Screen
  • Printer: Database (no other parameters are needed)
  • Tab to the Values column; use the up and down arrow keys to move from field to field
  • Line 01 - Fiscal Year: Enter the fiscal year you would like to review
  • Line 02 - Chart of Accounts: Should default to one
  • Line 03 - From Fund Code: Enter the fund code for the fund you would like to review
  • Line 04 - To Fund Code: If you are reviewing only one fund, enter the same code you entered above. If you would like to review more than one consecutive fund, enter the code for the last fund you want to review.
  • Line 05 - From Account Type: Enter 310000
  • Line 06 - To Account Type: Enter 900000
  • Line 07 - From Date: Enter the beginning date of transactions to be reviewed
  • Line 08 - To Date: Enter the ending date of transactions to be reviewed
  • Press F10 to submit the report
  • Go to Options>Review Output, this will bring you to GJIREVO
  • Click on the drop down arrow to the right of the File Name block, click on the fgrglta_######.lis report and then click on OK to view your report
  • To print your report, go to Options>Show Document (Save and Print File)

 Program/Operating Accounts

  • In Banner INB, at the Go To prompt, type FGRODTA
  • This will bring you to the Process Submission Controls Screen
  • Printer: Database (no other parameters needed)
  • Tab to the Values column; use the up and down arrow keys to move from field to field
  • Line 01 - Fiscal Year: Enter the fiscal year you would like to review
  • Line 02 - Chart of Accounts: Should default to 1
  • Line 03 - From Organization Code: Enter the six digit code for the organization (department) you would like to review
  • Line 04 - To Organization Code: If you are reviewing only one organization, enter the same organization code you entered above.
  • If you would like to review more than one consecutive organization, enter the six digit code for the last organization you want to review.
  • Line 05 - From Fund Code: Enter 10 for operating or 30 for capital/technology
  • Line 06 - To Fund Code: Enter the same fund number you entered above
  • Line 07 - From Account Type: Enter the six digit account number you wish to review (i.e., 720100 = supplies)
  • Line 08 - To Account Type: If you are reviewing only one account, enter the same six digit number you entered above. If you would like to review more than one consecutive account, enter the six digit code for the last account you wish to review.
  • Line 09 - From Date: Enter the beginning date of transactions to be reviewed
  • Line 10 - To Date: Enter the ending date of transactions to be reviewed
  • Press F10 to commit the information and follow instructions five through seven above to view/print your report.