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BANNER User Support Rensselaer Integrated Administrative Computing Services (IACS) Rensselaer Polytechnic Institute

Troy, New York 12180-3590Email: [email protected]

Finance Forms

Finance Forms

Note : All Banner data/information displayed in this document reflect training/sample data only.

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Start up the BANNER connection by accessing Internet Explorer and typing http://iacs.rpi.edu

1. Click on the hyperlink in the left margin of the page that’s entitled Applications2. Enter your RCS userid and password. 3. Click on the icon entitled Banner PROD.4. At the Banner logon box, enter your Banner username, password and PROD as the database.

Click CONNECT

.

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*** BANNER FINANCE USER NAVIGATION *** Click on the Finance module icon.

Click on the Organization Information menu.

NOTE: The BANNER form name can help the user identify the menu on which the form is found. Each letter has a meaning, for example the Document History Form:

F G I BDST #1 #2 #3 #4-7

The first position indicates to which module the form belongs.Alumni/Development = A General Person = GPosition Control (HR) = N Finance = FAccounts Receivable = T Financial Aid = RHuman Resources = P Student = S

The second position indicates to which sub-module the form belongs. In Finance, for example: O = Operations, G = General Ledger, A = Accounts Payable, P = Purchasing, etc.

The third position indicates the type of form:A = Application (updates the database)I = Inquiry (views but cannot update the database)Q = Query (usually called from another form)R = Rule FormM = General Maintenance (updates tables)V = Validation Table

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Click on the line for the Organization Information Menu [*Organiz] Click on the line for Vendor Related Information Menu [*Vendor] and then double-click on the Document

History form (FOIDOCH) or simply type in the form name, FOIDOCH, in the Go To … field on the main application page.

Double-click in the Doc Type field to get a List of Values (LOV) listing valid entries for the Doc Type field.

NOTE: There are two different types of query screens: the Find form explained below and the Search form.

Using a find form to query a validation table is different than using a Search form. For instance, a Find form is not case sensitive; but it can be tricky. The validation table records are read as one word by BANNER. They are not displayed in fields, as in the Search query forms. In the example above, the first record is read as ADJAdjustmentstoInventory - all one word. That is why the % automatically defaults into the Find field. Also, the F8 key cannot be used to execute the query; the Find button must be clicked.

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A query with %REQ brings back all instances of the letters REQ. It does not matter which column the criteria appears in.

Querying with REQ as the criteria.

Query Result

This brings back all instances of REQ with nothing in front of it. Meaning, it has to come from the Document Type code column. This is how the user would enter the criteria depends on what information is being queried.

The user may, without clicking anywhere, also type the letter they suspect the correct answer starts with. BANNER will automatically go to the answers that start with that letter.

With the REQ – Requisition record highlighted, click on the OK button or double-click on the record to drag the answer back to the Document History (FOIDOCH) form.

The cursor resides in the Doc Code field. Enter the document number (i.e, if REQ was entered for the Doc Type, enter the Requisition number. If PO was entered for the Doc Type, enter the Purchase Order number).

Press [NEXT BLOCK] or click on the Ne

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xt Block button on the toolbar or click on BLOCK and then NEXT. BANNER will fill in data in the blocks of the Document History Form. This form ties together all documents that reference the document requested in the key block area.

The Auto Help Line states “Use NEXT BLK and PREV BLK to navigate”. Press [NEXT/PREVIOUS BLOCK] or click on the Next/Previous Block button on the toolbar or click on BLOCK and then NEXT/PREVIOUS or click anywhere in the next desired block to practice moving around the form. Watch the Record Counter while moving into each block. The Invoice and Check blocks have two records each. If several invoices had been paid on this Requisition, the Record Indicator would appear indicating there are more records below than what can be seen on the screen.

To view the documents associated with this Requisition, navigate to the document of interest, and press [DUPLICATE RECORD/ITEM] or drop down under the Options menu and select Requisition Info [FPIREQN].

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Toolbar Information

With the Banner 6 release, you will see a horizontal toolbar containing buttons for various navigational icons/buttons. When you move your cursor to a button in a toolbar and pause, you will see a yellow bubble appear with text that describes the function of the button.

Horizontal Toolbar

1 Save 9 Next Block2 Rollback 10 Enter Query3 Select 11 Execute Query4 Insert Record 12 Cancel Query5 Delete/Remove Record 13 View/Send Message (internal to Banner only)6 Previous Record 14 Print Image7 Next Record 15 On-line Help 8 Previous Block 16 Exit (from a form or a Banner session)

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1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16



*** Commonly Used BANNER Finance Forms ***

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FOAPAL

The acronym for the structure of the Chart of Accounts that is used by Rensselaer in Banner Finance

FFund is a self-balancing set of accounts, formerly called “account.” It is six characters long, and is required for entering or retrieving data.A fund can be Restricted or Unrestricted in its uses.

OOrganization refers to a department, center or school.It is four characters long, and is required for entering or retrieving data.Organizations can share a fund or funds, but each is responsible for their portion.

AAccount defines what kind of expense or revenue an item is, for example, supplies or travel. It is three characters long, and is required for entering or retrieving data.

PProgram identifies specific steps and actions (activities) related to accomplishing priorities outlined in the Portfolio’s Performance Plan. It is required for entering or retrieving data.

AActivity refers to the highest priorities as defined by the Rensselaer Plan.It is six characters in length, with the first four characters representing its associated fiscal year. It is required for entering or retrieving data.

LLocation is being used on a limited basis by the Controller’s Office for reporting purposes.

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Fiscal Year (July 1 st – June 30 th ) Budget Processing

Banner Program & Activity Code Translation

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Rensselaer Plan Banner

1st Year Highest Priorities:

Biotech & IT Initiatives ……………………………1st Year Experience ……………………………….Electronic & Media Performing Arts Center ……Revised Budget Process …………………………Review/Revise Intellectual Property Polices …..Tenure, Hiring & Promotion Criteria …………….Emerging Priorities & Necessary Activities …….

Activity Code

200201 200202 200203 200204 200205 200206 200207

Activities Specific to the Portfolio Performance Plan:

Specific steps and actions related to accomplishing priorities outlined in the Portfolio’s Performance Plan.

Program Code

(Specific to Portfolio)



Organization Budget Status Form – FGIBDST

This form is one of the most used forms by those who need information about their Operating Budget. It displays expenses, revenue and encumbrances for a specific fund, and leads to three other very helpful forms.

[A] Index: Not used[B ] Organization, Fund: Enter the proper values for the Organization and Fund Codes in these fields. Note: you

may need to clear the Program and Location Code fields in order for BANNER to display all the associated amounts in the detail block.

[C] Include Revenue Accounts: Click to check this box ON to include revenue accounts in the detail block. this checkbox is, by default, CHECKED. When unchecked, an Available Balance will be calculated on the Net Total line.

[D ] Revenue account codes are included in the detail block (if INCLUDE REVENUE ACCOUNTS is checked ON) start with 3xx, 4xx and sometimes 5xx.

[E] Click on any of the forms listed in from the Options drop-down menu for more information: Budget Summary Information – goes to form, FGIBSUM – the budget summary form Organization Encumbrances – goes to form, FGIOENC – which displays all open encumbrances Transaction Detail Information – goes to form, FGITRND – which displays all transactions for each

account code Prior to ‘drilling down’ to the next level of transaction detail on the form, FGITRND, note the placement

of the cursor in the particular column (Acct, Adj. Budget or YTD Activity) will determine what type of transactions display on the form, FGITRND.

Format Display Preferences – not used.


A B

C

D

E

If displayed, blank out the Location Code from this field.



Detail Transaction Activity - FGITRND

This form provides information about the individual transactions within each account code in the operating ledger funds.

This form can be reached directly from any menu by typing FGITRND in the direct access field, or by selecting it from one of the sub-menus, or by clicking the Detail Transaction option line from the Option drop-down menu on form FGIBDST. Reaching it from FGIBDST will produce a display like this one; when choosing it directly from the menu, follow this procedure:

1. Type FGITRND in the direct access field; press ENTER2. Enter Chart (‘9’ for Troy, ‘H’ for Hartford), Fund, Orgn, Acct, Prog and Actv codes. Change the

fiscal year, if necessary. Click in the data block3. The form will automatically go into query mode; press F8 (execute query) or choose execute

on the Query menu to retrieve information

NOTE: Be sure to enter an account code in the key block, otherwise the query will be very time consuming. Also, you may further restrict the query by entering more criteria (date, document type…) before executing the query.


The combination of Fund/Organization/Account/Program/Activity/Location codes entered here drives the output in the data block.

Use the scrollbar to see more information



Entity Name/ID Search Form - FTIIDEN

This form displays Vendor/Entity names and their ID numbers.

It is a query form that is usually ‘called’ from other forms using the List Field Values (F9) function. For example, if you press F9 from the Vendor ID Number field in the Requisition Form (FPIREQN), this form will appear, and you will need to Execute a query to find the appropriate entry.

To Use:1. If searching for Vendors, make sure the Vendors box is checked2. Click in the Last Name field (where the name of the vendor is stored). The form will be in query

mode. That is, the system expects that you will wish to limit your query by specifying some special criteria.

3. Type the name of the vendor, surrounded by the wildcard character (%). Be aware that the search is case sensitive.

4. Press F8 – Execute Query to search for the vendor.


Enter search criteria in Last Name field Press F8 to execute the query



FTIITEN – continued: Results following execution of query:




Vendor History – FAIVNDH

This form provides a listing of all invoices by vendor. It is neither fund nor organization specific.

To Use:

1. Type FAIVNDH in the direct access field; press ENTER2. Enter the vendor code in the Vendor field (click on the Vendor search button to search for the code if

needed)3. Enter the appropriate criteria in the Selection box by clicking the drop down arrow and highlighting the

selection.4. Press [NEXT/PREVIOUS BLOCK] or click on the Next/Previous Block button on the toolbar or

click on BLOCK and then NEXT/PREVIOUS or click anywhere in the data block to retrieve the information.

From this form, you can navigate to other forms as identified in the drop-down Options menu of the window:

View Invoice Information - FAAINVE – Invoice Credit Memo Query form Commodity Information - FOICOMM – Commodity Review form View Vendor Invoice – FAIVINV – Vendor Invoice Query form

Query total for all records – goes to the end of all invoices for the vendor and shows total dollar amount


Use scrollbar to navigate through the records.

Total amount is calculated as scrollbar is moved downward.



FAIVNDH HINTS: Enter and Execute query are available from any of the displayed field columns. When querying in a

date field, use DD-MON-YY date format.

Highlight the line and press the search button (arrow button under the Check Number header) to move to FAICHKH (Check Payment History) form.

Choose a fiscal year or leave blank to view ALL payments made to the vendor

The key to finding an invoice is to know the Vendor Invoice Number or the Amount – both fields can be queried

Check Number: if it begins with a ‘!’, then payment was made by ACH, if it begins with a number, a physical check was created

Check Date: If this field is blank, then the check or ACH has not occurred yet.

Due Date: the date the payment is due to happen

Cancel Indicator: If ‘Y’, then the payment was cancelled.

For detailed invoice information: Click on Options > View Invoice Information




Document History Form - FOIDOCHThe Document History Form displays the processing history of purchasing and payment documents. It identifies and provides the status of all documents in the processing path for the document you select.

To Use:

1. Type FOIDOCH in the direct access field; press ENTER2. Enter the document type in the Doc Type field (double click in the doc type field to search for the code,

if needed)3. Enter the document number in the Doc Code field. For example, if the Doc Type = PO, enter the PO

number in the Doc Code field.4. Press [NEXT BLOCK] or click on the Next Block button on the toolbar or click on BLOCK, then on

NEXT. Associated documents relating to the document in the key block will be retrieved.5. For detailed document information, highlight (by selecting) the specific related document. Click on the

detailed information option located on the Options drop-down menu.


1. Enter the document code. Double click in the field to get a list of values to choose from. - INV - Invoice - PO – Purchase Order- RCV - Receiving-CHK – Check/ACH

2. Enter the document number. For example, PO number is entered here.



General Ledger Account Type HierarchyGeneral Ledger Account Types

General Ledger Account Type codes and their corresponding descriptions are listed below. The table below also shows the hierarchy of General Ledger Account Types. These are subject to change.

Account Type Code Description10 Assets

A1 CashA2 InvestmentsA3 Accounts ReceivableA4 Notes ReceivableA5 InventoriesA6 Prepaid & Other AssetsA7 Deposits with Bond TrusteesA8 Plant AssetsA9 Due To/From Other FundsAA Interfund Borrowings

20 LiabilitiesL1 LiabilitiesL2 Notes PayableL3 DepositsL4 Deferred RevenueL5 Bonds & Mortgages Payable

30 Control Accounts C1 Control Accounts

40 Fund Balance

90 Fund Additions

95 Fund Deductions




Operating Ledger Account Type Hierarchy

Operating Ledger Account Types

Operating Ledger Account Type codes and their corresponding descriptions are listed below. The table below also shows the hierarchy of Operating Ledger Account Types. These are subject to change.

Account Type Code Description50 Revenue

R1 Tuition & Student FeesR2 Auxiliary EnterprisesR3 Gifts, Grants, & ContractsR4 Investment IncomeR5 Realized/Unrealized Gains/LossesR6 Interest on LoansR7 Sales & Services of Educational ActivitiesR9 Other

60 Labor and Employee BenefitsS1 Faculty/Staff Salaries & WagesS2 Employee BenefitsS3 Student WagesS4 Miscellaneous Non-Labor Payroll

70 ExpendituresEA Supplies & ServicesEB UtilitiesEC TravelED Taxes & InsuranceEE TelecommunicationsEF Computer ChargesEG Library MaterialsEH EquipmentEJ Internal BillingsEK Student AidEO OtherER Overhead

80 TransfersT1 Nonmandatory TransfersT2 Mandatory TransfersT3 Intrafund Transfers




Fund Type Hierarchy

Fund Types Fund Type codes and their corresponding descriptions are listed below. The table below also shows the hierarchy of Fund Types. These are subject to change.

Fund Type Code Description00 Bank Fund

0Z Bank Fund

01 Current Unrestricted Fund10 Education & General12 Ed & General - Institute Wide15 Designated Fund

02 Restricted FundA1 Sponsored ResearchB1 Other Sponsored ProgramsF1 Sponsored Financial AidG1 GiftsG5 Gifts - Fellowship & ScholarshipH1 Research GiftsH2 Non-Research GiftsH3 Gifts with Waived SurchargeY1 Endowment IncomeY2 Separately Invested IncomeZ1 Quasi Endowment Income

03 Auxiliary Enterprises30 Auxiliary Enterprises31 Field House32 Rensselaer Union33 Athletics34 Health Services35 Telecommunications36 Residence Life




Fund Type Hierarchy - continued

Fund Type Code Description

04 Loan Fund40 Federal Loans41 Non-Federal Loans42 Loan Wire Clearance

05 Quasi Endowment Fund50 Quasi-Endow - Restricted Principal51 Quasi Endowment - Unrestricted Principal52 Quasi Endowment - Rensselaer Technology Park

06 Endowment Fund60 Endowment - Restricted Principal61 Endowment - Unrestricted Principal62 Endowment - Separately Invested63 Endowment - Pool

07 Annuity and Life Income Fund70 Life Income71 Pooled Life Income72 Annuity Funds73 Unitrust Funds74 Lead Trusts75 Other Trusts

08 Agency Fund80 Agency Funds

09 Unexpended Plant Fund90 Unexpended Plant Fund

29 Renewal and Replacement Fund92 Renewal and Replacement Fund

49 Retirement of Indebtedness Fund94 Retirement of Indebtedness Fund

69 Investment in Plant96 Investment in Plant




Rule Classes Rule Classes (transaction types) and their corresponding descriptions are listed below. These are subject to change.

Code DescriptionABR1 Academic Building Repair VouchersACDC Cancel Addl Charges on Credit MemoACDI Cancel Addl Charges on InvoiceACEC Cancel Addl Chrg on C/M w/ EncumbACEI Cancel Addl Chrg on Inv w/EncumbACII Cancel Addl Chrgs on Inv w/G/L AcctACIP Auto Construction in ProgressADDI Additional Charges on an InvoiceADEC Addl Chrg on Credit Memo w/ EncumbADEI Addl Charges on Invoice w/EncumbADII Addl Charges on Invoice w/G/L AcctADJC Adjustment to Inventory ValueADJE Audit Adjustment – UnbalancedADJV Audit Adjustment Journal EntryADPR Adjust depreciation(up or down)ADTR Audit Adj Transfer Journal EntryAIS1 AIS Misc ChargesAL01 ProAlloc for perm. adopt budgetAL02 ProAlloc for perm. adj budgetAL04 ProAlloc. for encumbranceAL05 ProAlloc. for budget reservationALE3 ProAlloc for year to data actvALR3 ProAlloc. for year to date revenueAPH1 Banner Student - APPL CHG – DiffAPH2 Banner - APPL CHG – DiffAPH3 Banner Student - APPL CSH – LikeAPH4 Banner Student - APPL CSH – DiffAPH5 Banner Student APPL CHG – DiffAPH6 BannerStudent - APPL CHG – DiffAPH7 Banner Student - APPL CSH – LikeAPH8 Banner Student - APPL CSH – DiffAPL1 Banner Student - APPL CHG-LikeAPL2 Banner Student - APPL CHG – DiffAPL3 Banner Student - APPL CSH – Like




Rule Classes – continued

Code DescriptionAPL4 Banner Student - APPL CSH - DiffAPS1 Banner Student - APPL CHG-LikeAPS2 Banner Student - APPL CHG - DiffAPS3 Banner Student - APPL CSH - LikeAPS4 Banner Student - APPL CSH - DiffAPWH Application of AR Pymt,WithholdingASCR Cash Receipt-Adv ServicesASCS Banner Alumni Cash ReceiptASDE Banner Alumni Gift (Payroll Deduct)ASJV Journal VoucherASLN Banner Alumni Gift of Land/PropertyASMS Academic Support and Media ServicesAUDT Audit Adjustments - Fin RptgBD01 Permanent Adopted BudgetBD02 Permanent Budget AdjustmentsBD03 Temporary Adopted BudgetBD04 Temporary Budget AdjustmentBD10 Budget Development RequestBD14 Budget Off Temporary Bdgt AdjustmntBDRT Budget for Revenues and TransfersBFOP Balance Forward Operating LedgerBFRV Reverse Balance ForwardBILE Bill Expense Acct w/enc in Cost ActBILI Bill Income Acct in Cost AccountingBILL Bill Cost Acctg. Job, no encumbrancBKCR Renss Union Bus Ops Cash ReceiptsBKJV Bookstore ChargesBKMV Renss Union Bus Op Cash Receipt M/VBOA1 Banner Student Receipt Cash BoABOAC Banner Student Cash Clearing BoABRS1 Billing and Receivable BRSBT01 Biotech Analytical Core ChargeBT02 Biotech Proteomics Core ChargeBT03 Biotech Microscopy/Imaging Core ChgBT04 Biotech Microbiology Core ChargeBT05 Biotech Core NMR 600 ChargeBT06 Biotech Core NMR 800 Charge





Code DescriptionBT07 Biotech Cell & Molecular Core ChrgBT08 BioResearch Core ChargeBT09 Biotech MRI Core ChargeBUD1 Permanent Budget Adjustments – SYSOBUD2 Permanent Budget Adjustments – SYSOBURS Bursar Office Journal EntryBW01 DNNI Clone for Journal VouchersBW02 CNNI Clone for Journal VouchersBW03 INNI Clone for Journal VouchersBW04 ICNI Clone for Journal VouchersBW05 1 Sided P/R Deductions CorrectionsBW06 Correct Unbalanced EntriesBW08 Update P/Y Rev/FBBW09 Correct GL UpdateBW11 Hartford Correct GL UpdateCAEC Cancel Check C/M Addl w/EncumbCAEI Cancel check invoice addl w/encumbCAII Cancel Check Invtry Invoice TaxesCAXC Cancel Check - C/M taxCAXI Cancel Check - Invoice taxCC01 Interchart CreditsCC77 Currency Conversion Code ValidationCCDH Hartford Credit Card Purchase ChrgsCCRD Credit Card Purchase ChargesCD01 Interchart ChargesCDDC Cancel Check C/M addl chgsCDDI Cancel check invoice addl chargesCDEC Cancel check C/M disc w/emcumbCDEI Cancel Check Invoice disc w/encumbCDII Cancel Check Invtry Inv Addl ChrgsCDWI Federal Witholding on Cancel CheckCHEM Chemistry Department ChargesCHG1 Banner Student Charges - #1CHG2 Banner Student Charges - #2CHH1 Banner Student Charges - #1CHH2 Banner Student Charge – RefundCHH3 Banner Student Charges - #1





Code DescriptionCHS1 Banner Student Charges - #1CHS2 Banner Student Charge – RefundCICG Computer GraphicsCIIC Cancel Check Inv Valuation AdjCIII Cancel Check Inventory Inv DiscountCISC Cancel Check - C/M discountCISI Cancel Check - Invoice discountCNEC Cancel Check - C/M w encumbranceCNEI Cancel Check - Invoice w encumbranceCNEP Cancel Check CY, Invoice w/encum PYCNII Cancel Check Inventory InvoiceCNNC Cancel check - C/M w/o encumbranceCNNI Cancel Check - Invoice w/o encumbCOAD Additional Charge on Change OrderCODS Discount on Change OrderCONT Continuing Ed DepositsCORD Establish Change OrderCOTH Cash - Other Miscellaneous TransactCOTX Tax on Change OrderCR01 Cashier's Cash Receipt $CR02 Cashier's Cash Receipt MC/VCR03 Cash Receipt - Advanced FundsCR05 Cash Receipt EntryCR07 Cash Receipt Entry Bursar OfficeCRC1 Cash SystemCRPC VCC Cash ReceiptCSEC Cash - Security Purchase or SaleCSH1 Banner Student - Receipt – CashCSH2 Banner Student - Cash Receipt CheckCSHC Banner Student - Cash ClearingCSS1 Banner Student - Receipt – CashCSS2 Banner Student Receipt - Credit CrdCSS3 Banner Student Receipt Sallie MaeCSS4 Banner Student ReceiptCSSC Banner Student - Cash ClearingCTEC Can Chk-NonVend Tx CM w/encumbrance

Rule Classe

s – continu

ed

CodeCTEICTIICTWICTXCCTXICXECCXEICZDSCZPRDAECDAEIDAIIDAKADAXCDAXIDAXLDAXXDCECDCEIDCIIDCSCDCSIDCSRDDDCDDDIDDECDDEIDDIIDDSCDDSIDDWIDEPPDEPRDIECDIEI



Troy, New York 12180-3590Email: [email protected] Check - Inventory Invoice DiscountDIII Discount on Invoice w/G/L Acct





Code DescriptionDISB Disbursements Journal EntryDISC Discount on Credit MemoDISI Discount on InvoiceDISN Disposal without depreciationDISP Disposal of asset with depreciationDISR Disposal: Sharing of revenueDNEC Check - C/M w encumbranceDNEI Check - Invoice w encumbranceDNII Check - Inventory InvoiceDNNC Check - C/M w/o encumbranceDNNI Check - Invoice w/o encumbDSCA Cash Disbursement - CM Addl ChargeDSCD Cash Disbursement - CM DiscountDSCI Cash Disbursment - Credit MemoDTWI State Witholding on CheckDXEC Check - C/M tax w/encumbDXEI Check invoice tax w/encumbE010 Post Original EncumbranceE020 Encumbrance AdjustmentE032 Encumbrance LiquidationE037 Encumbrance Liq. allow changesE044 RPI Troy General EncumbranceE046 RPI Troy Encumbrance AdjustmentE048 RPI Troy Encumbrance LiquidationE090 Year End Encumbrance RollE095 Commits a Encumbrance(prev. rolled)E100 Original EncumbranceED01 Distribute EarningsEND1 EndowmentEND2 Endowment Operations Journal EntryER01 Record EarningsETRF Endowment Transfer Journal EntryFBEN Reallocation - Fringe BenefitsFC01 Interfund CreditsFD01 Interfund ChargesFINR Financial Reporting JV Rule





Code DescriptionFPW0 Work OrderFPWO Work OrdersFSI1 Stockroom InventoryFT01 Interfund TransferFTRF Financial Rptg Trsfr Journal EntryGCJV Campus General Journal EntryGFA1 Graduate Financial AidGFA2 Graduate Financial Aid Journal EntryGLAS Change asset account for fixed assetGLCE Change Cap. Fund/equity/assetGLCF change cap fund for fixed asset.GLEQ Change equity accountGLFE Change cap fund and equity accountGLRE Reverse old fund/equity/assetGRAP Grant Application of PaymentGRAR Accrued Accounts ReceivableGRBL Billed Accounts receivableGRCC Grant - Cost Share ChargeGRCG Grant - Cost Share GrantGRDF Deferred RevenueGRIC Grant - Indirect Cost ChargeGRIR Grant - Indirect Cost RecoveryGRPM Grant PaymentGRRF Grant RefundGRRV Grant - Accrued RevenueGRTF Grant Payment TransferGRWH Withholding accounts receivableHB10 Budget Development RequestHBD1 Hartford Permanent Adopted BudgetHBD2 Hartford Permanent Budget AdjustmntHBS1 Banner Student Receipt Cash HSBCHCBA Payroll - COBRA - Admin. FeeHCBC Payroll - Cobra Cash ReceiptHCBP Payroll - COBRA - PremiumHCS1 Banner Student - Receipt - CashHCS2 Banner Student Receipt - CashHDCR Hartford Direct Cash Receipt





Code DescriptionHDEF Payroll - Deferred PayHDPA Payroll - Deferred Pay AccrualHE05 Hartford General Ledger Beg BalanceHE15 Hartford General Journal EntryHE16 Hartford Interfund Journal EntryHEEL Payroll - Employee LiabilityHEMP Payroll - Employr Expense/LiabilityHENA Payroll - Encumbrance AdjustmentHENC Payroll - Salary EncumbranceHERL Payroll - Employer LiabilityHFEA Payroll - Fringe Benefit Enc. Adj.HFEN Payroll - Fringe Benefit Encumb.HFEX Payroll - Actual Fringe Ben. Dist.HFNL Payroll - Fringe Chargeback w/o LiqHFRC Payroll- Fringe Chargeback ClearingHFRD Payroll - Fringe Chargeback w/LiqHGNL Payroll - Gross Exp. No LiquidationHGRB Payroll - Gross Benefit ExpenseHGRS Payroll - Gross Salary ExpenseHNET Payroll - Net PayHR05 Hartford Cash Receipt EntryHRJV Troy Human Resources Journal EntryHSBC Banner Student Cash Clearing HSBCHSSC Banner Student - Wires and Cr CardsICEC Cancel Credit Memo w/ EncumbranceICEI Cancel Invoice with EncumbranceICEP Cancel Invoice with EncumbranceICER Cancel Credit Memo w/ Enc - PYICII Cancel Inv w/G/L Account no EncICNC Cancel Credit Memo w/o EncumbranceICNI Cancel Invoice without EncumbranceIIIC Invoice Cancel - Valuation AdjustIIII Invoice - Valuation AdjustmentIMS1 Instrumentation Media Services ChgIMS2 Electronic Stockroom ChgsIMS3 Graphics Productions - IMS ChgINCN Reallocation - Research Incentive





Code DescriptionINCR Incubator Ctr - Cash ReceiptsINEC Credit Memo with EncumbranceINEI Invoice with EncumbranceINEP Invoice with Encumbrance charged PYINER Credit Memo with Encumbrance PYINII Invoice w/G/L Account no EncINNC Credit Memo without EncumbranceINNI Invoice without EncumbranceINVC Invoice Rule ClassIPNC Zero Payment Credit MemoIPNI Zero Payment InvoiceIR01 Record InvestmentISCP Return Profit Invtry AcctISEC Request ReturnISEU Request IssueISIC Return Item Invtry AcctISIU Issue Item Invntry AcctISSC Return (No Request)ISSU Direct Issue (No Request)ISUP Issue Profit Item Invtry AcctIT01 ITS Misc ChargesITBS ITS Telephone Billing SystemITCS ITS Computer SuppliesITCU ITS Computer UsageITEQ ITS Equipment RepairITMC ITS Mini CoursesITMS ITS Miscellaneous ChargesITPC ITS PC RepairJ001 General Ledger Closing JournalJ010 Encumbrance Carry Forward JournalJ020 Budget Carry Forward JournalJ099 Interfund Cash Transfer EntryJCDE Cont/Dist Ed Journal VoucherJE05 General Ledger Beginning BalanceJE10 Accounts Receivable EntryJE15 General Journal Entry





Code DescriptionJE25 Interchart Journal EntryKYSH Keyshop ChargesLBOX Lockbox TransactionsLIB1 Library Photocopy ChargesLIB2 Library Interlibrary Loan ChargeLIB3 Library - Cash ReceiptsLIB4 Library JV - Misc ChargesLOAN Student Loan Office Misc Disb/RecptMAIL MailroomMCRD Banner Student - MC ReceiptsMDCD Executive Medical Card ChargesMIP1 Monthly Installement PlanMISC Banner AR - TFAMISC Default RuleMLR1 Mailroom Misc ChargesMSCR Academic Supp/Media Svc Cash ReceipN001 Endowmnt Spndble Interfund TransferN002 Endwmnt Rlz. Gn/Ls InterfundN003 Endwmnt URlz. Gn/Ls Interfund TransN004 Endowmnt Spnd. Var. InterfundNOOP No operationNSI1 Non-Stock InventoryNST1 Inventory, Non-StockOAEC Offset C/M Addl w/encumbODWI Federal Withholding on OffsetOTWI State Withholding on offsetPA05 Payroll DisbursementPA06 Payroll DisbursementPBD1 Permanent Adopted Budget - PlantPBD2 Permanent Budget Adjustments-PlantPBD9 Plant Transfer with CIP Bdgt UpdatePC01 Product CenterPCAD Cancel Add'l Chrg on Purchase OrderPCAP Cancel Addl Chg on Purchase Order PYPCDP Cancel Disc on Purchase Order Prior YPCDS Cancel Discount on Purchase OrderPCLQ Cancel PO - Reinstate RequestPCMS Product Center - Miscellaneous Chgs





Code DescriptionPCRD Cancel Purchase OrderPCRP Cancel Purchase Order in Prior YearPCSH Petty Cash Transaction - CashierPCTP Cancel Tax on Purchase Order Prior YRPCTX Cancel Tax on Purchase OrderPLIB Purchase Card LiabilityPLNT Plant Fund Operations Journal EntryPOAD Additional Charge on Purchase OrderPOAP Addl Chg on Purchase Order Prior YRPOBC Purchase Order Batch ClosePOCL Purchase Order Close (FPAEOCD)PODP Disc on Purchase Order Prior YearPODS Discount on Purchase OrderPOLQ Purchase Order-Request LiquidationPOPN Purchase Order Open (FPAEOCD)PORD Establish Purchase OrderPORP Estab Purchase Order in Prior YearPOTP Tax on Purchase Order Prior YearPOTX Tax on Purchase OrderPR01 HEEL Clone - Unposted PR DedPR02 Unposted Labor Exp - HGRSPR03 Unposted Labor Exp - HGRSPR04 O030 only Entry/AdjPROJ Project EncumbrancePTRF Plant Operations Transfer J EntryRBD1 Research Permanent Adopted BudgetRBD2 Research Permanent Budget AdjustmentRBD3 Research Temporary Adopted BudgetRBD4 Research Temporary Budget AdjustmentRBTR Return rebate on cash receiptRCJV Campus Research Journal EntryRCQA Cancel Add'l Charge on RequisitionRCQD Cancel Discount on RequisitionRCQP Cancel RequisitionRCQX Cancel Tax on RequisitionRCSH Research Cash Receipt - NO A/RRCVD Receiving Stock





Code DescriptionREBC Credit Memo - Rebate TaxREBD rebate exchange differenceREBT Tax RebateREBX Tax Rebate CancellationREF1 Banner Student - Refund RuleREH1 Banner Student - Refund RuleREQA Additional Charge on RequisitionREQD Discount on RequisitionREQP Requisition - ReservationREQR Req - Reservation Adjustment RPIREQS Stores RequisitionREQX Tax on RequisitionRES1 Banner Student - Refund RuleRQCL Requisition close (FPAEOCD)RSCH Research Accounting Journal EntryRST1 Banner Student - Travel RefundRSVP RSVP Cash ReceiptRTCK Return Check Entry CodeRTRF Research Transfer Journal EntryRUCR Renss Union Clubs - Cash ReceiptsRUJV Renss Union Clubs ChargesRUTF Rensselaer Union TransfersRWIR Research Wire ReceiptSCAO Capitalization of origination tags.SCAP Subsequent capitalization for assetSENG School of Engineering Journal EntrySIS1 SIS Cash Receipt - MC/VSTPY Stop Payment-Reissue CheckSYSO System Operations Journal EntryTAEC Sales Tax on Credit Memo w/ EncumbTAEI Sales Tax on Invoice w/ EncumbTAII Sales Tax on Invoice w/G/L AcctTAXC Sales Tax on Credit MemoTAXI Sales Tax on InvoiceTAXL Record Liability for Non-vendor TaxTAXR Remove tax liability on Cash ReceiptTAXX Cancel Liability for Non-Vendor Tax





Code DescriptionTBS1 Student Telephone BillingTC01 Tellers Cash EntryTCDH Hartford Travel Card ChargesTCEC Cancel Sales Tax on C/M w/ EncumbTCEI Cancel Sales Tax on Inv w/ EncumbTCII Cancel Sales Tax on Inv w/G/L AcctTCRD Travel Card ChargesTCXC Cancel Sales Tax on Credit MemoTCXI Cancel Sales Tax on InvoiceTEMP Temp RUCL Used to Fix DNNI Post BugTGCR Training Cash ReceiptTGJV Training Journal EntryTLC1 TelecomTLC2 Telecommunication ChargesTRNF Stores Inventory TransferTRSF Transfer Journal EntryVISA Banner Student - Visa ReceiptsWOFD Writeoff with depreciationWOFF Write off without depreciationWRID Write down with depreciationWRIN Bank Wire Transfer InWRIT Write adjustments(down or up)WROT Bank Wire Transfer OutYECL Year-End Close Operating AccountsYR10 Fiscal Year End Cash DisbursementYR20 Fiscal Year End Cash Receipt

Glossary

Account

Account Index

Account Query Type

Account Type

Activity




Available Balance An amount calculated on many forms and reports, indicating the amount of budget still available for the current fiscal year.

BANNER Oracle-based software systems for information management, sold by Systems Computer Technologies (SCT). Rensselaer uses three major products within the BANNER series: the Financial system, the Human Resources system and the Student system.

Benefit Rate See Employee Benefit Rate.

Budget The spending plan for an annual allocation or a project.

Budget Reservation Money that has been set aside for spending, but not actually paid out yet. The budget reservation amount shown on reports and forms includes dollars committed on reservations and encumbrances, like requisitions and purchase orders that have not yet been paid.

Chart of Accounts (COAS)

The Chart of Accounts (COAS) is the most encompassing financial category in BANNER. That is, it is the top level of the BANNER financial hierarchy. Information in the COAS includes the “FOAPAL”: all fund, organization, account, program, activity, and location (location is not in use) information underneath it. (See also FOAPAL.)

Currently, Rensselaer uses two COAS, designated by the number 9 for Troy and H for Hartford.

Committed Funds Funds reserved or encumbered for spending but not yet spent.

Current Fiscal Period The fiscal period through the month indicated in the as-of date on the form or report. See fiscal period.

Current Period Activity Transaction details for the current month.




Defaulting A timesaving feature for data input in BANNER forms, where entry of one FOAPAL element brings several associated elements to the screen. For example, if you enter an organization code, a corresponding fund code is displayed.

Direct Expenditures Expenditures exclusive of labor, employee benefits, and transfers.

Document A unique record or set of records; for example, a purchase order or journal voucher.

Document Code A unique identifying code assigned to the individual document (sometimes called the document number). Every requisition has a requisition code; every purchase order has a purchase order code; etc.

Document Number See Document Code.

Document Type A classification of documents, indicated by a document type code. Common document types are REQ for requisitions; PO for purchase orders; INV for invoices; and CHK for checks.

Employee Benefit Rate The rate at which an organization or fund is charged for employee benefit costs.

Encumbrance See Committed Funds.

Expenditures Funds that have been spent.

BANNER Forms See Form.




BANNER Functions On-line operations, which allow system users to navigate on-line forms and information. Functions exist for many on-line navigational tasks, including cursor movement, data inquiries, data entry, and accessing forms.

Financial Manager The individual with financial responsibility for the fund or organization. (There are fund financial managers, and organization financial managers.) This individual is authorized to spend from and receive money into the fund or organization. In some cases, the fund and organization financial manager is the same person (for example, a department head who is conducting his or her own research).

Fiscal Period In BANNER, a fiscal period is one month. The first period of the fiscal year is July, since the Rensselaer fiscal year begins on July 1. In some reports and forms, you will see a number designating the fiscal period. The number 1 designates the first fiscal period (July); the number 2 designates the second fiscal period (August); 3 designates September, and so on.

Fiscal Year The Rensselaer fiscal year runs from July 1 through the following June 30.

FOAPAL An acronym identifying the six elements of the Chart of Accounts accounting codes. These six elements are as follows:

FundOrganizationAccountProgramActivityLocation

Form The on-line (screen) presentation of BANNER information.




Function Keys A key or a combination of keystrokes, that you can press to enter certain commands while working in BANNER forms (rather than entering a string of text for the command).

Fund An accounting entity with a self-balancing set of accounts consisting of assets, liabilities, and a fund balance. Separate funds are maintained to insure observance of limitations and restrictions placed on use of resources. Funds are grouped into fund types, which classify resources according to their various purposes.

An example of a fund might be a research project for which a researcher or group of researchers from one or many departments receive financial support.

Along with research funds, other funds include auxiliary funds, gift funds, grant funds, and plants funds. In BANNER, each fund has a unique identifying code and name. (See also Fund Type, Organization, Committed Funds, and Uncommitted Funds.)

Fund Financial Manager See Financial Manager.

Fund Type A category of financial activity, used to classify money from a particular source or for a particular purpose. In the BANNER hierarchy, fund types are large categories of financial activity often broken down into funds and/or organizations. (See Organization.) There are six basic fund types: unrestricted, restricted, plant, loan, endowment, and designated. Each fund type has a unique fund type code and corresponding name.

Grant A grant is funding received from external sources via an award document (such as a contract, a PO, or a letter of agreement), supporting research or other sponsored programs. A grant is accounted for by a fund or a group of funds, to ensure compliance with sponsor requirements and to provide reporting to the funding source.



Troy, New York 12180-3590Email: [email protected] BANNER’s structural arrangement allowing summary-level

groupings (sometimes called “roll-ups”) of organizations and funds. This hierarchical accounting structure allows you to roll up the lower-level organizations or funds into the summary levels for reporting and accounting purposes.

For example, several single organizations (including the Department of Philosophy, the Department of Language, Literature, and Communication, and other Departments and offices) can be grouped into the summary-level organization of the School of Humanities and Social Sciences for reporting purposes.

Index See Account Index.

IIT Limited PO - Invoice document code prefix.

Labor Expenditures for salaries and wages.

Liquidating Amount Payments or reductions of an original amount.

Location A FOAPAL element; not in use.

Net The amount calculated as follows: revenue - (expenditures + transfers).

NSF Checking Non-sufficient fund checking.Organization A category of financial activity. Organizations correspond to

the operating units of the Institute. At Rensselaer, some organizations are departments (like Economics and Mathematics), some are centers, and some are specific administrative units (like Payroll). In BANNER, each organization has a unique identifying code and name.

Organization Financial Manager

See Financial Manager.

Period See Fiscal Period.



Troy, New York 12180-3590Email: [email protected] Each organization is authorized by the Institute to have some

specific number of positions (jobs). Each position is assigned a position code as a unique identifier. The position code identifies the type of position; for example, secretary, groundskeeper, professor, etc. An employee may be assigned to more than one position code within an organization.

There are positions defined to accommodate groups of like employees. These are known as “pooled” positions. For example, STUDENTS can be assigned to any of the following pooled positions:

undergraduate -- paid hourly undergraduate -- paid contractually graduate -- paid hourly graduate -- paid contractually

Graduate student tuition is also processed through a “pooled” position.

Predecessor Organization A predecessor organization is a summary level of organizations. That is, several organizations at the lowest level in the BANNER hierarchy can be grouped into a single predecessor organization one level higher in the hierarchy. Predecessor organizations are used for summary-level reporting.

Project To Date The time period beginning with a project’s beginning date and extending through the current or as-of date.

Reservation Funds that have been set aside to be spent by processing a purchase requisition but have not yet actually been spent.

Revenue Income.

Rule Class Code See Transaction Type.

SuffixA subset of position. It is used primarily by payroll, because an employee can have multiple jobs or appointments within a position. For example, a faculty member may have an academic appointment and a summer appointment.

Transaction Type A code identifying the type of transaction. Also known as the rule class code of the transaction.

Year-to-Date (YTD) Activity Financial activity from July 1 (the beginning of the fiscal year) through the month reflected in the as-of date.


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