FIS Processing

  A direct pay invoice should only be used when: 

• the total order is under $5,000,
• there is no purchase order in Banner™ Finance,
• the vendor does not require a hard copy purchase order, OR
• the purchase is not a fixed asset. 

  Some vendor invoices are paid centrally by the Purchasing Office. 

• These include purchasing card statements, Boise Cascade orders, travel reimbursement and advances, moving expenses, and Personal/Professional Services Contracts.

  Querying and Reviewing Budget Information 

The two most frequently accessed query forms are the Organization Budget Status Form and the Organization Budget Summary Form.

• Organization Budget Status Form (FWIBDST)
  This form is used as a budget query form and can be accessed through the budget menu in Banner™ Finance. It provides current information on your adjusted budget, year-to-date activity, budget commitments, and available balance. It also provides detailed information and can be used to access various types of documents that support the adjusted budget and year-to-date amounts. This form reflects information for the queried fiscal year (July 1 - June 30) only. It does not include any carryover from the prior year for self-support budgets, if applicable.  
• Organization Budget Summary Form (FWIBSUM)
  This form can be accessed once you have performed a query in FWIBDST. This summary form compares combined expenses to the budget. It summarizes revenue minus labor, expenses, and transfers to provide a high-level status of the budget. This form reflects information for the queried fiscal year (July 1 - June 30) only. It does not include any carryover from the prior year for self-support budgets, if applicable. 

  Transferring Budgets

The journal voucher process can be used for a variety of different functions. The journal type code (often referred to as the rule code)determines how the journal voucher is ultimately processed. Refer to the Banner™ Finance Training Manual to determine an appropriate journal type code when using the journal voucher process.

• Journal Voucher Creation Form (FGAJVCD)
  This form can be accessed through the budget menu or the general ledger menu. Use of any of the appropriate budget rule codes (or journal types) will result in an adjustment to the adjusted budget column on the Budget Status Form. This form can be used to transfer budget items from one index code to another, to move budget items within a specified index code, and (with authorization) to establish budgets. A general understanding of the fund structure at SOU would be helpful since some restrictions do apply.

  The following three conditions must be satisfied to consider the property a fixed asset: 

1. 1. It is not consumed in the normal course of business.
   2. It has a unit value of $5000 or more.
   3. Its useful life exceeds one year.

  The Invoice/Credit Memo form (FAAINVE) is used to pay the vendor invoice, and the following information must be included in the document text for inventory purposes:

• • Item Description
  • Manufacturer
  • Model
  • Serial #
  • Building and Room #
  • Instructional or Administrative Use

  Creating a purchase order accomplishes three things: 

1. 1. It holds aside (encumbers) funds.
   2. It produces a hard copy of the purchase order for the vendor.
   3. It provides the only method of entering a fixed asset into Banner Finance.

  Use the purchase order if:

1. • You wish to encumber funds.
   • You need to produce a hard copy for the vendor.
   • You are purchasing a fixed asset.
   • Your purchase exceeds $5,000.00.

  There are several rules:

• • Queries are literal and the system is case sensitive. Capitalization matters. Data is matched against the search criteria exactly as entered.
  • The percent sign ( % ) stands for any amount of characters.
  • The underline mark ( _ ) stands for one occurrence of a character.
  • Both "%" and "_" are called wildcards.

  Query Functions 

Use the following functions to perform queries:

  How to Query

1. 1. Access the form displaying the records you want to query. If the form opens in query mode, go directly to step b. Otherwise, perform an Enter Query function to put the form in query mode.  
   2. Enter the query (search) criteria. You can query information in any field that you can access. You can use the Oracle wildcards "%" and "_".
   3. Perform an Execute Query function to search the Banner database. All records that match the search criteria will be displayed.

  How to Querying on a Year

Specify all four digits when querying on a year field. For example, enter "1999," not "99."

  Querying on a Specific Date

Banner™ Finance stores dates associated with a record with a stamp of the exact time the record was saved to the database. You cannot see the time stamp, but it is part of the date record and can affect the results of a query.

When you include a date in your query criteria, Banner™ Finance adds the time 00:00:00 to the query criteria. You will not get any matches with this time stamp, resulting in the message "Query caused no records to be retrieved. Re-enter." To get the results you want, use this method to enter the query criteria:

Use the "%" wildcard in your query criteria. Enter a "%", followed by the month (MMM), followed by "%", followed by the day (DD), followed by "%", followed by the year (YYYY), followed by "%".  The formula looks like "%MMM%DD%YYYY%."For example, if searching for a record that you previously entered on October 9, 1998, enter "%09%OCT%1999%." This will retrieve all records entered on that date. If you want to see all records entered in October 1998, enter "%OCT%1999%."