What is FOPAL - Liberty Self-Service... · Web viewSelf Service Training SCT Banner Version 7.2 What is FOAP AL? FOAP AL \’fo-pal\ is the acronym representing each element of the

$Page 1: What is FOPAL - Liberty Self-Service... · Web viewSelf Service Training SCT Banner Version 7.2 What is FOAP AL? FOAP AL \’fo-pal\ is the acronym representing each element of the$
Finance Self Service Training Guide

Banner Finance Self Service Training

SCT Banner Version 7.2www.liberty.edu

Liberty University ® SCT Banner Version 7.2


Liberty University ® SCT Banner Version 7.2

Finance INB Training Guide

What is FOAPAL?FOAPAL\’fo-pal\ is the acronym representing each element of the new Chart of Accounts: Fund, Organization, Account, Program, Activity, and Location. Combined they provide a very powerful reporting tool. Activity, and Location are not used.

This is the numbering system used by Banner to capture financial transactions and facilitate retrieval of information and financial reporting.

Some of the FOAPAL elements represent information that is similar to the Ledgers, Account Numbers and Object codes in the Liberty University legacy system, MAS 90. Each element in the Chart of Accounts (FOAPAL) is described next.

Fund: = Monetary Source (example: 1000 – Current Fund)___________________The fund element is used to specify the funding source-- where money comes from (or goes to). Examples of funds include: Current, Grants and Contracts, Auxiliary Services, Financial Aid etc. *NOTE: Most will be using the Current fund (money out of this fiscal year)

Organization: = Dept # (example: 2510 - Nursing) The organization code is used to identify the organizational unit that is responsible for financial activity captured within the code. It identifies your department and represents the same information as the 4-digit Budget Code on the Liberty University Management System.

Account: = Expense (example: 750003 – Computers) The account codes are used to classify expenditures by type and spending categories. Expenditure account codes identify the type of expenditure, such as salaries or supplies. The account codes in Banner represent the same information as the five-digit expense code on the Liberty University Management System.

Program: = Overall Category (example: 60 – Institutional Support) The program code is used to identify the major purpose of expenditures. This is an additional identifier for your department. Program codes accumulate expenditure information into major categories such as instruction, research, and academic support.

Activity:The activity code is not used.

Location:The location code is not used.

Index:The index code is not used.

You must specify the “Chart of Accounts” code for the FOAPAL information.

The Chart of Accounts is the one-letter reference that refers to the entire set of accounts. This will always be L = Liberty

Liberty University ® SCT Banner Version 7.2 3






Lesson 1: Introduction to Banner Self Service

Lesson 1 OverviewThis lesson shows you how to log on to Banner Self Service, defines the key terms, and demonstrates the navigation tools you will need to get started.

Lesson ObjectivesAfter completing this lesson, you will be able to:

Log in to Banner Self Service Navigate the Banner Self Service interface Search for valid codes using the Code Lookup function



How to Access Finance Self Service

ACCESS To MyLiberty

1. Go to https://www.liberty.edu via a web browser. The Banner Self Service screen is best viewed in Internet Explorer

2. Click Faculty/Staff3. Login to MyLiberty using your Liberty University SenseNet username and password

(same userid and password you use when checking your Liberty University email and logging onto your computer)

4. Click on the Self Service link on the right hand side of the page.


(Training)

https://www.liberty.edu/


5. Click on the Finance link.

The Financial Information menu will open.



Navigation

You can use the Browser’s BACK button to go back a page, or use the links on the bottom of the page to quickly go to a Finance Menu item.

When you are finished using Banner Self Service, be sure to click the Logout button and the browser EXIT button in the upper right corner to properly exit Banner.

CLOSE ALL OPEN BROWSER windows to protect your privacy!



Code Lookup

Many of the Finance Self Service pages enable you look up different codes related to the task at hand.

On Budget Transfers, a Code Lookup query is available at the bottom of the page/screen.

Code Lookup Field Descriptions:Chart of Accounts Code Pull-down list provides choices for specific Chart of Accounts codes.

L = LibertyType Pull-down list displays the searchable types of codes associated with the

chart of accounts code selected in the previous field.Code Criteria Optional field that van be used to limit search; you can use a wildcard (%)

in this field (ex: 42%)Title Criteria Optional field that can be used to limit search; you can use a wildcard (%)

in this field. It is CASE SENSITIVE (ex: %Educ%)Maximum rows to return Number of possible matches to display. Default value is 10. Increase rows

returned to increase results list.Execute Query Click this button to submit your query.

Criteria Wildcards (%) can be used in either the Code or Title Criteria to narrow the query results.

If wildcards are placed before and after the criteria (%Fin%) entered in the Title Criteria field, the values returned will contain the criteria in any part of the actual value.

If the wildcard was entered only after the criteria (24%), the values returned will begin with the criteria entered.



Lesson 2: Placing a Requisition

Lesson 2 OverviewThis lesson shows you how to place a requisition in Banner Self Service, defines the key terms, and demonstrates the tools you will need to get started.

Lesson ObjectivesAfter completing this lesson, you will be able to:

Place requisitions in Banner Self Service



Creating a Requisition

Introduction**NOTE: This section was taken from the May 2005 Release 7.1 SunGard Finance Self Service Training WorkbookThe Finance Self Service Requisition form interfaces with the Banner Requisition Form (FPAREQN) and its tables. Once a completed document is run through posting successfully, it can be queried in Banner using any of the standard Banner query forms (FOIDOCH, FPIREQN, FGIBDST)

The web version of Banner Finance’s requisition is data entry only. Once the documents are created on the web, the procurement process continues only in Internet Native Banner.

You cannot save a document or leave it “In Process” in the middle of data entry. Once the document is started it must be completed, or all information will be lost.

Placing A Requisition

1. From the Finance Menu, click on Requisition



2. Enter appropriate values in the fields. If values are unknown, scroll to the bottom of the page and execute a query.

**NOTE: You can save / retrieve a template for frequently used requisitions.

Requisition Header Field Descriptions:Transaction & Delivery Date Pull-down list of dates, default in as the current date.Vendor ID**Required**

Type in Vendor ID if known. Execute a query if Vendor ID is unknown. If the vendor does not exist, click Document Text and type Vendors Name, Address, Phone Number and Email.

Requestor Name Defaults in with your information.

Requestor Email Defaults in with your information.Chart of Accounts Default L = LibertyOrganization**Required**

Enter your departments organization number.

Currency Code Default “USD”Discount Code Pull-down list of Ship Code**Required**

Enter code “MMC” (Materials Management Center)

Attention To Defaults in with your informationComments Text Box limited to 30 charactersDocument Text Click to open the Document Text box. Enter additional information, new vendors etc.


HeaderSection


Use the Document Text to place the information for a new vendor or to give additional information about the purchase.



Fill in a Commodity Description, U/M (Unit of Measure), and Unit Price. The Discount Amount and Additional Amount are optional and the Commodity Code will never be used.

Purchase Descriptions:Item Number Click the number to open a Document Text box for additional information

for a specific Item.

Commodity Code Not usedCommodity Description**Required**

Type in a description of the item to be purchased.

U/M (Unit of Measure)**Required**

Pull-down list provides a list of choices. See list below

Quantity**Required**

Quantity of items to purchase

Unit Price**Required**

Price per unit

Discount Amount Discount subtracted from total (Quantity x Unit Price – Discount = Total)Additional Amount



3. Click the Validate button

to Calculate Commodity Amounts.These will automatically fill in based on the information you put in Step 3.


UoM Code

Description

BOX BOXCEN CENTIMETERCON CONTAINERCSE CASECTN CARTONEA EACHFT FOOTGAL GALLONGRM GRAMINC INCHKW KILOWATTLB POUNDMET METERMO MonthN/A Not Applicable (NIGP Tape Process)OZ OUNCEPAK PACKAGEPC PIECEROL RollSVC ServicesTHR ThermsTON TonTRP Travel Related ServicesYD Yard


4. Perform a query for all unknown codes.5. Enter the Chart “L”6. Enter a Fund, Orgn, Account and Program code.

**(Index, Activity and Location are never used.)

7. Choose between Dollars or Percents. These will be used to calculate how the total purchase will be paid. You can pay out of multiple Fund, Orgn, Account and Program codes that you have access to. For questions regarding how to properly pay for multiple items, please ask your department budget manager.

FOAPAL Descriptions:Chart L = LibertyIndex Not usedFund Used to specify the funding source

Orgn This identifies your department.Account Used to classify revenues and expenditures by type and spending

categories.Program Used to identify the major purpose of expenditures

Activity Not usedLocation Not usedAccounting Choose between Dollars & Percents. Save as Template Choose a name for your template. If you check the Shared box all users

on the Liberty University system will have access to your template. If left unchecked only you will have access to this template.

8. Click Validate to check for errors.9. Correct errors as necessary10. When done click Complete



11. Place another Requisition with the same vendor or start with a new vendor.12. When you are finished, be sure to click the Logout button and the browser EXIT button

in the upper right corner to properly exit Banner.



Print Your Requisition

After COMPLETING your requisition [should see TWO check marks at top of req]

Go to File Go down to Print Select “Microsoft Office Document Image Writer” Press Print

The “Save As” dialogue box opens



Choose your Molly share Create a new folder and name it “SSRequisitions” Save your req in this folder

Send Your Req In For Credit

Minimize your requisition Open your Molly share Open your saved requisition Go to File Go down to “Send to” Mail recipient (as attachment)… Email dialogue box opens Send email to [email protected]


mailto:[email protected]




Who to Call For Help

Department Phone Number

Help Desk 592-7800

Accounting Office 592-3319

Budget Office 592-3333

Purchasing 592-3009

For Training Questions:

Department Phone Number

Doug McLean, Finance Training Lead 592-3205

Student Services Training Lead 592-3263

Dave Christen, Financial Aid Training Lead 592-7838

Jed Hale, Director, DISC Training 592-3263


Documents

What is FOPAL - Liberty Self-Service... · Web viewSelf Service Training SCT Banner Version 7.2 What is FOAP AL? FOAP AL \’fo-pal\ is the acronym representing each element of the