Frequently asked Questions

• What is the Chart of Accounts?
• What is meant by FOAPAL?
• What is a budget?
• Why is a budget important?
• What is the difference between one-time funding and permanent base funding?
• Does my Organization receive funding from the Base Budget?
• What Banner Forms do I use to monitor my Organization's Budget?
• How do I check my Available Balance?
• How do I check my Budget?
• What are the Banner codes for Accounts Payable and Encumbrance Transactions?
• What are the Banner codes for Accounts Receivable, Budget, Fixed Asset, General Accounting, Investment Management, Payroll, Purchasing/Receiving and Miscellaneous Transactions?
• How do I research an Invoice using Banner?
• How do I research an Invoice using Vendor History?
• How do I research a Vendor Address?

Q. What is the Chart of Accounts?

A. Eastern Kentucky University has three types of COA. COA is an acronym for chart of accounts. These three chart of accounts enable the University to have several entities in one financial system.

Chart	Name
E	Eastern Kentucky University
F	Eastern Kentucky University Foundation
R	Arlington

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Q. What is meant by FOAPAL?

A. FOAPAL is the acronym representing each element of the new Chart of Accounts. This is the numbering system used by Banner to capture financial transactions and facilitate retrieval of information and financial reporting. Combined they provide a very powerful reporting tool.

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Q. What is a Budget?

A. A budget represents a financial plan estimating how resources will be allocated or spent during a particular period. This also serves as a management tool to monitor levels of revenues and expenditures compared to expectations.

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Q. Why is a budget important?

A. A budget helps to anticipate the revenue and associated cost of an operation, as well as, identify an appropriate level of funding for a department or function. It is a means of tracking revenues and expenses to assure that resources are being used effectively to meet the goals of the University.

A budget also helps to assure a proposed activity is in compliance with the legislation for the state.

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Q. What is the difference between one-time funding and permanent base funding?

A. "Permanent base" or "base" funding describes a funding source that is on-going. (i.e. a permanently allocated portion of state funds, tuition and fee revenues, sales of goods and services to external entities, earnings or investments, etc).

Salary and benefits for permanent employees need to be funded using an on-going (permanent) source of funds. When a request is made to hire a permanent employee, the budget office checks to make sure an appropriate amount of permanent base funding is available prior to the actual hire.

One-time funding describes a funding source that exists for a limited time. An example of one-time funding is the temporary salary savings the University might have if an employee is on temporary leave without pay. The salary savings funding is available for now, but will be needed in the future when the employee returns to pay status. Another example of one-time funding is spending a portion of fund balance. (carry forward balance in a general ledger account).

One-time funding can be used only for one-time expenditures such as goods & services purchases, travel or equipment.

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Q. Does my Organization receive funding from the Base Budget?

A. The attached link provides a listing of organizations receiving funding from the BASE BUDGET. ( Base Organizations ) If a YES is indicated in the "Base Budget" column, than the funds come from the University directly.

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Q. What Banner Forms do I use to monitor my Organization's Budget?

A. The following forms in Banner provide the information necessary to monitor organizational budgets. It is crucial to stay within your allocated base budget for your organization.

Banner Form Name	Description	Hints
Financial Reporting
FGIBAVL	Budget Availability Status Form. This form provides available budget balances for revenues, salary expenses, and M&O (maintenance & operation) pooled expense accounts by organizational budget. It shows the current operating expenditure budget less year-to-date activity and commitments to arrive at the balance. This form is updated as data is entered and will display both approved and unapproved transactions. Detailed expenditure data needs to be obtained through the Organization Budget Status Form (FGIBDST).	Items in suspense, in process, or entered in error will display in FGIBAVL until cleared, and you will not be able to see the details on FGIBDST until those items are approved and posted. No research can be performed from this form.
FGIBDSR	Executive Summary Form. This form provides a summarized view of ALL accounts using the Roll-up Organizational code or org code only. This form shows budget, actual activity and encumbrances and shows available balances: Revenues & Salary expenses by line item; M&O (maintenance & operation) by pooled expense accounts. It does not provide a net budget balance. It can also display detailed information on a specific transaction if querying by account. You can perform detailed research from this form. This form is updated after posting and approval processes are completed.	This form would be used for a high level overview of all ACCOUNTS using the Roll-up Organizational code. It will not allow you to view the individual org for each account when using the Roll-up Org code.
FGIBDST	Organization Budget Status Form. This form shows budget, actual activity and encumbrances and shows available balances: Revenues & Salary expenses by line item; M&O (maintenance & operation) by pooled expense accounts. It does not provide a net budget balance. It can also display detailed information on a specific transaction. You can perform detailed research from this form. This form is updated after posting and approval processes are completed.	During the original budget load, you will see line items for revenue and salary expense accounts. The M&O budget is loaded by pooled accounts. (71B000, 72B000, 73B000, etc.) Budget adjustments are made accordingly.
FGIBSUM	Organizational Budget Summary Form. This form shows a summary of budget information by revenue, salary and M&O expenditures, and transfer, if applicable, for a specific organization. Can be accessed from the Organizational Budget Status Form (FGIBDST) by clicking in the Budget Summary Information selection from the Options pull-down menu.	When linking from one form to another, click on the Exit icon on the toolbar to go back to the previous form.
FGIDOCR	Document Retrieval Inquiry Form. This form provides detailed information about all transaction types. Can be accessed from the Detail Transaction Activity Form (FGITRND) by clicking on the Query Document selection in the Options pull-down menu.	When you first access FGIDOCR, you must do Next Block to load all information about the document
FGIENCB	Encumbrance List Form. This form lists all encumbrances by number and shows the current balance, status, establish date, and last activity date. More detailed information is available from the Detail Encumbrance Activity Form (FGIENCD).	This form displays all university encumbrances, not just an individual department's.
FGITRND	Detail Transaction Activity Form. Provides a detailed transaction listing by sub-account for a specific budget. Can be accessed from the Organization Budget Status Form (FGIBDST) by highlighting a specific line item and clicking on the Transaction Detail Information selection in the Options pull-down menu.	Transactions are shown with the newest information at the top. You can use the horizontal scroll bar to move the window pane to the right to reveal additional information about the entries (i.e. description)
FGJBBFM	Budget by Financial Manager. This report allows you to pull budget information by the Financial Manager based on fiscal period, fiscal year, chart of accounts, and with or without detail.	You will need to know the Financial Manager ID number in order to run the report.
FGQDOCP	Document Posting Form. Shows how transactions post into each ledger. Can be accessed from the Document Retrieval Inquiry Form (FGIDOCR) by clicking on the Access Document Postings selection in the Options pull-down menu.	This form cannot be accessed by Direct Access via the "Go to" field.
FGRBDSC	Budget Status (Current Period) Report. This report displays adjusted budget, current and year-to-date activity, budget reservations, and the available balance for each account. Sub totaling by revenues, salary, benefits, M&O pooled accounts. This report also display a grand total for revenues, personnel and operating expenditure.	This report would be used for a snap shot of the orgs current budget status. If more than one org is listed the report will provide a grand total.
FGRODTA	Organization Detail Activity Report. Displays expense budget, and encumbrance activity for the specified period. This report sorts by account within organization.	This report displays detail transactions for a specified period and org.
Vendor Information
FAIVHIS	Vendor History Query This form displays and queries invoice/credit memo history information for a selected vendor by fiscal year.	Review invoices processed by vendor by year.
FAIVNDH	Vendor History Detail Query Provides list of vendor invoice/credit memo/payment transactions for all vendors in the system including terminated vendors.	Review invoice payments.
FOIVEND	Vendor Listing Form. Displays a list of vendor codes defined to the system. Use this form to select vendors to associate or process through purchasing and payable transactions.	Query using wildcard or vendor name.
FTMVEND	Vendor Maintenance Form, Enables you to review Vendor Detail Information.	Allows you to view vendor address.
Invoice Information
FAIINVE	Invoice/Credit Memo Query Form. This form shows the date an invoice is scheduled to be paid and to what address a check will be mailed. This form can be accessed directly or from the Options pull-down menu wherever invoice information is available. The "Document" is the Banner-generated invoice number.	If you link to FAIINVE from another form you must do Next Block to load all information about the document.
FOIDOCH	Document History Form. Tracks the process of a requisition from start to finish. Track PO entry and invoices paid. Know the invoice, not the PO, you can find it here.	If you know one of the following you can find out the status ( PO number, REQ number or Invoice number)
Purchasing Information
FGIENCD	Detail Encumbrance Activity Form. Shows detailed information about a specific encumbrance. Accessed from the Organization Encumbrance List form (FGIOENC) by clicking on Query Detail Encumbrance Info in Options pull-down menu or from the Detail Transaction Activity Form (FGITRND) by clicking on Detail Encumbrance Info in the Options pull-down menu.	Information is displayed from oldest to newest and shows all transactions for the encumbrance (original encumbrance, partial/full payment, and changes).
FGIOENC	Organization Encumbrance List Form. Shows detailed information about encumbrances. Can be accessed from the Organization Budget Status Form (FGIBDST) by clicking on the Organization Encumbrances selection in the Options pull-down menu.	Shows only encumbrances with a remaining balance. Once completed, encumbrance information will not display here.
FPARCVD	Receiving Goods Form. Enables you to enter or view receipt information from a packing slip or receiving document.	You can only perform receiving transactions against approved purchase orders.
FPAREQN	Requisition Form. Enables you to initiate the procurement process and to define the requestor, vendor, commodity, and accounting information.	Enter the items and accounting distributions for a purchase requisition on this form.
FSAREQN	Stores Requisition Form. Enables you to issue requests for stores stock items.	Enter the items and accounting distributions for a Central Store stock items request.
Admin System Reports
FGIDOCR	Document Retrieval Inquiry Form. This form provides detailed information about all transaction types. Can be accessed from the Detail Transaction Activity Form (FGITRND) by clicking on the Query Document selection in the Options pull-down menu.	When you first access FGIDOCR, you must do Next Block to load all information about the document
FGJORGL	Organization Listing Report This report displays the FOPAL string for each Orgn (Fund, Orgn, Program, Activity, and Location).	Ability to run by all charts and able to view complete FOPAL at a glance.
FGRFNDH	Fund Hierarchy Report. This report displays the hierarchical structure information related to fund type and fund code information by the order of fund type for the specific chart of accounts.	Allows you to view the fund roll-up structure.
FGRORGH	Organization Hierarchy Report. This report display the hierarchical relationship within the organization code structure.	Allows you to view the orgn roll-up structure.
FGRACTH	Account Hierarchy Report. This report displays the hierarchical structure of the account codes by account types for a specific chart of accounts.	Allows you to view the account roll-up structure.
FGRPRGH	Program Hierarchy Report. This report displays the hierarchical structure of the program code.	Allows you to view the program roll-up structure.

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Q. How do I check my available balance?

A. In order to manage budgets, departments must review their budget balance on a regular basis. Banner allows you to access information about your budget. This information is provided so that you can check available budget balances for pool accounts more easily. The information contained in this document will help you determine what you have available to spend within your Salaries (6xxxxx) or M&O(7xxxxx) pool accounts.

Actions/Steps	Notes/Hints
1. Access the Budget Availably Status Form. This form will show you available Budget Balance by organizational budget.	Type FGIBAVL in the "Go to" field and press <Enter>
2. In the key information area (top portion of screen), enter Orgn and a valid expenditure Sub-Account. The following information appears in the key information area of the form: a. Chart - defaults to E b. Fiscal Year - defaults to current fiscal year c. Index - leave blank d. Commit Ind - leave as defaults e. Fund - filled in by system f. Orgn - enter the budget orgn g. Account - enter a valid expenditure sub-account (610000 Salary or 71B000 M&O) REQUIRED. h. Program - filled in by system i. Control Keys - will fill in after information is loaded Use the Next Block function to load the budget information for specific budget in the information area displayed at the bottom of the form. The information related to the budget orgn selected is shown.	If you wish to look at your budget balance from the first expenditure account, enter 610000 in the Account field. Remember that salaries will display by line item, but Maintenance & Operation (M&O) will show pool balances. You cannot view details from this form.
3. The following information is displayed for each sub-account: a. Account - sub-account or pool account b. Title - of sub-account or pool account c. Adj Budget - Current operating expense budget for the specific salaries/benefits and M&O pool accounts. This is a total of the original budget load and all budget adjustments. d. YTD Activity - Expenditures posted against the specific account or pool account. e. Commitments - total of your encumbrances f. Avail Bal - Net balance (adjusted budget minus YTD activity and commitments) g. Total - provides your net totals	Please keep in mind that this form is updated as data is entered and will display both approved and unapproved transactions. Detailed expenditure data can be obtained through the Organization Budget Status Form (FGIBDST) which is updated after posting and approval processes are completed.
4. When you are finished reviewing your budget balances, you can review balances for another budget code. Click on the Rollback icon on the toolbar.

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Q. How do I check my budget?

A. In order to manage budgets, departments must review their budget balance on a regular basis. Banner allows you to access information about your budget. This form shows budget information by line item after it is posted and approved. Budgets are loaded by line items for revenues, salaries, and benefits, although M&O are loaded at the pool level. Budget adjustments are made at the pool account level except for salary and benefits these are made at the line item level.

Actions/Steps	Notes/Hints
1. Access the Organization Budget Status Form. This form will show budget, actual activity, encumbrances, and available balances. It can also display detailed information on a specific transactions.	Type FGIBDST at the "Go to" field and press <Enter>
2. In the key information area (portion above the solid line), the following information displays - enter the Orgn code you wish to review in the orgn field: a. Chart - defaults to E b. Fiscal Year - defaults to current fiscal year c. Index - leave blank d. Orgn - enter the Orgn code e. Fund - filled in by system f. Program - filled in by system g. Account - view M&O only enter 700000, otherwise leave blank to view entire Orgn h. Account Type - leave blank i. Activity - leave blank j. Location - leave blank Use the Next Block function to load the information related to the budget code selected.	If you wish to see all sub accounts related to the budget, including revenue, leave the account field blank. Filling in the account field displays budget information from that sub-account forward.
3. Once you load the budget information, you can scroll through the information and see totals by line item. You can also choose to look at the following information: Budget Summary Information (links to FGIBSUM) Organization Encumbrances (links to FGIOENC) Transaction Detail Information (links to FGITRND)	These selections will be in the Options pull-down menu.
4. If you select Budget Summary Information in the Options pull-down menu, you will link to the Organization Budget Summary Form (FGIBSUM). This form displays totals for the following: Revenue - if applicable Personnel Expenditures Operating Expenditures Transfer - if applicable
5. If you select Organization Encumbrances from the Options pull-down menu, the Organizational Encumbrance List Form (FGIOENC) is displayed. This list contains all open departmental encumbrances and displays Encumbrance No., Vendor/Description, Sub-Account, and Amount. To view details of a specific encumbrance, highlight it, then click on Query Detail Encumbrance Info in the Options pull-down menu. This will take you to the Detail Encumbrance Activity Form (FGIENCD) which displays all activity for a specific encumbrance. Information displays with the oldest activity at the top. After you have reviewed the encumbrance information, return to the Organizational Budget Status Form (FGIBDST)	Once an encumbrance is paid, the encumbrance is removed from FGIOENC. This information remains part of your budget detail.
6. If you select Transaction Detail Info from the Options pull-down menu, the Detail Transaction Activity Form (FGITRND) is displayed. You can see the following information: Account - Sub account Orgn - Orgn code Prog - fills in based on Orgn code Activity Date - date of transaction activity Type - transaction type Document - computer-generated reference number Description - contains the vendor name or other pertinent information Commit - defaults to U Fund - fills in based on budget code Activity - generally blank Location - generally blank Field - indicator determines which type of research can be selected from the Options window Query Document RSV - links to FPIREQN ENC - links to FPIPURR YTD - links to the form where payment/transaction was processed OBD - links to form where transaction was processed ABD - links to the form where transaction was processed Detail Encumbrance Info RSV - links to FGIENCD ENC - links to FGIENCD Amount - transaction amount D/C - indicates if transaction is a debit or a credit	This will list a breakdown of all transactions in that sub-account. Information displays with the newest activity at the top. The window pane in the center of the screen indicates that there are more fields than can appear at one time. (A horizontal scroll bar always appears under a window pane.) Moving the scroll bar reveals the hidden information.                   RSV - reserve Enc - encumbrance YTD - year to date OBD - original budget   ABD - adopted budget   RSV - reserve ENC - encumbrance

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Q. What are the Banner codes for Accounts Payable and Encumbrance Transactions?

A. Reviewing budget information is important. To aid departments in understanding Banner Finance, the following transaction codes are provided.

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Q. What are the Banner codes for Accounts Receivable, Budget, Fixed Asset, General Accounting, Investment Management, Payroll, Purchasing/Receiving and Misc Transactions?

A. Reviewing budget information is important. To aid departments in understanding Banner Finance, the following transaction codes are provided.

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Q. How do I research an invoice using the Banner Invoice number?

A. If you need to see if an invoice has been paid, you can perform some research prior to calling the Accounts Payable department. If you cannot find the information you need, please contact Accounts Payable main line at 622-1810. You will need to provide the purchase order number, the vendor name, and the vendor invoice number (if available), and the date you sent the receiving report to Accounts Payable.

Actions/Steps	Notes/Hints
1. Access the Document History Form	Type FOIDOCH in the "Go to" field and press <Enter>
2. The Document History Form (FOIDOCH) contains two (2) blocks which must be completed: a. Doc Type - type INV (for invoice) b. Doc Code - type the Banner invoice number	The invoice number used in this form is the system-generated document number, which begins with "I" (can be found in FGITRND).
3. Perform the Next Block function to load all the information about the invoice.
4. A number of different windows of information will be displayed. In the Invoice window, the invoice number will be displayed. In the Check window, the check number will be displayed if a check has been issued. A one-character Status Indicator may display the status.	Status Indicators (A) Approved (C) Completed (F) Final Reconciliation (P) Paid (R) Receipt Required (S) Suspended (O) Open (X) Cancelled (V) Void (H) Hold (T) Tagged Permanently
5. To find the check date, make sure the Check window is highlighted.	Use your mouse pointer to click into the Check window. On most screens it will be highlighted in blue.
6. Select Check Information in the Options pull-down menu.
7. This will take you to a blank Check Payment History Form (FAICHKH) with the Check Number filled in. Write down the check number. Use the drop down box arrow for the check number place holder. The Check Number Validation form(FTICHKS) will appear. Key in the check number and select query at this point the Payee Name, Check Date and Amount will display.
8. Checks are scheduled to be mailed the same day of the check date. If a check was cancelled for some reason, the date of cancellation will be displayed.
9. Once you find all the information you need on a specific invoice, click on the Exit icon twice and you will be returned to the Document History Form (FOIDOCH) displaying the various windows of information about the invoice (Invoice, Check, etc.).
10. If you wish to perform research on another invoice, click on the Rollback icon. This will take you back to the key information area of FOIDOCH.
11. Follow steps 2-9 for each invoice you wish to research.
12. When you finish researching all invoices, click on the Exit icon.

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Q. How do I research an invoice using Vendor History?

A. If you need to review the payment history of a specific vendor to see if an invoice has been paid, you can perform some research prior to calling the Accounts Payable department. If you cannot find the information you need, please contact Accounts Payable main line at 622-1810. You will need to provide the purchase order number, the vendor name, and the vendor invoice number (if available), and the date you sent the receiving report to Accounts Payable.

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Q. How do I research a Vendor Address?

A. If you need to review the address of a specific vendor to see that we are using the correct address when mailing checks, you can perform some research prior to calling the Accounts Payable department. If you cannot find the information you need, please contact Accounts Payable main line at 622-1810.

Before looking up the vendor address using this process, you must have the Address Code and Sequence number for the specific invoice/credit memo you are researching. You can obtain this information when you are reviewing FGITRND. After highlighting the payment/credit you are researching, select Query Document in the Options pull-down menu. This links you to the Invoice/Credit Memo Query form (FAIINVE) for the specific payment/credit. Next Block loads the invoice/credit memo information. The address Code and Sequence number in the window corresponds to the address information contained in FTMVEND (process below).

Actions/Steps	Notes/Hints
1. Access the Vendor Maintenance Inquiry (FTMVEND)	Type FTMVEND in the "Go to" field and press <Enter>
2. Enter the ID (Vendor Number)	You can look up the Vendor Number by clicking on the down arrow next to the ID field. Enter the name using a wildcard % for query.
3. Hit Select on the toolbar and then down arrow. Go to the thrid tab "Address" and view address information. .	Address Type should be AP for accounts payable address.
4. Click on Rollback to return to the key information area of the form to look up the address of another vendor.

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