FTMFUND - Fund Code Maintenance Query Form

The Fund Code Maintenance Query page allows you to view details of a fund code.

To use:

  • From your Banner home screen, go to FTMFUND.

Once FTMFUND opens, launch a query by pushing F7 on your keyboard or clicking on the Filter icon on the top right of the screen.

 
  • There are boxes to enter queries on grant, proposal, and fund. You can also use the “Add Another Field” drop-down to query to add additional query boxes such as fund title, effective date, and predecessor fund.
    • You can use the Banner wildcard % in the account to search for keywords, for example %Geography%
    • Keep in mind the query function in FTMFUND is case sensitive.

 

To execute your query after you’ve entered your desired fields, push F8 on your keyboard or click the Go icon on the top right of the screen.

  • If your query returned more than one record you can toggle through by pushing the up/down arrows on your keyboard or the clicking the left/right arrows on the left-center of the screen.
    • Active records are indicated by having no termination date or next change date.
    • Campus departments do not have maintenance access to make changes.
 
 
You can toggle from a multiple records view to a single record view using two buttons on the top right of the page.
 
 
  • Under the related menu on the upper right you can access more information such as I/C C/S Code Information (FRMFUND), Grant Information (FRAGRNT) and document text (FOATEXT).
 
 
 
 

Operating Ledger & General Ledger

 

Banner FIS contains two ledgers; the operating ledger and the general ledger. They comprise the official financial record for the UO.

 

 

Operating Ledger

The operating ledger provides record of revenue, expense, budget, transfer, and encumbrance activity for a single fiscal year. The operating ledger is analogous to an income statement for a given time period within a fiscal year.

Transactions posted to the operating ledger require at least a fund, organization, account code, and program. The activity can be queried in Banner by any FOAPAL element. Each fiscal year-end, operating ledger activity (net income or loss) is closed into fund balance.

Common Banner pages used to view the operating ledger are FGIBDST, FWIBUDG, and FGITRND.

Below is a Banner page summarizing operating ledger activity by level 1 account type.

 

 

 

 

 

General Ledger

The general ledger is the balance sheet that summarizes all operating ledgers, reflecting the University’s financial position at a given time. Banner general ledger pages report assets, liabilities, and fund balance. They also provides a summary of the operating ledger activity in control accounts, which are closed into fund balance at the end of each fiscal year. General ledger balances are cumulative, rolling over from one year to the next.

Transactions posted to the general ledger only require a fund and general ledger account code (Axxxx and Bxxxx account codes). General ledger activity is queried in Banner by fund/fund type or account/account type.

Common pages used to view general ledger data are FGITBSR, FGITBAL, FWIGLDD, and FGIGLAC.

Below is a general ledger page for the same fund presented above. You can see the year-to-date revenue activity from the operating ledger is summarized in the highlighted control account.

 

 

 
 

FTMACCI - Account Index Code Maintenance Query Form

The Account Index Code Maintenance Query page allows you to view FOAPAL codes associated with indexes.

To use:

  • From your Banner home screen, go to FTMACCI.
  • Once FTMACCI opens, launch a query by pushing F7 on your keyboard or clicking on the Filter icon on the top right of the screen.
  • There are boxes to enter queries on index, account index title, and effective date. You can also use the “Add Another Field” drop-down to query on any of the FOAPAL elements.
    • You can use the Banner wildcard % in the account index title to search for keywords, for example %Geography%.
    • Keep in mind the query function in FTMACCI is case sensitive.
  • To execute your query after you’ve entered your desired fields, push F8 on your keyboard or click the Go icon on the top right of the screen.
  • If your query returned more than one record you can toggle through by pushing the up/down arrows on your keyboard or the clicking the left/right arrows on the left-center of the screen.
    • Active records are indicated by having no termination date or next change date.
    • Campus departments do not have maintenance access to make changes.

FGIBDSR - Executive Summary

FGIBDSR provides a summary organized by account codes of the current status of an organization's adjusted budget, year-to-date activity, commitments (encumbrances), and available balance. It is similar to FGIBDST, but FGIBDSR allows you to query at higher level chart components (roll-ups) and view all activity within that hierarchy. FGIBDSR is useful if you want to review aggregate numbers rather than analyze specific accounting transactions.

  • Enter the chart elements for your desired query. You can enter index, organization, fund, program, account, account type, activity, and/or location.
    • To query a specific account code you must select the "Query Specific Account" check box.
    • You can unselect the "Include Revenue Accounts" to exclude revenue account codes from your query.
       
  • To execute your query, push Alt+Page Down on your keyboard or click the Go or Next Section buttons on your screen.
     
  • To see transaction details for a line, drill down into your query by choosing Transaction Detail Information (FGITRND) from the Related menu or pushing F3 on your keyboard. To return to FGIBDSR, close FGITRND.
     
  • To enter a different query, click the Start Over button on your screen.

Fund Type Definitions

A fund is a self-balancing set of accounts with assets, liabilities, and a fund balance. Funds show ownership of cash and fund balance and are distinguished by their source of revenue. Funds may be restricted or unrestricted and may be specific to one department or shared by many departments. UO has thousands of funds which are grouped in fund types based on similar characteristics. They are hierarchical and roll up from detailed to summary level.

Budgeted Operations - Fund Type 11

Used to account for unrestricted resources that are available for current operations and are not accounted for as an auxiliary or service department. Revenue sources include:

  • State appropriations
  • Student instruction fees
  • Sales and service income of educational departments
  • Investment income that is unrestricted and available for current operations
  • Indirect cost reimbursements

Expenditure functions are:

  • Instruction
  • Research
  • Public Service
  • Academic Support
  • Student Services
  • Operational and Maintenance of Plant
  • Institutional Support
  • Budgeted Reserves

Examples of Budgeted Operations

General Fund - 001100

  • Budgeted fund shared by many departments
  • Used for general expenses of operating the university
  • Revenues come from state appropriations and student fees for tuition

ASA Fund - 001100

  • Shared budgeted fund (part of General Fund)
  • Used to provide support to eligible professors
  • Items purchased are UO property

ICC Fund - 001700

  • Shared budgeted fund
  • Used for general expenses
  • Revenues come from overhead charges to grants for use of UO facilities

Income/Expense Funds - 0012XX, 0013XX, 0014XX

  • Specific to one department
  • Used for general expenses
  • Revenues come from student fees and/or department sales/services
Designated Operations - Fund Type 12

Unrestricted funds to account for self-sustaining student activities related to instruction, community education, public service, and scholarships. Examples include field trips, non-credit conferences, workshops, non-instructional camps or seminars offered to general public, theater and music activities, and financial aid funds generated from fund raising activities. Revenue comes from student fees and fees charged to participants.

Examples of Designated Operations Funds

Unrestricted Gifts - 060XXX

  • Specific to one department
  • Used for general expenses
  • Revenues come from gifts having no donor restrictions
Service Departments - Fund Type 13

Unrestricted funds to account for activities established to provide services to campus departments, other schools, or the general public. They are expected to be self-sustaining and break-even. Examples include Computing Center, Telecom, Printing, and Mail Services.

Internal Bank Fund - Fund Type 15

Accounts for the investment and debt activity of the UO, including the funding of capital projects from debt proceeds.

Housing Auxiliary - Fund Type 21

Auxiliary funds account for activities related to entities that have been specifically designated as auxiliary enterprises. An auxiliary enterprise is an entity that exists primarily to furnish services to students, faculty and staff. Housing funds are student auxiliaries that account for activities primarily intended to serve the student bodies' housing needs.

Student Centers and Activities Auxiliary - Fund Type 22

Auxiliary funds account for activities related to entities that have been specifically designated as auxiliary enterprises. An auxiliary enterprise is an entity that exists primarily to furnish services to students, faculty and staff. Student Centers/Activity funds are student auxiliaries that account for activities primarily intended to serve the student body. Examples include EMU, Career Planning, and Counseling Center.

Intercollegiate Athletics Auxiliary - Fund Type 23

Auxiliary funds account for activities related to entities that have been specifically designated as auxiliary enterprises. An auxiliary enterprise is an entity that exists primarily to furnish services to students, faculty and staff. Intercollegiate Athletics funds account for athletic activities in participation with other institutions.

Health Services Auxiliary - Fund Type 24

Auxiliary funds account for activities related to entities that have been specifically designated as auxiliary enterprises. An auxiliary enterprise is an entity that exists primarily to furnish services to students, faculty and staff. Housing funds are student auxiliaries that account for activities primarily intended to serve the student bodies' Health Services needs.

Parking Auxiliary Fund - Type 25

Auxiliary funds account for activities related to entities that have been specifically designated as auxiliary enterprises. An auxiliary enterprise is an entity that exists primarily to furnish services to students, faculty and staff. Parking funds are student auxiliaries that account for activities related to on campus parking needs.

Other Auxiliaries - Fund Type 29

Auxiliary funds account for activities related to entities that have been specifically designated as auxiliary enterprises. An auxiliary enterprise is an entity that exists primarily to furnish services to students, faculty and staff. Examples of other auxiliaries include Vivian Olum Child Development Center, Vending, and Library Copying.

Restricted Funds - Fund Type 30

Account for resources that are available for current operations, but are restricted to specific purposes by the donor, or the granting or contracting agency. Examples include grant funds limited to use for sponsored research and donated gifts with donor imposed restrictions.

Loan Funds - Fund Type 41

Central administrative funds used to account for resources available for loans to students and for the loans made to students. Revenues come from individuals, corporations, foundations, and government agencies. The three classifications of loan funds are:

  • Institutional loan funds - Gifts which the donor has specified are to be used for student loans.
  • Institutional matching loan funds - Institutional fund provided to match Federal government loans.
  • Government loan funds - Loan funds provided by Federal or State government. For example, National Direct Student Loans.
Unexpended Plant Funds - Fund Type 81

Accounts for resources that are available for capital additions and improvements. The principal revenue sources for unexpended plant funds are:

  • Building bond proceeds
  • State appropriations restricted to plant fund uses
  • Student building fees
  • Income from investment of unexpended plant funds
  • Grants from government agencies
  • Gifts restricted by donors to capital outlay
  • Building indirect cost recoveries
  • Contributions of building repair and equipment replacement reserves
Renewal & Replacement Funds - Fund Type 83

Part of Unexpended Plant Funds. Accounts for contributions to building repair and equipment replacement reserves made by departments in accordance with specific funding requirements.

Investment in Plant Funds - Fund Type 87

Accounts for the value of capital assets, the liability associated with those assets, and the net investment in capital assets. Net investment is the acquisition value less the outstanding liabilities. Capital assets include land, buildings, improvements other than buildings, and equipment and furnishings that are capitalized.

Agency Funds - Fund Type 91

Accounts for funds of external persons or organizations while the funds are in the custody of the institution. The institution acts only as a fiscal agent and the funds can be disbursed only as directed by the external person or organization.

Account Code Primer

Account codes define the type of activity being recorded in a transaction such as revenue, expense, and transfers in the operating ledger and assets, liabilities, and fund balance in the general ledger.

Knowledge of account codes is important for both reporting on accounting data and for entering financial transactions into the system. It also allows Business Affairs time to review purchasing information and trends. Some commonly used account code groups are listed below.

 
Account Code Type Description
0XXXX Revenue To record revenue for sales, services, rentals, and fines to customers outside the UO. Generally used when making a deposit through Cashiers.
09XXX Internal Revenue To record revenue for internal sales and services provided to other UO departments.
1XXXX Payroll To record payroll expense. Generally used only through the payroll sysytem.
2XXXX General Expense To record expense for services and supplies.
3XXXX Travel Expense To record travel expense.
4XXXX Capital Expense (Non-Proprietary) To record capital outlay (purchase or construction) for non-expendable personal property and real property from non-proprietary funds.
5XXXX Student Aid To record expense related to scholarships, fellowships, grants-in-aid, waivers of fees and participant support for UO students.
6XXXX Merchandise for Resale To record the purchase of merchandise for resale.
70XXX Indirect Costs To record indirect costs.
79XXX Internal Sales Reimbursements To record internal sales reimbursements for sales and services from the General Fund (001100) and the ICC Credits Fund (001700) to other UO departments.
8XXXX Student Loan-Related Expense To record student loan fund receipts and expenditures for loan funds. BA use only.
9XXXX Transfers To move cash between funds when there is not an exchange transaction. Also used to move fund balance created by prior year's activity.
A8XXX Capital Expense (Proprietary) To record capital outlay (purchase or construction) for non-expendable personal property and real property from proprietary funds.
Major Categories

 Supplies (20XXX)
Communications & Postage and Shipping (220XX & 225XX)
Facilities & Utilities Related (230XX, 233XX, 235XX, and 240XX)
Fees and Services (245XX-249XX)
Conferences, Entertainment, etc. (286XX)Travel (393XX-397XX)
Summary of Tax Reportable Account Codes (various)

Supplies and Equipment

These codes are in the 20XXX's.  Supplies and equipment payments make up the majority of FIS invoice payments.  When paying for these, it is important to understand the distinction between these two categories as defined below:

Equipment  - something that lasts for several years including calculators, chairs, and furniture.Supplies     - something that is used up relatively quickly including paper, pencils, and paper clips.

The two main general supply codes are also broken down according to Administration and Instruction as shown below:

20101 Office and Administrative Supplies - for Administrative purposes.20102 General Operating Supplies - for Academic instruction purposes.

The most general equipment code is shown below:

20200 Minor Equipment - <$5,000

Equipment costing more than $5,000 is capitalized.  Capitalized equipment should be coded with the capital outlay codes - 40X Non-Proprietary or A8X Proprietary.

Note: If you are simply reimbursing an employee for purchasing supplies and equipment rather than paying the vendor directly for them, you would use 28994 Reimbursement S&S Exp - Employees.

Mail/Delivery/Postage

These codes are in the 225XX's. The most common valid codes include the following:

22505 Express Mail - For UPS, etc.22511 Freight/Moving-Not Employee Related - for shipping charges22599 Miscellaneous Postage and Shipping - for other misc mail-related expenses.

Be careful using Postage:

22502 Postage (is for stamps or US postage charges only)

You will generally NOT use:

22521 Delivery Service (for internal delivery only)

Maintenance

These codes are in the 235XX's. Maintenance expense codes may be broken down according to whether or not the vendor is doing work on contract.   See the following:

23501 Equipment Maintenance and Repairs (tax reportable)23510 Contract Maintenance and Repair - Equipment (tax reportable)

Be sure NOT to use the code 23599 Miscellaneous Maintenance and Repairs because it is not tax reportable. Use 23501 Equipment Maintenance and Repairs (tax reportable) if you cannot find a more specific one.

Rentals and LEases

These codes are in the 240XX's.  Here's a tricky one - if you rent out a room or facility, use the code 24151 Building - Rentals (tax reportable).

Be sure NOT to use the code 24199 Miscellaneous Rentals because it is not tax reportable.  Use 24101 Equipment - Rentals  (tax reportable) if you cannot find a more specific one.

Other Fees and Services

These codes are in the (245XX-249XX)'s.  These should usually be tax reportable.  Some of the more common ones include the following:

24503 Data Processing Service (tax reportable)24611 Advertising - Personnel Recruitment/Bid Solicitation/Public Notices (tax reportable)24612 Advertising - Institutional Promotion/Public Relations (tax reportable)24602 Duplicating and Copying (tax reportable)24606 Printing and Publishing (tax reportable)

Be sure NOT to use the code 24999 Miscellaneous Fees and Services because it is not tax reportable.  Use 24599 Other Professional Services (tax reportable) if you cannot find a more specific one.

Reimbursements

If you are reimbursing an employee for purchasing supplies and equipment* rather than paying the vendor directly for them, you should use:

28994 Reimbursement S&S Exp - Employees

When reimbursing for entertaining, you should use 28612 Hosting Groups and Guests.

*Note:  Reimbursements for equipment, especially electronic equipment is strongly discouraged as many warrantees do not transfer from the original party to the University.  As this diminishes the product value and could leave you hanging if the product has problems, we recommend that you buy directly using your procurement card or purchase order.

Miscellaneous Codes

(Don't use!)

Several problems are caused by the overuse of the miscellaneous codes.  Please try to find and utilize the more specific ones.  The following are some suggestions of codes to use instead of miscellaneous when you are not able to find a more specific code:

Miscellaneous Code Better Alternatives
20199 Miscellaneous Supplies
28999 Miscellaneous Services and Supplies		 20101 Office and Administrative Supplies, or
20102 General Operating Supplies (instructional)
22599 Miscellaneous Postage and Shipping(You may still use this if you are assessed charges not directly related to a delivery) 22505 Express Mail, or22511 Freight/Moving-Not Employee Related
23599 Miscellaneous Maintenance and Repairs 23501 Equipment Maintenance and Repairs(tax reportable)
24199 Miscellaneous Rentals 24101 Equipment - Rentals (tax reportable)
24999 Miscellaneous Fees and Services 24599 Other Professional Services (tax reportable)
Tax Reportable Account Codes
It is particularly important to use the appropriate account codes when creating FIS invoices to pay for services from a vendor.  All UO vendor payments for services are tax reportable for that vendor.  Our system must reflect accurate coding of tax reportable payments so that we may submit our year-end 1099 report to the IRS. You should always use a tax reportable account code when paying for services.
 
Operating Ledger Account Codes

0XXXX Income. Use when making a departmental deposit, preparing a JV, or reimbursing Budgeted Operations for sales to outside entities.
1XXXX Payroll. Used only through the payroll system; except for a JV for prepaid expense accrual.
2XXXX Services and supplies expense. Use when processing vendor payments or JV s involving expense.
201XX-203XX Supplies and minor equipment
220XX Communications
225XX Postage and shipping
230XX Utilities
233XX Waste disposa
l235XX Maintenance and repairs
240XX Rentals and leases
245XX-249XX Fees and services
250XX-251XX Medical/scientific services and supplies
280XX-284XX Assessments
285XX Employee-related and 1099
286XX Conferences, entertainment, etc.
289XX Miscellaneous services and supplies
290XX Training
3XXXX Transfer and travel expense. Use 38XXX when transferring to other Oregon state agencies. Use 390XX-397XX for travel expense.
4XXXX Capital outlay expense. Use for equipment purchases and other capitalized expenses.
5XXXX Student aid. Use is not allowable from the General Fund.
6XXXX Merchandise for resale. Use when purchasing items that are to be sold. Not for use on storeroom inventory accounts.
70XXX Indirect costs. Do not use. (the Business Affairs or Grants and Contracts offices will arrange for proper charges).
79XXX Internal sales reimbursement. Use when reimbursing General Fund (001100) or Service Departments for OUS sales.
8XXXX Student loan expense. (BAO use only).
9XXXX Transfers. Most commonly used to fund equipment or building reserves.

General Ledger Account Codes

 AXXXX Assets. Use for charges or payments to receivables, organized storeroom purchases and cost of goods sold, prepaid expense accruals, etc.
A0XXX (Cash) for Cashier's use only.
BXXXX Liabilities. Use for accruing payables, depositing prepaid income and refundable deposits. (Departmental deposits would generally use a revenue account code. 0XXXX):
CXXXX Control. Do not use. FIS automatically makes these entries.
DXXXX Fund balance. Do not use. FIS automatically makes these entries.
EXXXX Fund balance. Do not use. FIS automatically makes these entries.
FXXXX Fund balance. Do not use. FIS automatically makes these entries.

 
Account Type Codes
Operating Ledger Account Type Codes
Type Code Description
50 Revenue
51 Student Fees
52 Government Resources & Allocations
53 Gift Grants and Contracts
54 State Agency Tfrs In
55 Investment/Debt/Debt Serv
56 Sales and Services Revenue
57 Other Revenue
58 Student Loan Revenues
59 Internal Sales
60 Labor
61 Unclassified Salaries
62 Unclassified Pay
63 Classified Salaries
64 Classified Pay
65 Student Pay
66 Grad Ast Resdnt Phys Dentist Cl Fel
67 Benefit Compensation
69 Other Payroll Expenses
70 General Expense
71 Service & Supplies
73 Capital Outlay
74 Student Aid
75 Merchandise-Resale/Redistribution
76 Indirect Costs
77 Internal Sales Reimbursements
78 Depreciation/Amortization Expense
79 Student Loan Related Expense
80 Transfer
81 Interfund Transfers In
82 Interfund Transfers Out
88 Budget Reserves for Future FYs
89 Budget Reserves for Future FYs
 
General Ledger Account Type Codes
Type Code Description
10 Assets
11 Cash
12 Investment
13 Receivables
14 Inventories
15 Prepaid Expense
16 Due From Other Funds
18 Capital Assets/Acc Depr/Amort
19 Deferred Outflows of Resources
20 Liabilities
21 Accounts Payable
22 Salaries & Wages Payable
23 Notes Payable
24 Bonds Payable
25 Deposits
26 Deferred Income
27 Due to Other Funds
29 Deferred Inflows of Resources
30 Control Accounts
31 Control Accounts-Debits
32 Control Accounts-Credits
40 Fund Balance
41 Fund Balance
90 Fund Additions
91 Fund Additions
95 Fund Deductions
96 Fund Deductions
 

 

Talk to Someone Knowledgeable
Contacts
Position Name Email Phone
Account codes on invoices or POs Carmela Kortum CKortum@uoregon.edu 541-346-3126
Account codes on JVs or accounting queries Robbin Howard RCHoward@uoregon.edu 541-346-1115
Commodity codes information Lynne Harrell LHarrell@uoregon.edu 541-346-3220

Banner FIS Document Approvals

FOIAINP - Approvals Notification Screen

The Approvals Notification page (FOIAINP) was designed as a tool for people involved in approving FIS documents such as purchase orders, invoices, and journal vouchers. If there are documents awaiting a user’s approval, FOIAINP automatically opens when a Banner page is accessed the first time after logging in. However, you may not be responsible for approving documents.

There are two types of Banner approvals, implied and actual. Implied approval is given to people who have graduated from FIS invoice and/or purchase order training. It allows some types of documents within a certain dollar range to post without being approved by another Banner user. Implied approvers are not responsible for approving other users’ documents. Unfortunately Banner cannot differentiate between implied approvers and actual approvers.

If you have not been designated as an actual approver, you can ignore FOIAINP by closing it. Banner will then take you to the page you intended to access. The number of documents totaled on FOIAINP are not related to you or your department.

 

FOIAPHT - Approval History Query Form

The Approval History Query page (FOIAPHT) allows you to view the approval history for any FIS document. This form allows you to filter for documents by various fields including document code, approver's username, and approved date.

To use:

  • From your Banner home screen, go to FOIAPHT. The page opens with the filter active.
  • Enter your desired query in any of the filter fields. You can add additional filter fields by using the drop-down box “Add Another Field”.
  • Click on the Go button on the right side of your screen below the filter fields. Your filter results will be displayed below. You can sort the list by clicking some of the headings. Banner defaults to showing 10 results per page. If there are more than 10 records you can click through the records using the left and right arrows under your results.
    • If a document went through multiple queues, multiple entries will be shown.
    • If a document was disapproved, “DENY” will be listed as the Queue ID.
 
FOAUAPP - User Approval
 

 

The User Approval Form (FOAUAPP) is used to approve and disapprove Banner documents such as invoices, journal vouchers, and purchase orders. FOAUAPP allows designated approvers to view a document’s detail and view all the queues a document is in.


 

 

  • From your Banner home screen, go to FOAUAPP.
  • When FOAUAPP opens, it defaults to your username. This will show you everything you are able to approve. You can see all documents pending approval by clearing your name from the User ID box.
  • Click the Go button on the top right of your screen.

 

Screenshot of FOAUAPP Header
 

 

Screenshot of FOAUAPP Header
 

 

  • One document can be in multiple queues. To view all the queues a document is in, click the Queues button on the top left of the page. This takes you to FOAAINP (Document Approval). When FOAAINP opens, click the Go button or push Alt+Page Down on your keyboard. You’ll see each queue the document is in. If there is more than one queue you can use your keyboard up and down arrows to see the approvers for each one. You will only be able to approve or disapprove documents in queues you are a member of (designated by a “+” in the Approval Level column). Click the “X” in the top left corner of your screen to return to FOAUAPP.

 

Screenshot of FOAUAPP Header
 

 

Screenshot of FOAUAPP
 

 

  • To see the details of a document, click the Detail button on the top left of the page. Depending on the type of document you are reviewing you will be taken to FOQJVCD, FOQINVA, or FOQPACT. From each of those you can use the related drop down menu to query the document type or view document text. Click the “x” in the top left corner of your screen to return to FOAUAPP.

 

Screenshot of FOAUAPP
 

 

  • From the FOAUAPP page, click the Approve or Disapprove button as applicable. When you choose disapprove a box will pop-up where you can write a message to the originating user. The originating user can view the message in GUAMESG.

 

Screenshot of FOAUAPP
 

 

Screenshot of FOAUAPP
 
 
GUAMESG - General Message
 
 

FAQ: Banner: How can I get my document back to make a change or add text?

Banner: How can I get my document back to make a change or add text?

If a journal voucher has been completed and doesn't need to go through an approval queue, it can't be retrieved to make changes or additions. If an approval queue is involved (as with amounts > $5,000, grants and general ledger account codes), you can call the person in charge of the approval queue and have that person disapprove the journal voucher. Then you will be able to go into the journal voucher and make desired changes.

If an invoice has been completed, as with journal vouchers, you will only be able to go into it if it goes to an approval queue and the person in charge of the approval queue (Maryam Peigahi at 6-3152) disapproves it. However, with invoices there is another option. If the invoice has already been approved, you can call Accounts Payable (6-3143) and have the invoice cancelled if that is the best option. Then you can start again with a fresh invoice.

New lines of text may be added to a completed document using Banner form FOATEXT. Go to this screen,enter the type of document and the document number, and then use the down arrow key to access a new line.
Add your name, telephone number, and the date, and then add the desired new text. Adding text in this way will not affect the original document.

FAQ: What are FOAPAL elements?

What are FOAPAL elements?

FOAPAL is an acronym for the six chart of accounts elements used to process financial data (Fund, Organization, Account, Program, Activity, Location). Transactions in the Operating Ledger (OPAL) require fund, organization, account, and program, sometimes referred to as FOAP. Transactions in the General Ledger require only fund and account. All of the elements, with the exception of activity codes, are hierarchical and roll up from lower data entry levels to higher summary levels.

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