Banner 7 Finance Viewing
Log in to the Admin Firewall
(If you do not have the Cisco VPN Client installed on your computer, please see http://www.wellesley.edu/Computing/CiscoVPN/ for installation instructions)
Unlike the old Admin Firewall applications, with the Cisco VPN Client you must keep the application open and stay logged in while you are using the Administrative programs. If you quit the Cisco VPN Client you will be disconnected from any Administrative system that requires the Admin Firewall.
For PC users: If the VPN Client software is not open, go to Start > All Programs > Cisco System VPN Client and click VPN Client.
For Mac users: If the VPNClient application is not open, launch it by clicking on the icon in the Dock, or by going to Go > Applications and double-clicking on VPNClient. (NOTE: the screenshots below are from the PC application, but the Mac version will look very similar and will function identically.)
- In the VPN Client window, Click Connect.
- In the VPN Client popup window, login with your Domain Account and click OK.
- When the login is successful, the VPN client window will disappear, and a lock icon will appear in the system tray of your taskbar. You now have 2 minutes to login to Banner on the Web.
- If you do not login to Banner within 2 minutes, you will see the following error message. Click OK. To login to the Admin Firewall again, double-click on the lock in the system tray and click Connect and login with your Domain Account.
- On a PC, you may also launch the Cisco VPN program and login by double-clicking on the Admin Firewall icon on your desktop.
Log on to Banner:
- After authenticating to the Firewall (see above), double-click the Banner 7 icon on your desktop. A log on dialogue box appears.
- Type your Oracle/Banner username in lowercase (8 characters maximum). Press Tab.
- In the Password Box type your Oracle/Banner password and press Enter.
- The Database Box will be left blank.
- Main Banner Screen appears.
To Exit Banner:
When you finish your Banner session, click the Exit icon at the right end of the toolbar until you get back to the Main Banner Screen. When the main window closes after you verify that you want to exit, you will automatically be logged out of Banner.
De-Authenticate from the Firewall. Follow the steps above to log in to the firewall, and then choose option 2 to log off.
By using Banner on-line you can check how much has been budgeted per line, how much has been spent, if an invoice has been paid, and much more financial information.
Banner uses different screens, called forms, named with acronyms. Forms are made up of blocks (the screen will be divided by a solid line), and the blocks are made up of fields (each rectangle). Use the following documentation to help you navigate through the forms and find the information that you need.
Using Banner Finance
Now that you have logged on you will see the following screen. This screen is the starting point for managing budget and expenses. The menu on the left-hand side of this screen provides access to specific forms. The forms used for financial management can be found in the My Banner sub-menu.
Double-click the folder icon to the left of the words My Banner to see available forms.
The column below the My Banner heading now lists the name and acronym for four of the most frequently used screens by Banner Finance viewers, as well as an option (Organize My Banner) which allows you to customize the My Banner menu. If your My Banner menu does not contain all five of the forms shown below, click here to set up your My Banner menu.
These forms will help you manage your budget and actual expenses. An example of each form and a brief explanation follows.
Click on Well-Organization Budget Status Form (FWIBDST)
Well-Organization Budget Status Form (FWIBDST)
Use this form to…
- Check for amounts budgeted by account or on an activity
- Check an org, account or activity code for transactions
- Springboard to more information
- This is the most common form used in Banner Finance Viewing. This will show the budget, year to date activity and remaining balance of each account in the org.
- The top half of the screen above the yellow-green line is the “top block.” To use this form enter the org you would like to look at. All of the other information that is necessary will automatically default in the appropriate place. NOTE: To ensure that you see all data relating to your org or fund, always delete any entry in the Program field.
- To look at the financial information in your org, click the mouse in one of the rectangles on the bottom half of the screen, or “bottom block.” You can also move to the bottom block by clicking “next block” on the toolbar or pressing Ctrl + Page Down. To move back up to the top block, click the Rollback icon.
- Note that the information now appears in the bottom block. The first column is the account number. A description of the account is in the third column. If necessary, you may click in the description box and use the arrow keys to see the full description. The amount budgeted for each account is in the “Adj Budget” column. “YTD Activity” shows the cumulative amount of activity for that account. “Avail Bal” is the amount remaining in that account.
Click Options in the menu at the top of the screen, then select Transaction Detail Information in the drop-down menu for more information on the account.
- This form shows each activity that has occurred in the account.
- To find a quick description of the item use the scroll bar in the middle of the form to see additional fields, or use the tab key.
- This usually provides as much information as you will need.
- Please note that there is also a column entitled “Type” that will tell you if it is an invoice “INNI” or journal entry “Jxxx.” (Please disregard the type “BD.”)
If you would like more information on 6xxx accounts, please contact Payroll.
If you would like more information on an invoice, click Query Document in the Options menu.
The “Invoice/Credit Memo Query” screen will appear with the appropriate invoice number in the “Document” field, but no invoice information will show at this point. Click the Next Block icon or press Ctrl+PageDown to see the invoice information.
- Use Next Block (on the toolbar) to scroll through the screens or click one of the other items in the Options menu.
- Click the Exit icon to go back to previous forms
An alternate version of this form (FGIBDST) allows users to view salary information. Access to this form is restricted to certain faculty and staff members. If you have any questions about FGIBDST or believe you should have access to it, please contact the Budget Office.
- Click Exit icon to return to the My Banner menu.
Document History Form (FOIDOCH)
Use this form to…
- Find out if an invoice has been paid.
- Find out if a check has been cut.
- Find out the number of a check.
If you already know the number of the invoice or purchase order, this form can be used. Enter the type of transaction (INV for invoice, PO for purchase order), tab to Document Code and enter the invoice or PO number. Click Next Block or Invoice Information under the Options menu. This will bring you to the same form used in FWIBDST. Click Next Block to navigate through this form.
Click Invoice Information to get to the invoice screen as shown earlier for more information on the invoice.
If applicable, the check number corresponding to the invoice number will be displayed in the “Check” box. An “F” in the Status box next to the check number indicates that the check has been deposited and fully reconciled. A blank Status box indicates that the check has been issued but not yet reconciled.
Vendor Detail History Form (FAIVNDH)
Use this form to…
- Find out if a particular vendor has been paid
- Find out when a vendor was paid
- Find out how much a vendor was paid
- Check Number and Check Date for a payment to a vendor
Enter Vendor ID number or search for vendor name.
Use the tab key or scroll bar to scroll through the information.
General Ledger Trial Balance Form (FGITBAL)
Use this form to…
- Check the balance of a departmental gift or endowed fund.
Enter the gift or endowed fund number in the “Fund” field. Click in a rectangle in the bottom block, press Ctrl+PageDown, or click the Next Block icon. To check activity on expenses or revenue, highlight the appropriate line and click Query General Ledger Activity Info under the Options menu.
For gifts, the current balance of the fund is shown in the upper right corner, as shown below.
NOTE: If the Beginning Balance or Current Balance field has an asterisk (*) to the right of it, then the endowed fund or gift has or had a negative blance.
For endowed funds, the current balance is also in the upper right, but this is not necessarily the amount available for spending, because endowed funds generate income on a monthly basis. To determine the amount available for spending, perform the following calculation:
Beginning Balance on line 1001 – BAN Bk Interfund (-$3,612.88 in the example below)
PLUS
Current Balance on line 3101 – Budget Revenue Control ($58,287.00)
MINUS
Current Balance on line 3003 – Expense Control ($14,382.83)
EQUALS
Balance available to spend ($40,291.29)
Toolbar
Drag the mouse slowly over each icon on the toolbar to see the description. The commonly used icons in Banner Finance are Rollback, Next Block and Exit.
