Self Service Banner Advanced Budget Queries

1. Self Service Banner Advanced Budget Queries MTSU Business Office

2. Overview and Objectives • Review how to download a budget query from Self Service Banner (SSB) into Excel • Review how to determine if an invoice has been paid • Learn how to download transactions for a particular account code into Excel and filter by vendor/transaction description • Learn how to refine a budget query by account code • Learn how to use an Encumbrance query

3. Download a SSB Budget Query into Excel • Begin with a standard budget query using your department’s index code

4. Download a SSB Budget Query into Excel (cont’d) • Select the “Download Selected Ledger Columns” button at the bottom of the grid

5. Download a SSB Budget Query into Excel (cont’d) • Select the “Save” option

6. Download a SSB Budget Query into Excel (cont’d) • (1) Choose a location to save your query (Desktop in example), (2) give your query a meaningful name, then (3) click “Save” (remember where you save the file) (1) (2) (3)

7. Download a SSB Budget Query into Excel (cont’d) • You should receive a “Download Complete” window; at this point, you can click “Open” (if you do not receive this window, you have the “Close this dialog box when download completes” checkbox selected; in this case, navigate to where you saved the file and open it)

8. Download a SSB Budget Query into Excel (cont’d) • Once the query is open in Excel, you can begin by deleting the header information in the first few rows

9. Download a SSB Budget Query into Excel (cont’d) • Now you can begin to delete unnecessary columns • In general, you should only keep columns you see in your SSB Budget query grid • Such columns include • Account • Account Title • Budget Adjustment • Adjusted Budget • Year to Date • Encumbrances • Reservations • Commitments • Available Balance

10. Download a SSB Budget Query into Excel (cont’d) • Once you’re done deleting unnecessary columns, your spreadsheet should look exactly like SSB (only now you have all account codes and not just 15 at a time)

11. Determine If an Invoice Has Been Paid • For the sake of example, find the supplies account code (74510) for your department; then click on the “Year to Date” column for the supplies account code

12. Determine If an Invoice Has Been Paid (cont’d) • Find an invoice (document codes starting with “I0”) and click on it

13. Determine If an Invoice Has Been Paid (cont’d) • On the first level of invoice detail, you will notice a “Related Documents” section; make note of any Document Codes with a Document Type of “Check Disbursement” (if a check/direct deposit has been disbursed, the invoice has been paid; also, the transaction date in this section is the date the invoice was paid)

14. Determine If an Invoice Has Been Paid (cont’d) • Click on the invoice # again to get to the deepest level of detail

15. Determine If an Invoice Has Been Paid (cont’d) • On this screen, you should make note of the dates at the top, the “Open Paid” indicator, the “Vendor Inv” #, any document text (none in the screenshot below), and the FOAPAL at the bottom

16. Download Transactions into Excel; Filter by Vendor/Transaction Description • Find the supplies account code in your budget query again and click on the “Year to Date” column

17. Download Transactions into Excel; Filter by Vendor/Transaction Description (cont’d) • On this screen, you will notice a long listing of document codes; click on the “Download” button at the bottom

18. Download Transactions into Excel; Filter by Vendor/Transaction Description (cont’d) • Select the “Save” option

19. Download Transactions into Excel; Filter by Vendor/Transaction Description (cont’d) • (1) Choose a location to save the listing (Desktop in example), (2) give the listing a meaningful name, then (3) click “Save” (remember where you save the file) (1) (2) (3)

20. Download Transactions into Excel; Filter by Vendor/Transaction Description (cont’d) • You should receive a “Download Complete” window; at this point, you can click “Open” (if you do not receive this window, you have the “Close this dialog box when download completes” checkbox selected; in this case, navigate to where you saved the file and open it)

21. Download Transactions into Excel; Filter by Vendor/Transaction Description (cont’d) • Once the listing is open in Excel, you should begin by deleting the header information in the first few rows (this will interfere with the filter you will apply later)

22. Download Transactions into Excel; Filter by Vendor/Transaction Description (cont’d) • After deleting the header information, you can resize the columns for legibility; next, you need to apply an AutoFilter, so select Data->Filter->AutoFilter at the top

23. Download Transactions into Excel; Filter by Vendor/Transaction Description (cont’d) • Once the AutoFilter is applied, you should see arrows appear on the first row; these are your filters

24. Download Transactions into Excel; Filter by Vendor/Transaction Description (cont’d) • Select the arrow next to the “Vendor/Transaction Description” column; you should see a listing of all vendors for account code 74510; select a vendor to view transactions for that vendor only

25. Download Transactions into Excel; Filter by Vendor/Transaction Description (cont’d) • In the example below, you will notice some rows showing an amount of 0.00 and a rule class code of “DNNI”; you may further filter by rule class code (INNI in this example) so that you only see invoice transactions

26. Download Transactions into Excel; Filter by Vendor/Transaction Description (cont’d) • After applying the second filter, you should see only invoice transactions for your selected vendor

27. Download Transactions into Excel; Filter by Vendor/Transaction Description (cont’d) • The previous example demonstrated filtering by particular rule class codes; the following is a listing of the most common rule class codes that you will encounter: • INNI: Invoice without encumbrance • ICNI: Cancel invoice without encumbrance • DNNI: Check – invoice without encumbrance • CNNI: Cancel check – invoice without encumbrance • INEI: Invoice with encumbrance • ICEI: Cancel invoice with encumbrance • DNEI: Check – invoice with encumbrance • CNEI: Cancel check – invoice with encumbrance • INNC: Credit memo without encumbrance • ICNC: Cancel credit memo without encumbrance • DNNC: Check – credit memo without encumbrance • CNNC: Cancel check – credit memo without encumbrance • PORD: Establish purchase order • REQP: Requisition – reservation

28. Download Transactions into Excel; Filter by Vendor/Transaction Description (cont’d) • To remove the AutoFilter, select Data->Filter->AutoFilter again at the top or select “All” for every filter

29. Refine a Budget Query by Account Code • Navigate to the SSB budget query parameter screen

30. Refine a Budget Query by Account Code (cont’d) • After entering your index code and clicking “Submit Query” once, you can specify a certain account code (i.e. 74510) or you can use the wild card (%) to specify certain account codes; for example, (1) type “74%” in the “Account” text box; (2) click “Submit Query” to continue (1) (2)

31. Refine a Budget Query by Account Code (cont’d) • The resulting budget query only shows operating expense account codes (all operating expense account codes start with 74); note that the “Report Total” at the bottom of the “Available Balance” column is the available balance for all operating expenses (since you specified account code 74%)

32. Encumbrance Query • Encumbrance queries are useful for viewing purchase orders and associated encumbrances • They allow you to verify purchases made on PO’s and the remaining balances on PO’s • Like budget queries, you may also refine encumbrance queries by account code

33. Encumbrance Query (cont’d) • Navigate to the main Finance menu in SSB; select the “Encumbrance Query” option

34. Encumbrance Query (cont’d) • On the encumbrance query parameter screen, enter the appropriate parameters (i.e. fiscal year and period, Chart of Accounts, and Index); click submit query once to validate your index

35. Encumbrance Query (cont’d) • After validating your index, (1) select the appropriate “Encumbrance Status” (you usually want to select “Open”); (2) at this time, you may refine your query by account code (you usually want to see only account codes starting with 7, so type 7%); (3) click “Submit Query” again (1) (2) (3)

36. Encumbrance Query (cont’d) • The resulting screen shows PO #’s in the “Document Code” column, corresponding original commitments, encumbrance adjustments, encumbrance liquidations, current commitments, and the % used; just like a budget query, you can click on a PO # to get more detailed information