Part III - UNM Finance: Practical Applications

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Standard Accounting Resource Manual (SARM)

MSC 0000 00
1 University of New Mexico
Albuquerque, NM 87131

Internet Native Banner (INB)

Instructions for creating a Journal Entry in INB are found in Job Aid  FSJA-071 as illustrated below.  

  1. From the General Menu Form, go to any of the following Banner Forms by typing their form names (as indicated in BOLD type) in the “Go To….” field and hit “enter”:
    1. FGAJVCQ; JV quick form
    2. FGAJVCD; Regular JV entry form
    3. FGAJVCM; JV mass entry form
    Goto

    When using the Journal Voucher Quick form in INB, the following form will appear:

    Voucher Quick

  2. Type NEXT in the Document Number Field and perform a Next Block function. The Next Block function can be performed in one of three different ways:
    1. Selecting the Next Block Icon icon;
    2. Pressing the “Ctrl” and “Page Down” keys on the computer keyboard; or
    3. using the Banner Menu Toolbar, select “Block” and then select “Next” from the drop down options
      Oracle Block
  3. The Transaction Date field will automatically populate with the current system date.
  4. Tab to move to the Document Total field. Type the absolute value of the JV, i.e., add all amounts (debits and credits) together. This is known as the hash total.
  5. From the menu, select Options, Document Text to access FOATEXT.

    Oracle Options

  6. The information included in Document Text should include the following for all JVs:
    1. WHY: the JV is necessary. Please explain what happened or hasn't happened to cause the need for the JV.
    2. WHAT: is being corrected. Please note the Banner reference number and original transaction date of what is being corrected (if applicable). This could be another JV (Jxxxxxxx), an invoice (Ixxxxxxx), a p-card transaction (Sxxxxxxx), etc.
    3. WHO: is requesting that the JV be processed. This is necessary in the event questions are asked in the future. ALSO: include the name and phone number of the person submitting the JV.
    4. HOW: might this be prevented in the future.

    Text Entry

    In addition, the Cost Transfer policy (2450) has specific requirements for reallocation of direct charges to, from and between federally sponsored awards projects. Please refer to this policy when appropriate.
    Since there is no requirement to submit “hard copy” documentation with JVs, the information entered into Banner must be sufficient to substantiate the need for the JV. The necessary documentation for JVs should be kept on file in the initiating department. Core accounting offices may require additional documentation if deemed necessary.

  7. Click on Save Save Icon icon and exit the form. There are three ways to exit the form
    1. Selecting the small “x” at the far right side of the General Text Entry Form;
    2. Selecting the large “X” icon on the Banner Icon Toolbar; or;
    3. using the Banner Menu Toolbar, select “File” and then select “Exit” from the drop down options
      Forms Runtime
  8. The user is returned to the journal entry form originally selected after exiting the document text form. To access the form to enter journal entry transaction data, perform a next block function (see instructions in #2) or drop down options.

    Runtime Options

    The data entry form in Figure X will appear.

    Transaction Detail

    NOTE: Drop-down list is available to provide a List of Values (LOV) for fields with a chevron or "▼".

  9. Tab to move through the Sequence field in order to populate that field. The sequence number equates to the line number in the journal voucher.
  10. Type the rule class code that is available for your use in the Journal Type field (or Type field, depending on which JV form is being used). The most common codes are:

    JE2 = Journal Voucher Inter fund
    JET= Department Transfer Journal Entry
    BD4 = Temporary Budget Adjustment
    BDT= Department Budget Transfer Journal Entry

    A complete list of Rule Class Codes is available in Job Aid FSJA-073.

  11. Tab to the Index field and type the Index code. Once the index code is typed the Fund, Organization, Program & Activity information will populate to the default values assigned to the index code. No changes are allowed on the default FOPA values.
  12. Tab to move to the Account field. Type the account code to be used for the transaction.
  13. Tab to the Amount field. Type the amount of the transaction associated with this record.
  14. Tab in order to move to the Debit/Credit field. The user can select the correct indicator from the drop down list of values or type “D” (for Debit) or “C” (for Credit) when initiating actual journal entries; or “+” (for plus/increase) or “-“ (for minus/decrease) when creating budget entries.
  15. Tab to the Description field. This field can contain up to 35 characters which will be included on reports and viewable in the transaction detail forms in Banner. Type a brief meaningful description of the journal voucher.
  16. Create a new record to add more lines or sequences to the entry when necessary.
    1. To create a new record, from the Banner Toolbar Menu, select the Record option and choose Insert from the drop down menu.

      Oracle Record

    2. To utilize data on the previous record, from the Banner Toolbar Menu select Record option and choose Duplicate from the drop down menu and tab past the populated fields, making changes to the pertinent fields as needed.
  17. Save the data you have enter by clicking the save icon , or by using the Banner Toolbar Menu, select the File option and choose Save from the drop down menu.

    Oracle file

  18. To review your transaction, use the Banner Toolbar Menu, select Options option and choose Access Transaction Summary Information.

    Transaction Options

    The summary form FGIJUSM should be reviewed for completeness and accuracy.

    FGIJSUM

    Exit the review form FGIJSUM by one of the ways described in #6 to return to the JV.

  19. To submit the journal voucher for review, use the Banner Toolbar Menu, select Options and then Access Completion from the drop down menu.

    FGAJVCQ

  20. Click Complete to save and submit for posting. The journal document is electronically routed to the appropriate department and Core office approval queues for consideration.

    Click In-Process to save and complete later. Exit to return to the Main Menu.