Section 1: Accounting Records & Reports Page 1 of 9

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1 Section 1: Accounting Records & Reports Page 1 of 9 Table of Contents I. Overview... 2 II. Introduction... 2 III. Banner Reports & Processes... 3 IV. UC V. E~Print... 8 VI. Banner Operational Data Store (ODS)... 8 VII. COGNOS... 9

2 Section 1: Accounting Records & Reports Page 2 of 9 I. Overview The purpose of the procedures contained within this section is to establish responsibility for the timely and accurate maintenance of certain types of accounting records maintained by the University. More specifically, accountable officers are responsible for insuring that their respective Departmental Ledgers are reviewed monthly. The General Ledger is reconciled on a daily basis by Finance & Accounting. The official accounting records and reports of the University are maintained by the University Controller's Office. They are used in the preparation of all financial reports and are subject to audit by State, Federal and local auditors. II. Introduction The Banner Finance System is a complete financial information and management system. The Banner Finance System is a real time accounting system available for update 24 hours a day. It meets the GAAP requirements and addresses the latest GASB positions on depreciation accounting and financial reporting. This section covers periodic accounting records and reports generated by Banner. The following list represents the records and reports that are printed and stored electronically. 1. Trial Balance Report (FGRTBAL) 2. Budget Status (Current Period) Report (FGRBDSC) 3. Inception to Date Activity Report (FGRFITD) 4. Account Index Report (FGRACCI) 5. Account Hierarchy Report (FGRACTH) 6. Program Hierarchy Report (FGRPRGH) 7. Fund Hierarchy Report (FGRFNDH) 8. Organization Hierarchy Report (FGRORGH) 9. Finance Feed Sweep Process (FURFEED) 10. Student Refund Interface Process (FURAPAY) 11. Transaction Interface Process (FGRTRNI) 12. Transaction Error Report (FGRTRNR) 13. GL/Subsidiary Ledger Control Report (FGRCTRL) 14. Bank Interfund Account Control Report (FGRCASH) 15. Trial Balance Exception Report (FGRTBEX) 16. Fixed Asset Origination Tag Extraction Report (FFPOEXT) 17. Incomplete Document Report (FGRIDOC) 18. Open Encumbrance Report (FGROPNE) 19. G/L Transaction Activity Report (FGRGLTA) 20. A/R Reconciliation Report (TGRRCON)

3 Section 1: Accounting Records & Reports Page 3 of 9 III. Banner Reports & Processes A. Trial Balance Report (FGRTBAL) The Trial Balance Report (FGRTBAL) contains a trial balance for all funds, a range of funds, or specific funds within the Chart of Accounts and fiscal year. Two balance columns are printed at each line on the report: one for the current period and one for the prior period. The current period is the as of date and the prior period is one year less than the current period. Account balance (either debit or credit) is indicated to the right of each balance amount. For each fund in the general ledger, a total is printed for each low level account type followed by the predecessor account code total. After all account types have been printed and totaled, a Liabilities and Fund Balance total is printed which includes all account code balance amounts. A grand total is printed at the end of the report for all fund codes. When the Include Accrual for Last Period parameter is Y (Yes), the report includes account balances posted to the accrual period. When this parameter is Y (Yes), the As of Date must be equal to the last period of the fiscal year. Currently, the University does not use the accrual period therefore the account balances posted to the accrual period would be zero. The Trial Balance Report is examined very closely by Finance & Accounting to verify that all balances are accurate. Discrepancies should be reported to the appropriate administrative office as soon as the error is detected. The trial balance should be produced monthly and available electronically. All previous months FGRTBAL are electronically archived. B. Budget Status (Current Period) Report (FGRBDSC) This report is sorted by the fund for each organization. This report displays adjusted budget, current and year-to-date activity, budget reservations, and the available balance for each account. This report prints both committed (prior year) and uncommitted (current year) budget records, only uncommitted budget records, or only committed budget records. If the option to print both committed and uncommitted is selected, uncommitted records print first and committed records print separately. This Budget Status report should be produced on a monthly basis and reviewed closely by the accountable officer. All discrepancies are researched and corrected by the appropriate parties. The Budget Status reports for the current month are available electronically and previous periods are archived electronically. C. Inception to Date Activity Report (FGRFITD) This report displays the Inception to Date activity for account codes within fund codes that cross fiscal years. It should be produced on a monthly basis and reviewed by the Property Coordinator and the Office of Sponsored Research Programs to track multiyear projects and contracts.

4 Section 1: Accounting Records & Reports Page 4 of 9 D. Account Index Report (FGRACCI) This report displays a list of account indexes and the default accounting distribution associated with each index. This report should be produced on a monthly basis and available electronically. E. Account Hierarchy Report (FGRACTH) This report displays the hierarchical relationship of the account type and account code structures. This report should be produced on a monthly basis and available electronically. F. Program Hierarchy Report (FGRPRGH) This report displays the hierarchy in the program code structure. This report should be produced on a monthly basis and available electronically. G. Fund Hierarchy Report (FGRFNDH) This report displays the hierarchy structure information related to fund type and fund code by the order of fund type for the Chart of Accounts. This report should be produced on a monthly basis and available electronically. H. Organizational Hierarchy Report (FGRORGH) This report displays the hierarchy relationship in the organizational code structure. This report should be produced on a monthly basis and available electronically. I. Finance Feed Sweep Process (FURFEED) This process produces hard copy output of the Finance Feed Sweep Process. FURFEED gathers financial transaction information from the General System s Finance Transaction Input Table (GURFEED) and inserts it into the Finance System s Transaction Input Table (FGBTRNI). The output from this report is verified against TGRFEED that should agree. This process should be run on a daily basis and available electronically. J. Student Refund Interface Process (FURAPAY) The Student Refund Interface process takes Banner Student/Finance refund check transactions from the Accounting Feed Payable table and creates Finance System invoices that are ready to be posted unless an error occurs with the transaction. This process should be run on a daily basis. There is no output for this report.

5 Section 1: Accounting Records & Reports Page 5 of 9 K. Transaction Interface Process (FGRTRNI) The Transaction Interface Process is used to edit the following: Documents interfaced from other systems Documents completed in Defer Edit Automatic Journal Vouchers This process should be run on a daily basis as part of the Finance Feed Process. There is no output for this report. L. Transaction Error Report (FGRTRNR) This report prints the errors that have been generated from the Transaction Interface Process (FGRTRNI). FGRTRNR is run every time FGRTRNI is executed. This allows Finance & Accounting to obtain a listing of all the transactions that have been suspended due to edit errors. These errors are researched and corrected immediately to allow the feed documents to post. This report should be produced on a daily basis and available electronically. M. GL/Subsidiary Leger Control Report (FGRCTRL) This report compares the balances in the open invoice, operating account, and open encumbrance ledgers to the appropriate control account balances in the general ledger. We use the option code parameter equal '3 that will report on funds that are out of balance within the Chart of Accounts. This report should be produced and reviewed daily by Finance & Accounting. All out of balance conditions should be researched and corrected. N. Bank Interfund Account Control Report (FGRCASH) This report compares the cash interfund account for each bank fund to the cash accounts of each fund that have a claim on the bank fund. This report should be produced and reconciled on a daily basis. All out of balance conditions should be researched and corrected. This report is available electronically. O. Trial Balance Exception Report (FGRTBEX) This report analyzes all funds for potential out of balance conditions. If there are no out of balance funds for the Chart of Accounts, the report will say that all funds are in balance. If there is an out of balance condition, the report will display any fund that is out of balance. This report should be produced and reviewed on a daily basis. The report is available electronically. P. Fixed Asset Origination Tag Extraction Report (FFPOEXT) This process provides a consistent method of creating origination tag entries for the Asset Master record from the Procurement and Accounts Payable modules. Data from the invoice is sent to the collector table

6 Section 1: Accounting Records & Reports Page 6 of 9 (FFBOTAG) during the posting process to determine whether an origination tag should be created, additional data should be updated, or the origination tag should be updated with cancellation information. This process prevents origination tags from being generated before the invoice has been approved or when a transaction rolls back in posting. The report created in the process serves as an audit trail that lists the origination tags created. The Property Coordinator adds the PTAG number to this report. The report should be produced daily and a hard copy kept in a binder by the Property Coordinator. Q. Incomplete Document Report (FGRIDOC) This report is used to identify incomplete documents so that the appropriate action can be taken to complete them. The report will list incomplete documents for the following: 1. Journal Vouchers 2. Cash Receipts 3. Purchase Orders 4. Blanket Orders 5. Change Orders 6. Invoices/Credit Memos 7. Procurement Requisitions 8. General Encumbrances 9. Fixed Asset Adjustments For each incomplete document, the report will include all the basic header information. The report is sorted by document type. This report should be run weekly and reviewed by Finance & Accounting and all incomplete documents should be researched and completed on a weekly basis. R. Open Encumbrance Report (FGROPNE) This report is used to print header information and remaining encumbrances for selected purchase orders, requisitions and general encumbrances. Only records for documents that are open, completed, approved, and posted will be included in the report. This report should be run and printed on a daily basis. The report is available electronically. S. G/L Transaction Activity Report (FGRGLTA) The General Ledger Transaction Activity Report displays all the debit and credit activity and beginning/ending balances for the selected Chart of Accounts. This report should be run on a monthly basis and is used in the bank reconciliation process. This report is available electronically.

7 Section 1: Accounting Records & Reports Page 7 of 9 T. A/R Reconciliation Report (TGRRCON) The TGRRCON is a detail listing of all the accounts receivable balances in the AR module. The TGRRCON is reconciled to the Finance General Ledger to insure the two systems are in balance. Any discrepancies are researched and reported to Accounts Receivable. This report as well as the reconciliation should be produced on a daily basis and available electronically. IV. UC4 UC4 is a job scheduler that interfaces with Banner processes. UC4 can be used to submit jobs on an ad hoc basis or via a scheduled job. Banner jobs, COGNOS Reports and SQL scripts are currently used in UC4. UC4 can send the output to a system printer, local printer, E~Print or it can be viewed online. UC4 allows the job status to be monitored online to ensure job submission completion. An UC4 process flow is created from multiple jobs running in some type of sequence. These process flows include scheduling and exception handing information. Finance & Accounting currently has the following process flows: A. A/R Finance Feed Process Flow This process flow is used to automate to Cashiers closing procedures and the related feed of Accounts Receivable information into the Finance System. It should be automated to run each night at 11pm. The output from the jobs can be found in E~Print. This process flow currently consists of the following jobs: TGRAPPL, TGPHOLD, TGRCLOS, TGRCSHR, TGRFEED, TGRRCON, FURFEED, FURAPAY, FGRTRNI, FGRTRNR. B. Daily Control Report Process Flow This process flow is used to automate the daily reports that should be reviewed by Finance & Accounting. It should be automated to run each morning at 7am. The output from the jobs can be found in E~Print. This process flow currently consists of the following jobs: FGRCTRL, FGRCASH, FGRTBEX, FGROPNE. C. Weekly Report Process Flow This process flow is used to automate the weekly reports that should be reviewed by Finance & Accounting. It should be automated to run each morning at 7am. The output from the jobs can be found in E~Print. This process flow currently consists of the following jobs: FGRIDOC. D. Month-End Report Process Flow This process flow is used to automate the reports printed at month-end. These reports should be automated to run on the 5th business day of each month and should happen at 7am. The output from these jobs can be found in E~Print. This process flow currently consists of the following jobs: FGRTBAL, FGRODTA, FGRBDSC, FGRFITD, FGRACCI, FGRACTH, FGRFNDH, FGRORGH, FGRPRGH, FGRGLTA.

8 Section 1: Accounting Records & Reports Page 8 of 9 E. Payroll Feed Process Flow This process flow is used to automate the Payroll Finance Interface process and the related feed of Payroll information into the Finance System. It should be automated to run each night at 9pm. The output from the jobs can be found in E~Print. It currently consists of the following jobs: FURFEED, FGRTRNI, FGRACTG, FGRTRNR. F. P-Card Feed Process Flow This process flow is used to automate the P-Card feed process that retrieves P-Card charges from Bank of America to load them into FATCARD then runs FAPCARD. The process is run Tuesday-Saturday at 9:00am. The output from the jobs can be found in E~Print. The process flow currently consists of the following jobs: FATCARD, FAPCARD. G. Bank Reconciliation Process Flow This process flow is used to automate the Bank Reconciliation process that reconciles against AP, OP, and SR accounts. The process is run monthly on the 7th business day. This process flow is run manually by Business Applications. The output from the jobs can be found in E~Print. The process flow currently consists of the following jobs: FARBREC. H. End of Month Process Flow This process flow is used to automate processes and reports that need to be run on the last day of the month. It should be automated to run on the last day of the month at 7pm. The output from these jobs can be found in E~Print. It currently consists of the following process FFPDEPR and report TGRAGES. V. E~Print E~Print Reports is what is used to distribute files electronically. Finished reports can be accessed via the Internet in one of three formats, PDF or Text file or an Excel spreadsheet. Reports can be viewed within minutes after completion, so departments do not have to wait for the printer to print out the job. This also allows us to archive multiple years of reports electronically thus saving space and paper. VI. Banner Operational Data Store (ODS) Banner ODS simplifies access to reporting data. The ODS is a database of de-normalized tables called composite tables. A composite table stores information from the Banner Systems for reporting. The ODS takes information from many smaller tables and combines them into fewer, larger tables. This allows for easier data extraction. The ODS refreshes the data three times each day at 3:00am, 12:00pm, and 6:00pm.

9 Section 1: Accounting Records & Reports Page 9 of 9 VII. COGNOS COGNOS is a third party reporting tool that utilizes the data from the Banner Operational Data Store allowing users to generate ad hoc reports to meet the institutional reporting needs. COGNOS offers users the ability to schedule reports to run automatically at flexible intervals based on the user s selection. The reports can be run directly by end users or sent via if access to COGNOS has not been established.