Banner Finance Accounts Payable Training Workbook Release 8.7 – May 2012 Updated 6/19/2012
_______________________________________________________________________________________________

Ellucian

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Revision History Log

Publication Date	Summary
Original Date	New version that supports 8.0 software.
9/30/2008	Major changes throughout including the receiving/matching process.
3/24/2009	Minor formatting changes and additional form added (FTICHKS).
6/30/2009	Added a lesson on displaying new person fields for internationalization.
02/01/2010	Updated for Banner Finance 8.4 Release
11/30/2010	Updated the check selection enhancement for the Banner Finance 8.5 release.
4/27/2012	Updated template.
6/19/2012	Revised to support the 8.7 release (zero amount checks and 1099 reporting).

Notice of rights

© 2012 Ellucian. All rights reserved.

Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is limited to Ellucian licensees, and is subject to the terms and conditions of one or more written license agreements between Ellucian and the licensee in question.

Table of Contents

Introduction	5

Process Introduction	7

Set Up	8

Validation Tables and Maintenance Forms Used in the Accounts Payable Module	9

Displaying New Person Fields for Internationalization	10

System Control Maintenance	12

Currency Code Maintenance	14

Setting Up the Automated Clearing House (ACH) Process	15

Creating Bank Codes	17

Maintaining Bank Routing Numbers	19

Creating Direct Deposit Recipient Data	20

Creating Vendor Hold Reasons	22

Maintaining Discount Terms	23

Maintaining Vendor Types	25

Creating Vendors	27

Setting Up 1099 Reporting	33

Self Check	38

Answer Key for Self Check	39

Day-to-Day Operations	40

Process Introduction	41

Invoice/Credit Memo Overview	44

Creating a Regular Invoice	45

Consolidating Vendor Invoices	61

Creating a General Encumbrance Invoice	68

Creating Direct Pay Invoices	70

Creating a Credit Memo	72

Entering a One-Time Vendor	73

Recurring Payable	74

Canceling an Invoice	78

Receiving Matching Process	81

Finding Any Invoice or Credit Memo	85

Querying Invoice/Credit Memos	87

Querying Non-Vendor Invoice Consolidation (VIC) Invoices	88

Querying Vendor Invoice Consolidation (VIC) Invoices	90

Querying Vendor Detail History	92

Additional Online Invoice Queries	94

Producing Online Checks	95

Running a Batch Check Process	98

Producing Zero Amount Checks	105

Canceling a Previously Issued Check	110

Paying Accounts Payable Invoices by Direct Deposit	112

Querying Check Payment History	117

Reconciling Bank Transactions	119

Editing and Printing 1099 Reports	123

Running the 1099-K Report	126

Summary	130

Self Check	131

Answer Key for Self Check	134

Appendix	138

Forms Job Aid	139

Terminology	142

Introduction

Course goal

The goal of this workbook is to provide you with the knowledge and practice to perform accounts payable processes at your institution.

Course objectives

In this course you will learn how to

identify and describe the validation tables and maintenance forms needed for the accounts payable process

set up the receiving/matching process

set up the Automated Clearing House (ACH)

create invoices and credit memos

cancel invoices and credit memos

work with queries

produce and cancel checks

run a batch check process

reconcile bank transactions

pay invoices by check and direct deposit

work with 1099 reports.

Intended audience

Staff members who are responsible for accounts payable and related processes.

Prerequisites

To complete this course, you should have

completed the Education Practices computer-based training (CBT) tutorial Banner 8 Fundamentals, or have equivalent experience navigating in the Banner system

read the Banner General “Getting Started Guide 8.0” before coming to training if you do not have access to the tutorial and do not have experience navigating in Banner

administrative rights to create and perform the necessary set up in Banner.

Process Introduction

Introduction

The accounts payable process includes creating and canceling regular and direct invoice/credit memos, producing and canceling batch and online checks, performing accounts payable queries, performing bank reconciliation, creating and maintaining appropriate accounts payable tables, setting up the automated clearing house (ACH) process to enable direct deposits, setting up the receiving/matching process to only allow invoices to be posted if items have been received, and producing accounts payable reports.

Flow diagram

This diagram highlights the processes used to perform accounts payable within the Requisition to Check process.

About the process

The processes within the overall Finance process occur simultaneously on a daily basis, with the exception of the Budget process, which is performed once a year.

The accounts payable process is part of the Requisition to Check process.

Set Up

Section goal

The purpose of this section is to outline the set up process and detail the procedures to set up accounts payable processing on your Banner system.

Objectives

In this section you will learn how to

identify and describe the validation tables and maintenance forms needed for the accounts payable process

set up the receiving/matching process.

set up the Automated Clearing House (ACH).

Validation Tables and Maintenance Forms Used in the Accounts Payable Module

Introduction

Before Banner can handle accounts payable processes, there are several validation tables and maintenance forms that need to be completed. You will also need to decide if you want to display the new person fields for internationalization.

This training guide assumes that taxation processing is turned off. If your institution needs to use the taxation processing functionality, refer to the separate Taxation Supplement Workbook, which deals with setting up and using the tax functionality in Banner Finance.

Forms needed

These setup forms and table validation views are used to set up the Accounts Payable module. Review these forms and set up as needed.

Form Description	Banner Name
General Setup
System Control Maintenance	FOASYSC
Currency Code Maintenance	GUACURR
Bank Code Rules	GXRBANK
Bank Routing Number Validation	GXVDIRD
Direct Deposit Recipient	GXADIRD
Vendor Hold Reason Maintenance Form	FTMHRSN
Accounts Payable Table Maintenance Menu
Discount Terms Maintenance	FTMDISC
Vendor Type Code Maintenance	FTMVTYP
Vendor Maintenance	FTMVEND
1099 Income Type Code Maintenance	FTMITYP
1099 MISC Magnetic Tape Transmitter Data	FOA1099

Displaying New Person Fields for Internationalization

Introduction

A major initiative of SunGard Higher Education is to make Banner more adaptable for use in different countries and with different languages. This ongoing effort is called internationalization (often abbreviated I18N).

As part of this initiative, Banner Finance 8.0 delivered several new fields in the database. These fields, however, were not visible on the user interface. With Banner Finance 8.3, these new fields can be displayed on forms and reports. This enhancement provides worldwide clients with a more robust, accurate, and efficient method of storing personal data.

New person fields

The following person fields are now available on several Banner Finance Forms and reports:

Field	Length	Description
Last Name Prefix	60 characters	Prefix that precedes a last name (for example, “Von” in the last name “Von Hintz”)
House Number	10 characters	Unique number assigned to each building on a street or in an area and used as part of the postal address in some countries (no validation)
Street Line 4	75 characters	Additional street address (no validation)
Telephone Country Code	4 characters	Code that designates the region and country of the telephone number (no validation)

Masked fields

Some users do not need these new fields on Banner forms. For this reason, Banner Finance 8.3 is delivered with masking rules turned on for these new fields. This means the fields are not displayed on forms when you first upgrade to Banner Finance 8.3. If you want to display the new fields, you can do one of the following:

Run the gssmask.sql script, delivered with Banner General 8.2, to unmask the new fields. Refer to the Banner General 8.2 Release Guide for more details.

Use the Data Display Mask Rules Form (GORDMSK) to unmask the fields. You can unmask specific fields on specific forms. Refer to the Banner General Data Security Handbook for more details.

Masking rules apply only to name fields when they are displayed independently (that is, not concatenated). If fields are concatenated, the masking rules do not apply. It is assumed that the fields where data would normally be entered would be masked, preventing data entry. As a result, no values would be available for display on forms when the fields are concatenated.

Changed forms

Several forms can display the new person fields. Some forms display all new person fields; other forms display some of the new person fields. In general, the new person fields are displayed on forms as follows:

Last Name Prefix is displayed before the Last Name field.

House Number is displayed before the Street Line 1 field.

Street Line 4 is displayed after the Street Line 3 field. (If a form does not include Street Line 3, then Street Line 4 is not included on the form.)

Telephone Country Code is displayed before the Telephone Area Code field.

The following forms support the new person fields:

Check Cancellation Form (FAACHKS)

Entity Name/ID Search (FTIIDEN)

Finance Person Search (FOIIDEN)

Invoice/Credit Memo Form (FAAINVE)

Invoice/Credit Memo Query Form (FAIINVE)

System Control Maintenance

Introduction

Use the System Control Maintenance Form (FOASYSC) to turn on or off the tax processing and receiving/matching feature in Banner.

At this stage in the training we will leave tax processing turned off and will turn on the receiving/matching feature. If tax processing is required by the institution, we will refer to the separate Taxation Supplement Workbook later in the training and turn it on then.

Banner form

Steps

Follow these steps to complete the process.

Access the System Control Maintenance form (FOASYSC).

Perform a Next Record function

Perform a Duplicate Record function

Change the effective date to today in the Effective Date field.

Select Tax Processing Info from the Options Menu.

Confirm the Tax Processing On checkbox is unchecked (taxes are turned off).

Select Procurement Processing Info from the Options Menu.

Set the Document Level Matching field to Purchase Order Document Level.

Key in .01 in the Purchase Order Requiring Amount field.

Note: This means that any purchase order greater than a penny will require receiving before invoice can be posted.

Leave the Invoice Amount Receipt Requiring Amount field blank.

Note: This means that when the invoice is complete a pop up box will appear indicating it will use receipt required since it was applied on the purchase order. The pop up box will not appear if the purchase order is overridden to no receipt required or if the invoice is against a standing purchase order.

Click the Save icon.

Currency Code Maintenance

Introduction

Use the Currency Code Maintenance Form (GUACURR) to ensure the correct account codes are set up for Accounts Payable processing.

Banner form

Notes:	The Accounts Payable Account must be the same code for all charts in a multi-chart environment.

The Exchange account is a required field and can be the same as the Accounts Payable Account. It should be a different account code if you intend to produce some checks in foreign currency rather than through a disbursing agent.

Setting Up the Automated Clearing House (ACH) Process

Introduction

The Automated Clearing House (ACH) process enables payment to vendors, students, and employees using direct deposit transactions rather than checks. All the forms, processes and reports that are used in the ACH process are summarized here.

Bank Code Rules

The Bank Code Rules Form (GXRBANK) is used to create bank code records for an organization’s bank accounts. It is also used to link bank funds and bank accounts with cash accounts.

Bank Routing Number Validation

This form displays recipient bank routing information, including name of bank, routing number, and activity date.

Direct Deposit Recipient Form

GXADIRD identifies the recipient of direct deposit payments; it specifies the bank and bank account where recipient has requested money to be deposited; it creates the detail records in the direct deposit file that is sent to the bank/clearinghouse. You can choose A/P or Payroll or both for ACH payment, depending on your Banner user roles.

User Profile Maintenance

If the ACH override option is checked, a user can indicate that an ACH vendor will not receive a payment via the ACH.

Invoice Maintenance

The ACH indicator shows if a vendor has direct deposit status; if Y (Yes) and the user ID has override capability, the box can be unchecked.

Detail Code Control (Finance or Student)

The Direct Deposit Refund status is indicated on this form.

Invoice Selection Report

This report lists invoices to be paid via check or direct deposit or both.

Batch Check Print

This form is used to define the mode of payment - check, direct deposit, or both.

Check Selection Process

This process selects items for payment by check or direct deposit.

Direct Deposit File Creation Process

This process creates a file of direct deposit transactions to send to the bank/clearinghouse for U.S. organizations. There is a similar process specific to Canadian organizations.

Direct Deposit Remittance Advice Report

This report provides a list of direct deposit remittance advices and can be sent to the party receiving payment by direct deposit.

Direct Deposit Transmittal Register Report

This report displays a listing of summary control totals for transactions contained in the Direct Deposit file. This register should be sent to the bank/clearinghouse along with the Direct Deposit file.

Check Register Process

This process generates a hard copy report of the checks or direct deposits processed.

Check Accounting Process

This process creates accounting transactions for payments made by check or direct deposit.

Creating Bank Codes

Introduction

Use the Bank Code Rules Form (GXRBANK) to create bank code records for your institution’s bank accounts and link your bank funds and bank accounts with your cash accounts.

Banner form

Before you can use direct deposits (ACH) to transfer funds from your bank to another bank, you must establish the ACH information in the ACH Rules window for each bank account from which your institution withdraws funds. This information is sent to the clearing house in the direct deposit file.

Steps

Follow these steps to complete the process.

Access the Bank Code Rules Form (GXRBANK).

Perform an Enter Query function.

Enter A1 in the Bank field

Perform an Execute Query function to return the record for this bank code.

Select Options/ACH Rules to navigate to the ACH Rules block.

Enter in the Destination ID field the routing number of the clearing house that will receive the funds being sent via direct deposit.

Enter in the Destination Name field the name of the clearing house that the bank uses.

Enter in the Origin ID field the identification number of the bank where you will send the direct deposit file.

Enter in the Origin Name field the name of the bank to be used for the ACH payments.

The Short Name field will default the first 15 characters of the Origin Name field. You can change the Short Name.

Enter in the Originating Bank Routing Number field the routing number of the bank where you will send the Direct Deposit File.

Select the appropriate Organization Number Type radio buttons and enter in the Organization Number ID field the number matching the type selected. This number is used to identify the originator of the Direct Deposit File sent to the bank.

Select the IRS Employer ID radio button if you will use your IRS supplied Employer Identification Number (EIN) for your direct deposits.

Select the Data Universal System radio button if you will use your DUS number for your direct deposits.

Select the User Assigned radio button if you will use your unique user number assigned by your bank for your direct deposits.

Click the Save icon.

Click the Exit icon.

Maintaining Bank Routing Numbers

Introduction

Use the Bank Routing Number Validation Form (GXVDIRD) to enter, change, or remove bank routing numbers.

When this form is accessed it will display all bank routing numbers currently available to the institution to be used for ACH payments. New codes can easily be inserted as required using the insert record function.

A record cannot be created in the Direct Deposit Recipient form until the bank routing number is first entered into this form.

Banner form

Creating Direct Deposit Recipient Data

Introduction

Use the Direct Deposit Recipient Form (GXADIRD) to identify the recipient who will be receiving direct deposit payments.

Note: Access privileges to parts of this form depend on the Banner products you are permitted to access. This is a shared form between Human Resources and Accounts Payable.

Banner form

Steps

Follow these steps to complete the process.

Access the Direct Deposit Recipient Form (GXADIRD).

Enter in the ID field the Banner ID of the person or vendor to receive ACH payments.

Perform a NEXT BLOCK function to add a new record or change an existing.

Enter the recipient’s bank routing number in the Bank Routing field.

Leave the Address Type and Address Sequence fields blank for this exercise.

Note: If you leave these fields blank the ACH information will be valid for any address type/sequences. Only enter the address information if you need to restrict the ACH account information to only the one address type/sequence.

Check the Accounts Payable checkbox to make the recipient eligible for ACH payments. The Payroll checkbox is not usually accessible to Accounts Payable personnel and is used to make the recipient eligible to receive payroll disbursements by ACH.

Enter in the Account Number field the number of the recipient’s bank account which will receive the ACH payments.

Select either the Checking or Savings radio button to identify the recipient’s type of bank account.

Select the desired status in the drop down in the Direct Deposit Status field.

Note: Selecting Pre-note will cause a test record to be sent to the bank in the next ACH run and the system will then set the Pre-note status to Active.

If the recipient bank is not a US bank, check the IAT (International ACH Transaction) box and select the proper ISO code.

Note: If you want to override the default address type defined on the Crosswalk Validation Form (GTVSDAX), select the IAT Address Type Override and the IAT Address Sequence Number.

Click the Save icon.

Click the Exit icon.

Creating Vendor Hold Reasons

Introduction

Use the Vendor Hold Reason Maintenance Form (FTMHRSN) to create various reasons for holding purchases and/or payments from vendors.

Banner form

Steps

Follow these steps to create reasons.

Access the Vendor Hold Reason Maintenance Form (FTMHRSN).

Enter in the Reason Code field a code for the reason.

Enter in the Description field a description of the reason.

Enter in the Effective Date field, the earliest date you want this code to be used.

Optionally enter in the Termination Date the last date the code can be used.

Save and notice that the Activity Date will display today’s date.

Maintaining Discount Terms

Introduction

Use the Discount Terms Maintenance Form (FTMDISC) to add, change, or terminate vendor discount codes.

Note: If a discount is used on an accounts payable invoice, Banner will always use the discount even if the discount days have passed. For example, Banner will still take the 2% discount on a 2% 10 days, net 30 discount code on the eleventh day.

Banner form

Steps

Follow these steps to complete the process.

Access the Discount Terms Maintenance Form (FTMDISC).

Select Next Record from the Discount Code field to navigate through the discount codes in your system or request a list of codes by clicking the List button to open the Discount Terms List (FTVDISC).

Note: A set of standard discount codes are delivered with Banner.

Select Insert Record from the Discount Code field to add a new record.

Enter 24 in the Discount Code field.

Enter Net 30, Pay in 24 days in the Description field.

Enter N (No) in the Month End Discount field.

Enter 24 in the number of days within which the discount may be taken in the Discount Days field.

Note: This value is used by the system to calculate the payment due date for an invoice.

Enter 0 (zero) in the Net Days field the number of days within which payment is due to the vendor.

Enter 0 (zero) the percentage of the discount allowed by the vendor in the Percent field.

Enter the date on which the discount is to come into effect in the Effective Date field.

Click the Save icon.

Click the Exit icon.

Maintaining Vendor Types

Introduction

Use the Vendor Type Code Maintenance Form (FTMFTYP) to add, change, or terminate vendor type codes.

This code is used for reporting purposes on the Vendor Alphabetical Listing Report (FARVALP), the Vendor Products Catalog Report (FARVCAT) and the Vendor Volumes Report (FARVVOL).

Banner form

Steps

Follow these steps to complete the process.

Access the Vendor Type Code Maintenance Form (FTMVTYP).

Select Insert Record from the Vendor Type field to add a new record.

Enter WO in the Vendor Type field.

Enter Women Owned in the Description field.

Enter the date on which the vendor type code is to come into effect in the Effective Date field.

Click the Save icon.

Click the Exit icon.

Creating Vendors

Introduction

The Vendor Maintenance Form (FTMVEND) is used to add, change, or delete vendor information. The following exercise will demonstrate how to create a new vendor.

Note: If Common Matching is turned on, entering a new Vendor code or clicking on Generate ID will send you to the common matching form GOAMTCH. Unless training on Common Matching is intended, this feature can be turned off on GUAINST. Uncheck the Online Matching Process Enabled checkbox to turn off Common Matching.

Banner form

Steps

Follow these steps to complete the process.

Access the Vendor Maintenance Form (FTMVEND).

Enter the General Person ID in the Vendor field if the person or company has already been set up in FOAIDEN, or if common matching is turned off click the Generate ID icon.

If generating a new ID, then is the vendor a person or a corporation?

IF	Then enter
Person	Last name, first name, middle name fields
Non Person	Corporation field

Perform the Next Block function.

Enter the date the vendor information is active in the Start Date field.

Leave the Termination Date field blank.

Select BU in the Address Type Code field and 1 (one) in the Sequence Number field in both the Procurement and Accounts Payable default fields in the Address Defaults block.

If the Accounts Payable address is different from the Procurement address, select 2 in the Accounts Payable Sequence Number field.

Note: If you do not assign a Type Code to the A/P Default address, Banner will assume the address is the same as the PO Default address. Actual addresses will be entered in step 28.

Enter a primary contact name in the Contact field.

Enter the telephone number in the Phone field.

Select Collects All Tax, in the Collects Taxes field.

Note: The field allows for the calculation and appropriate remittance of tax on purchases to the taxing authority if tax processing is turned on. Because of various tax jurisdictions, Banner allows the user to specify Collects All Taxes for the vendors who collect taxes for which your institution is subject, Collects No Taxes for the vendors who do not collect any taxes, and Collects Selected Taxes for the vendors who collect selected taxes. Collects Selected Taxes allows the user to list the taxes collected in the Taxes Collected window.

Leave the Owner ID field blank.

Note: This field is used when the vendor you are creating is a D.B.A. (doing business as), or when the vendor shares a 1099 Tax ID with the parent company.

The owner ID must have been created previously on the vendor table. If you enter an Owner ID, the Tax ID for the parent vendor will default in the Tax ID field on the Vendor Header Additional Information window.

Select a discount code in the Discount Code field.

If you wish to put a Purchase Order Hold or a Payment Hold on this vendor, select the Hold code for either Order Hold Code or Payment Hold Code.

Click the Save icon.

Select the Additional Information tab.

Enter the tax id number in the Tax ID field.

Note: If a value is entered here, Banner displays the Tax ID on the Invoice/Credit Memo Form (FAAINVE), which you can override. If you do not enter a Tax ID here, you can enter the ID on an individual invoice.

Double-click on the Income Type field, and select an income type.

Note: Banner requires you to enter an Income Type when a Tax ID is entered. This identifies the income classification for 1099 reporting.

Leave the withholding percentage blank in the Federal Withholding field.

Leave the withholding percentage blank in the State Withholding field.

Note: Withholdings deduct the appropriate amount from the vendor’s check and create a liability for the remittance to the taxing authority. (Tax processing does not need to be turned on.)

Before using the withholding fields, be sure to specify the liability account as a Posting Modifier for the G010 process code in Rule Classes “DDWI – Federal Withholding,” “DTWI - State Withholding,” “CDWI – Federal Withholding on Cancel Check” and “CTWI – State Withholding on Cancel Check.”

Select BU in the Address Defaults Type Code field and 1 (one) in the Sequence Number field in the 1099 Information block.

Note: This field provides the ability to specify a default address to be used for 1099 reporting purposes. If a value is not provided in this field, the Default A/P address will be used for 1099 reporting purposes.

Enter the proper Currency code if this is a foreign vendor or disbursing agent in the Base Currency field.

Select the Domestic, Foreign, or None radio buttons that describes the Carrier.

Select the In State, Out of State, or None radio button as the State Indicator that describes the vendor.

Select a payment option in the Invoice Grouping field.

Note: The valid choices are One invoice per check or Many invoices per check.

Click the Save icon.

Select the Vendor Types tab.

Double-click in the Code field to select all vendor types that apply.

Click the Save icon.

Select the Address tab.

Enter BU in the Address Type field.

Enter 1 in the Sequence Number field

Enter the address in the Address field.

Enter or edit the city in the City field.

Double-click in the State or Province field, and select a state.

Click the Search icon in the Zip or Postal Code field, and select a zip or postal code.

Tip: Clicking the Search icon in the Zip or Postal Code field, and selecting a zip or postal code from GTVZIPC will automatically populate the City, State, and Zip or Postal Code fields.

Double-click in the Phone Type field, and select BU from the list.

Enter or edit a phone number.

Note: Do not enter dashes in the phone number.

Perform an Insert Record function to enter a second address.

Note: Use the same Address Type code, but enter 2 in the Sequence Number field.

Click the Save icon.

Click the Exit icon.

Setting Up 1099 Reporting

Introduction

The 1099 Income Type Code Maintenance Form (FTMITYP) lists income classifications to use with the U.S. Government 1099 form.

This form is display only and will be updated by a mandatory release if the U.S. Government adds any income types for 1099 reporting.

Banner form

Introduction

Use the 1099 MISC Magnetic Tape Transmitter Data Form (FOA1099) to enter transmitter and institutional details to be used for the electronic transmission of 1099 data to the U.S. Government.

New enhancements have been made to the Accounts Payable module of Banner Finance 8.7 to provide the ability to perform 1099 reporting for multiple reporting entities.

If your institution does not need to report more than one entity, you should still review the 1099 Transmitter Data Form (FOA1099) after you have upgraded to Finance 8.7. The upgrade will set your pre-existing single FOA1099 record as your default TIN. Review the migration script section for the multi-entity enhancement with action items even for single-entry processing.

For 1099 reporting purposes, each reporting entity typically has a separate Institution TIN assigned by the Internal Revenue Service (IRS).

For example, a commonly occurring example of a 1099-reporting requirement for reporting entities may be:

University

Foundation

Alumni Association (or other related entity)

The payer definition of each reporting entity will vary from customer to customer, based on the various legal entities that the customer manages within the customer’s installation of Banner Finance. Finance 8.7 provides the ability to create and maintain payer definitions by:

Chart

Chart and Bank

This enables the user to choose the reporting entity for which 1099 reporting needs to be done.

Banner form

Steps

Follow these steps to complete the process.

Access the 1099 MISC Magnetic Tape Transmitter Data Form (FOA1099).

Enter the institution’s 9 digit tax identification number in the Institution’s TIN field.

Check the Foreign Indicator checkbox if the institution is not a U.S. resident.

Enter in the Institution’s Name field the name of the institution (payer) associated with the TIN reported.

Enter in the Mailing Address fields the address of the institution (payer) associated with the TIN reported.

Enter in the Contact Phone field the telephone number of the institution’s contact person.

Enter in the Name Control field the Name Control Code which is obtained from the mail label on the package sent containing instructions for paper filing that is mailed to most payers each December.

Enter in the Office Code field the optional designation for the office submitting the information return, which is used for B record processing.

Perform a Next Block function to navigate to the Transmitter Information block.

Enter the transmitter’s 9 digit tax identification number in the Transmitter’s TIN field.

Check the Foreign Indicator checkbox if the transmitter is not a U.S. resident.

Enter in the Transmitter Control Code field the 5 character alphanumeric Transmitter Control Code (TCC) assigned by the IRS.

Enter in the Transmitter Company Name field the name of the company where the correspondence should be sent or media returned due to processing problems.

Enter in the Mailing Address fields the address where the correspondence should be sent or media returned due to processing problems.

Enter in the Transmitter Name field the name of the transmitter as it is used in normal business.

Enter in the Contact Name field the name of the person who is to be contacted if the IRS encounters processing problems.

Enter in the Phone field the telephone number of the person to contact regarding electronic files.

Enter in the Email field the email address of the person to contact if the IRS encounters processing problems.

Perform a Next Block function to navigate to the Payer Definition for Institution TIN block.

For each set of Institution TIN and Transmitter TIN, enter the chart code in the Chart field.

Enter the Bank code in the Bank field.

Click the Save icon.

Self Check

Directions

Use the information you have learned in this workbook to complete this self check activity.

Question 1

The Accounts Payable Table Maintenance Menu contains forms needed for Accounts Payable setup.

True or False

Question 2

Vendor discount rates applicable to your organization are established on the Discount Terms Maintenance Form (FTMDISC).

True or False

Question 3

What form is used to establish ACH account information for recipients?

Answer Key for Self Check

Question 1

The Accounts Payable Table Maintenance Menu contains forms needed for Accounts Payable setup.

True

Question 2

Vendor discount rates applicable to your organization are established on the Discount Terms Maintenance Form (FTMDISC).

True

Question 3

What form is used to establish ACH account information for recipients?

The Direct Deposit Recipient Form (GXADIRD)

Day-to-Day Operations

Section goal

The purpose of this section is to explain the day-to-day or operational procedures to handle accounts payable procedures at your institution.

Objectives

In this section you will learn how to

create invoices and credit memos

cancel invoices and credit memos

match invoices with receiving documents

work with queries

produce and cancel checks

run a batch check process

run a batch direct deposit (ACH) process

reconcile bank transactions

pay invoices by check and direct deposit

work with 1099 reports.

Process Introduction

About the process

The process includes processing invoices online, as well as processing credit memos, recurring payables, and invoice consolidations for vendors.

The system allows you to view, hold, and cancel invoices at any time.

Note: There are two kinds of holds in Accounts Payable:

Vendor on Payment Hold, which will prevent any payments from being generated to that vendor until the hold is released.

Invoice Hold, which will keep a particular Invoice from being paid.

Either hold can be overridden on the Payment Control Form (FAAPAYC).

Permission to override Vendor Payment Holds is granted on the User Profile Maintenance Form (FOMPROF).

The Accounts Payable system is fully integrated with the General Ledger module.

At each step in the process, the system automatically creates operating and general ledger entries.

The system will produce vendor checks and direct deposit remittances as well as a bank tape for direct deposit transmission.

Flow diagram

This diagram highlights the processes used to perform accounts payable-related tasks.

What happens

The stages of the process are described in this table.

Stage	Description
Accounts Payable
1	Receives invoice from vendor.
Budget Manager
2	Reviews invoices, signs and returns to AP
Accounts Payable
3	Matches invoice to PO number.
4	Enters invoices for payment.
5	If receiving/matching is turned on, the invoice is matched to the received items recorded into the system and posted.
6a	Batches payable invoices for check run. (The system batches automatically.)
6b	Notifies Finance Office of cash required for check run.
Finance Office
7a	Gives approval.
7b	Ensures that funds are available.
Accounts Payable
8a	Generates checks and direct deposit transactions.
8b	Sends check and direct deposit registers to Finance Office.
9	Performs monthly bank reconciliation.

Invoice/Credit Memo Overview

Types of invoices

Invoices are of three kinds:

Regular Invoices are invoices that liquidate, wholly or partially, a Purchase Order (created in FPAPURR).

General Encumbrance Invoices are invoices that liquidate, wholly or partially, a General Encumbrance document (created in FGAENCB).

Direct Pay Invoices are stand-alone documents, unrelated to any Purchase Order or encumbrance.

Banner form

The Invoice/Credit Memo Form (FAAINVE) is used to create invoices and credit memos.

Creating a Regular Invoice

Steps

Follow these steps to create a regular invoice that invoices the entire purchase order. In this exercise, it is assumed that a purchase order has been entered after receiving/matching has been turned on and receiving has already been processed against the purchase order to be paid.

Access the Invoice/Credit Memo Form (FAAINVE).

Assign an invoice number in the Document field, or TAB to the Multiple field, or enter Next to have Banner generate one.

Enter an ”R” or select Regular from the Invoice Type pull-down list to display the purchase order field.

Enter the purchase order (PO) number in the Purchase Order field to roll a previously completed, approved, and posted PO into the invoice.

Note: You can also query the existing purchase orders. You can only reference one Banner Finance PO number (a “P” number) per Banner accounts payable invoice number (an “I” number). The Vendor field is automatically populated from the PO.

Enter Y (Yes) in the Invoice All field.

Note: It is best to only use this option if the invoice pays the purchase order in its entirety and for the total amount of the purchase order.

Perform a Next Block function to access the Invoice/Credit Memo Header window.

Invoice/Credit Memo Header window fields

Steps – Invoice/Credit Memo Header window

Follow these steps to continue the process.

Note: All of the header information is populated from a purchase order for a Regular invoice.

The Invoice Date and Transaction Date fields default the System Date, but it can be changed.

The Document Accounting checkbox indicates whether document level accounting is activated. If checked, it is activated and cannot be changed.

Do you want the payment for this Check to be paid to a vendor other than the vendor listed in the Vendor field? If yes, enter that vendor’s ID code in the Check Vendor field.

The Address Code, Sequence Number, Address, and Discount Code fields are populated from the Vendor Table (FTMVEND). You can also override these fields.

Enter the payment due date in the Payment Due field (required field).

Enter in A1 in the Bank field.

Note: If a Bank code is entered in the Bank Code field on the Invoice Header, all accounting sequences for the invoice must have the same bank code..

If a bank code is not entered in the Bank Code field on the Invoice Header window, then each accounting sequence can have a different bank code on the Invoice Accounting.

If the bank code is changed on the Invoice Header, all bank codes on all accounting sequences will be updated to the new bank code.

If a bank code is entered on the Invoice Header and a different bank code is entered on the Accounting Sequence window, an error will occur when completing the invoice.

If appropriate, check the 1099 Vendor checkbox if you want to include this invoice in 1099 reporting. This field defaults from the Vendor Maintenance Form (FTMVEND).

Enter the vendor’s invoice number in the Vendor Invoice Number field.

Note: The Vendor Invoice Number field is the major ‘duplicate checking’ edit for Banner invoices. It is not required on non-multiple invoices, but a policy enforcing the entry of this field (and standards for supplying information for this field in the absence of a standard Vendor Invoice #) is recommended.

Perform a Next Block function to access the Commodity Information screen.

Commodity Information-Regular window fields

Steps – Commodity Information-Regular window

Follow these steps to continue the process.

The following is already populated:

The Commodity, Description, U/M, and Ordered fields are populated from the PO.

Note: If you click the Add Commodity checkbox, this will create a commodity on the Commodity Maintenance Form (FTMCOMM). This form displays the updated Commodity code overwritten description, if one exists. This allows you to see information when both the Commodity code, as well as a specific description other than the description stored in the table, have been entered.

The Prev Invoiced field displays the amount of all invoices that are in approvals, in the matching process and that have been posted against the PO. Invoices will not be included in the Prev Invoiced field if the following occurs:

The PO or encumbrance has not been posted or is closed.

The PO has been cancelled.

The document referencing a blanket order is not complete or is terminated.

The Accepted fields reflect the net amount of goods received less rejected through the receiving process.

Note: If there is no receiving done on this invoice, the accounts payable person is able to enter the amount received in the Accepted field. Please make sure the accepted amount matches the Invoiced and Approved fields.

The Invoiced, and Approved fields will match the amount in the Ordered field, because invoice all was selected at the beginning of the invoice.

Note: If you are processing a standing purchase order, there are no Quantity and Unit Price fields. The Amount column is required and is particularly helpful when processing payments for services rather than goods ordered in a quantity.

The amount in the Approved Extended Price field is calculated by the value of the Approved Quantity field times the value of the Unit Price field, and is not updateable.

If appropriate, enter an amount in the Discount amount field if a Discount code has not been entered on the header of the document.

If appropriate, enter an amount in the Additional amount field for items such as shipping cost.

Note: If the amount is a negative number it cannot exceed the total amount to be paid for the invoice since an invoice must net to zero or greater.

Confirm the Net amount field is accurate. It displays the calculation of the Discount amount, Additional amount, and Approved Extended Price fields.

If appropriate, enter a Y in the Override Tolerance to approve any overage amount by commodity in the invoice.

Note: only users who have authority to do so on the FOMPROF form can pay more than what was the purchase order amount.

if appropriate, enter a Y in the Hold indicator field to place a payment hold on this commodity. It can be released through the Payment Control Form (FAAPAYC).

Review the Last Receiver indicator. It displays the status from the receiving process. It will display F if receiving was marked as final for this commodity. It will display P if it has been marked as partial, allowing additional items to be received. It will be blank if no receiving has been done. This field will allow you to make a more informed decision about whether the Final Payment indicator should be marked F (Final).

Enter F in the Final Payment indicator to denote this is the last and final payment for the quantity outstanding for this commodity.

Note: The Final Payment indicator must be set to F for each commodity in order to close (liquidate) the purchase order in its entirely. If one indicator is left blank on one commodity of the purchase order, the purchase order will remain open even if the total cost of the purchase order is for zero dollars.

Review the Suspense field. A Y (Yes) in the Suspense field indicates the document cannot be completed at this time.

If there is a Y (Yes) in the Text Exists field, select Purchase Order Item Text from the Options menu.

Result: This calls the Procurement Text Entry Form (FOAPOXT).

Text – Purchase Order Item Text

The Procurement Text Entry Form (FOAPOXT) allows you to review text that has been entered for the purchase order. Modifications or updates are not allowed on this form when called from the Invoice/Credit Memo Form (FAAINVE).

Click Exit to exit this form and return to the Commodity Information-Regular window of the Invoice/Credit Memo Form (FAAINVE) when you are finished reviewing the information.

Uncheck the Access Completion checkbox

Perform a Next Block function to access to review the Invoice Accounting Distribution window.

Steps – Invoice Accounting Distribution Information window

Follow these steps to continue the process.

Note: The COA, Fund, Orgn, Acct, Prog, and Accounting amount fields are populated from the purchase order for a Regular Invoice type.

The Bank and Commodity totals are populated from the earlier parts of the invoice.

Perform a Next Block function to go to the Balancing Completion screen.

Steps – Balancing/ Completion window

Follow these steps to complete the process.

A pop up box appears indicating that the invoice will be set to receipt required because it was required on the purchase order and not on the invoice and Banner always will take the most restrictive indicator. Click the OK button

Review the Status field. The Status field will show BALANCED if the Approved, Discount and Additional amounts are balanced across the Header, Commodity and Accounting tables.

Note: If you are not finished with processing this invoice and need to leave the form, click on the In Process icon to exit the form - you can return later, so record your Invoice Number.

Click the Complete icon.

Note: The document is marked complete and forwarded to the matching process.

If approvals are on, then the document is forwarded to the approval process first before going to the matching process.

If approvals are off and receiving matching is not required the document will go straight to posting.

Steps – Procedure 2 – enter another regular invoice

Follow these steps to create a regular invoice that selects items from the entire purchase order. In this exercise, it is assumed that a purchase order has been entered after receiving/matching has been turned on and receiving has already been processed against the purchase order to be paid.

Access the Invoice/Credit Memo Form (FAAINVE).

Assign an invoice number in the Document field, or TAB to the Multiple field, or enter Next to have Banner generate one.

Enter an ”R” or select Regular from the Invoice Type pull-down list to display the purchase order field.

Enter the purchase order (PO) number in the Purchase Order field to roll a previously completed, approved, and posted PO into the invoice.

Note: You can also query the existing purchase orders. You can only reference one Banner Finance PO number (a “P” number) per Banner accounts payable invoice number (an “I” number). The Vendor field is automatically populated from the PO.

Enter Y (Yes) in the Select PO Item field.

Perform a Next Block function to access the Invoice/Credit Memo PO Selection Form (FAQINVP).

Banner form

The Invoice/Credit Memo PO Selection Form (FAQINVP) is used to select PO commodity items to be paid on an invoice or credit memo. This form can only be accessed from form FAAINVE and cannot be accessed directly.

Steps – FAQINVP form

Follow these steps to continue the process.

You may click invoice all to select all the commodities listed below or perform a Next Block function to access the Commodity block to select specific commodity items.

If you performed a next block function, click the Add checkbox next to each commodity item you want to select for invoicing.

Click the Save icon.

Click the Exit icon to return to the Invoice/Credit Memo Form FAAINVE.

Steps – Invoice/Credit Memo Header window

Follow these steps to continue the process.

Note: All of the header information is populated from a purchase order for a Regular invoice.

The Invoice Date and Transaction Date fields default the System Date, but it can be changed.

The Document Accounting checkbox indicates whether document level accounting is activated. If checked, it is activated and cannot be changed.

Do you want the payment for this Check to be paid to a vendor other than the vendor listed in the Vendor field? If yes, enter that vendor’s ID code in the Check Vendor field.

The Address Code, Sequence Number, Address, and Discount Code fields are populated from the Vendor Table (FTMVEND). You can also override these fields.

Enter the payment due date in the Payment Due field (required field).

Enter in A1 in the Bank field.

Note: If a Bank code is entered in the Bank Code field on the Invoice Header, all accounting sequences for the invoice must have the same bank code.

If a bank code is not entered in the Bank Code field on the Invoice Header window, then each accounting sequence can have a different bank code on the Invoice Accounting.

If the bank code is changed on the Invoice Header, all bank codes on all accounting sequences will be updated to the new bank code.

If a bank code is entered on the Invoice Header and a different bank code is entered on the Accounting Sequence window, an error will occur when completing the invoice.

If appropriate, check the 1099 Vendor checkbox if you want to include this invoice in 1099 reporting. This field defaults from the Vendor Maintenance Form (FTMVEND).

Enter the vendor’s invoice number in the Vendor Invoice Number field.

Note: The Vendor Invoice Number field is the major ‘duplicate checking’ edit for Banner invoices. It is not required on non-multiple invoices, but a policy enforcing the entry of this field (and standards for supplying information for this field in the absence of a standard Vendor Invoice #) is recommended.

Perform a Next Block function to access the Commodity Information screen.

Commodity Information-Regular window fields

Steps – Commodity Information-Regular window

Follow these steps to continue the process.

The following is already populated:

The Commodity, Description, U/M, and Ordered fields are populated from the PO.

Note: If you click the Add Commodity checkbox, this will create a commodity on the Commodity Maintenance Form (FTMCOMM). This form displays the updated Commodity code overwritten description, if one exists. This allows you to see information when both the Commodity code, as well as a specific description other than the description stored in the table, have been entered.

The Prev Invoiced field displays the amount of all invoices that are in approvals, in the matching process and that have been posted against the PO. Invoices will not be included in the Prev Invoiced field if the following occurs:

The PO or encumbrance has not been posted or is closed.

The PO has been cancelled.

The document referencing a blanket order is not complete or is terminated.

The Accepted fields reflect the net amount of goods received less rejected through the receiving process.

Note: If there is no receiving done on this invoice, the accounts payable person is able to enter the amount received in the Accepted field. Please make sure the accepted amount matches the Invoiced and Approved fields.

In the Invoiced Quantity field, key in how many units are on the vendor’s invoice for this commodity.

In the Invoiced Unit Price field, key in the unit price as indicated on the vendor’s invoice for this commodity.

In the Approved Quantity field, key in how many units the university is going to pay the vendor for this commodity.

In the Approved Unit Price field, key in the unit price the university is going to pay this vendor for this commodity.

If appropriate, enter an amount in the Discount amount field if a Discount code has not been entered on the header of the document.

If appropriate, enter an amount in the Additional amount field for items such as shipping cost.

Note: If the amount is a negative number it cannot exceed the total amount to be paid for the invoice since an invoice must net to zero or greater.

Confirm the Net amount field is accurate. It displays the calculation of the Discount amount, Additional amount, and Approved Extended Price fields.

If appropriate, enter a Y in the Override Tolerance to approve any overage amount by commodity in the invoice.

Note: only users who have authority to do so on the FOMPROF form can pay more than what was the purchase order amount.

if appropriate, enter a Y in the Hold indicator field to place a payment hold on this commodity. It can be released through the Payment Control Form (FAAPAYC).

Review the Last Receiver indicator. It displays the status from the receiving process. It will display F if receiving was marked as final for this commodity. It will display P if it has been marked as partial, allowing additional items to be received. It will be blank if no receiving has been done. This field will allow you to make a more informed decision about whether the Final Payment indicator should be marked F (Final).

Enter in an F in the Final Payment indicator to denote this is the last and final payment for the quantity outstanding for this commodity.

Note: The Final Payment indicator must be set to F for each commodity in order to close (liquidate) the purchase order in its entirely. If one indicator is left blank on one commodity of the purchase order the purchase order will remain open even if the total cost of the purchase order is for zero dollars.

Review the Suspense field. A Y (Yes) in the Suspense field indicates the document cannot be completed at this time.

Perform a Next Block function to go to the Balancing Completion screen.

Steps – Balancing/ Completion window

Follow these steps to complete the process.

A pop up box appears indicating that the invoice will be set to receipt required because it was required on the purchase order and not on the invoice and Banner always will take the most restrictive indicator.

Review the Status field. The Status field will show BALANCED if the Approved, Discount and Additional amounts are balanced across the Header, Commodity and Accounting tables.

Note: If you are not finished with processing this invoice and need to leave the form, click on the In Process icon to exit the form - you can return later, so record your Invoice Number.

Click the Complete icon.

Note: The document is marked complete and forwarded to the matching process.

If approvals are on, then the document is forwarded to the approval process first before going to the matching process.

If approvals are off and receiving matching is not required the document will go straight to posting.

Consolidating Vendor Invoices

Introduction

The purpose of consolidating vendor invoices is to pay more than one vendor invoice on a Banner invoice. Vendor invoice numbers are entered on the Vendor Invoice Consolidation Form (FACICON). This feature of consolidating vendor invoices can be used on regular and direct pay invoices; however, you cannot process a Banner invoice against a standing purchase order while using the VIC functionality.

Steps

Follow these steps to create a regular invoice that uses the consolidating vendor invoice feature. In this exercise, it is assumed that a purchase order has been entered after receiving/matching has been turned on and receiving has already been processed against the purchase order to be paid.

Access the Invoice/Credit Memo Form (FAAINVE).

Assign an invoice number in the Document field, or TAB to the Multiple field, or enter Next to have Banner generate one.

Check the Multiple check box

Enter an ”R” or select Regular from the Invoice Type pull-down list to display the purchase order field.

Enter the purchase order (PO) number in the Purchase Order field to roll a previously completed, approved, and posted PO into the invoice.

Note: You can also query the existing purchase orders. You can only reference one Banner Finance PO number (a “P” number) per Banner accounts payable invoice number (an “I” number). The Vendor field is automatically populated from the PO.

Perform a Next Block function to access the Invoice/Credit Memo Header window.

Invoice/Credit Memo Header window fields

Steps – Invoice/Credit Memo Header window

Follow these steps to continue the process.

Note: All of the header information is populated from a purchase order for a Regular invoice.

The Invoice Date and Transaction Date fields default the System Date, but it can be changed.

The Document Accounting checkbox indicates whether document level accounting is activated. If checked, it is activated and cannot be changed.

Do you want the payment for this Check to be paid to a vendor other than the vendor listed in the Vendor field? If yes, enter that vendor’s ID code in the Check Vendor field.

The Address Code, Sequence Number, Address, and Discount Code fields are populated from the Vendor Table (FTMVEND). You can also override these fields.

Enter the payment due date in the Payment Due field (required field).

Enter in A1 in the Bank field.

If appropriate, check the 1099 Vendor checkbox if you want to include this invoice in 1099 reporting. This field defaults from the Vendor Maintenance Form (FTMVEND).

Confirm that the word Multiple is in the in the Vendor Invoice Number field.

Perform a Next Block function to access the Vendor Invoice Consolidation Form.

Banner form

FACICON form fields

The table shows fields and descriptions you should know when completing the exercise that follows.

Field	Description
Vendor Invoice Date	Field that is automatically populated by the system but you can change it.
Invoice All	Function that is only available when processing a Regular pay invoice, and allows you to select all items on a purchase order for a specific vendor invoice to be paid by this Banner invoice.
Vendor Invoice Total	Field that keeps a running total of the specific vendor invoice you are currently working on.
Document	Field that displays the Banner Finance accounts payable invoice number (an “I” number) that has been generated by this process.
Document Total	Field that displays the document total of all vendor invoices entered so far for the entire Banner invoice document (“I” number), not just one specific vendor invoice.
PO Number	Field that is populated only when processing a Regular pay invoice, and displays the Banner Finance purchase order number (a “P” number) that is referenced. You can only reference one Banner Finance purchase order number per Banner accounts payable invoice number (an “I” number), even when using the VIC functionality.
Counter	Function which shows which vendor invoice number you are on, based on the total number of vendor invoices entered. If only one vendor invoice number has been entered, this will display 1 of 1.
Accepted Quantity	Field that may be entered, or if online receiving is being used, the field will display the value received to date.
U/M (Unit of Measure)	Field that automatically populates from the purchase order.
Unit Price	Field that can be updated.
Approved Amount	Field value is the value of the Accepted Quantity field times the value of the Unit Price field, which is calculated and not updateable.
Ordered, Previous Invoiced, and Currently Invoiced	Fields that are helpful when making a decision about what amounts should be approved for payment.

Ordered, Previous Invoiced, and Currently Invoiced	Fields that are helpful when making a decision about what amounts should be approved for payment.
Ordered	Field that displays the amount ordered on the purchase order.
Previously Invoiced	Field that displays the amount of all completed and approved invoices that have been posted so far.
Currently Invoiced	Field that shows the amount that exists on the current invoice, or Banner Finance Accounts Payable document (“I” number) that you are processing at this time.
Tolerance Override	Field that allows you to enter a tolerance override when using invoicing tolerances.
Discount Amount	Field that is updateable if a Discount code has not been entered on the header of the document.
Tax Group	Field populated from the purchase order, but can be updated here.
Tax Amount	Field calculated based on the Tax Group entered and the Approved Amount.
Net Amount	Field that displays the calculation of the Discount Amount, Tax Group, and Tax Amount fields.

Steps – Vendor Invoice Consolidated Form

Follow these steps to complete the process. Review the tables on the previous pages as necessary.

Enter a specific vendor invoice number in the Vendor Invoice field on the Vendor Invoice Consolidation Form (FACICON).

Perform a Next Block function to select the items you want to include in your payment.

Select the items by clicking on the appropriate Add checkbox.

Note: If you uncheck an Add checkbox, the item would be deselected from the invoice, and any information previously entered for that item will be lost.

As you perform a Next Field function (or Tab) through the fields, they will automatically update.

The Approved Quantity field is required, and must be populated with a value equal to or greater than one (1).

Note: As you continue to navigate through the fields, the Final Payment indicator is displayed.

Do you want to mark this for final payment?

If yes, enter F in the field.

Notes: The Last Receiver indicator will display F if the receiver has been marked final, or P if it has not. You can see the cumulative totals in the Vendor Invoice Total Amounts block. This displays the total Approved, Discount, Additional, Tax Amount, and Net Amount for all items entered for this selected vendor invoice.

Do you want to enter another vendor invoice?

If yes, perform a Previous Block function to go back to the Vendor Invoice Information block.

Perform a Next Record function to insert a new vendor invoice, and fill in the required information of vendor invoice number and date.

Perform a Next Block function to select the items to include on the vendor invoice.

When all vendor invoices are complete, perform a Next Block function to access the Balancing/Completion window.

Steps – Balancing/ Completion window

Follow these steps to complete the process.

A pop up box appears indicating that the invoice will be set to receipt required because it was required on the purchase order and not on the invoice and Banner always will take the most restrictive indicator. Click the OK Button.

Review the Status field. The Status field will show BALANCED if the Approved, Discount and Additional amounts are balanced across the Header, Commodity and Accounting tables.

Note: If you are not finished with processing this invoice and need to leave the form, click on the In Process icon to exit the form - you can return later, so record your Invoice Number.

Change the Receipt Required field to No Receipt Required

Note: The ability to override the receipt required field on a invoice is established on FOMPROF.

Click the Complete icon.

Note: The document is marked complete and forwarded to the matching process.

(Continued from previous page)

If approvals are on, then the document is forwarded to the approval process first before going to the matching process.

If approvals are off and receiving matching is not required the document will go straight to posting.

Creating a General Encumbrance Invoice

Steps

Follow these steps to create a General Encumbrance invoice.

Access the Invoice/Credit Memo Form (FAAINVE).

Note: The Vendor Invoice Consolidation process is not allowed on General Encumbrance invoices.

Assign an invoice number in the Document field, or TAB to the Multiple field, or enter Next to have Banner generate one.

Enter an ”G” or select General Encumbrance from the Invoice Type pull-down list to display the purchase order field.

Enter your encumbrance number in the Encumbrance field.

Note: You can also query the existing general encumbrances. You can only reference one Banner Finance General Encumbrance number (an “E” number) per Banner accounts payable invoice number (an “I” number).

Enter a valid vendor in the Vendor field or use the search icon to select one.

Perform a Next Block function to access the Invoice/Credit memo Header.

Complete the required fields.

Perform a Next Block function to access the Commodity Info – Direct Pay General Encumbrance

Notice the Commodity field is filled in with “COMMODITY FROM GEN. ACCTG. ENC”.

Note: You may leave this defaulted commodity or replace it with your own.

The Approved Amount is filled in for the total amount of the General Encumbrance.

Note: You may leave this defaulted amount or replace it with your own

If appropriate, enter values in the Discount Amount, and/or the Additional Amount fields.

Perform a Next Block Function

Complete the invoice.

Creating Direct Pay Invoices

Steps

Follow these steps to create a Direct Pay invoice using document level accounting.

Access the Invoice/Credit Memo Form (FAAINVE).

Note: The Vendor Invoice Consolidation process is allowed on a direct pay invoice.

Assign an invoice number in the Document field, or TAB to the Multiple field, or enter Next to have Banner generate one.

Enter a valid vendor in the Vendor field or use the search icon to select one.

Perform a Next Block function to access the Invoice/Credit memo Header.

Complete the required fields.

Note: Make sure the Document Accounting checkbox is checked to enable document accounting.

Perform a Next Block function to access the Commodity Info – Direct Pay General Encumbrance

Enter the commodity and its related amount as appropriate.

Note: You may use the next record function to add more commodities to the invoice.

Perform a Next Block function. This will access the Invoice Accounting Distribution window of the Invoice/Credit Memo Form (FAAINVE).

Enter the values in the COA, Fund, Orgn, Acct, Prog fields as well as accounting distributions.

Note: The commodity totals are populated from the Commodity Information window.

Perform a Next Block function.

Complete the invoice by clicking Complete if all the appropriate levels are balanced.

Steps – Procedure 2 – enter another invoice

Follow these steps to create a Direct Pay invoice using commodity level accounting.

Access the Invoice/Credit Memo Form (FAAINVE).

Note: The Vendor Invoice Consolidation process is allowed on a direct pay invoice.

Assign an invoice number in the Document field, or TAB to the Multiple field, or enter Next to have Banner generate one.

Enter a valid vendor in the Vendor field or use the search icon to select one.

Perform a Next Block function to access the Invoice/Credit Memo Header.

Uncheck the Document Accounting checkbox to enable commodity level accounting.

Enter in the rest of the required fields on the Invoice/Credit Memo Header.

Perform a Next Block function to access the Commodity Info – Direct Pay General Encumbrance

Enter only one commodity and its related amount.

Perform a Next Block function. This will access the Invoice Accounting Distribution window of the Invoice/Credit Memo Form (FAAINVE).

Enter the values in the COA, Fund, Orgn, Acct, Prog fields as well as accounting distributions.

Note: The commodity total for the first commodity is populated from the Commodity Information window.

If another commodity needs to be entered, then return to the Commodity Info – Direct Pay General Encumbrance by performing a Previous Block function and repeating steps 8-10.

Perform a Previous Block function

When all commodities and accounting distributions are entered, Perform a Next Block function to access Balancing Completion.

Complete the invoice by clicking Complete if all the appropriate levels are balanced.

Creating a Credit Memo

Introduction

An invoice becomes a credit memo if you check the Credit Memo box in the Document Indicators window. This reverses postings for this invoice.

Steps

Follow these steps to create a credit memo.

Enter information as you would for a Regular or Direct Pay invoice. If you choose Regular, select an open purchase order.

Note: You cannot enter a credit memo against a closed purchase order on a Regular invoice. Instead, use a Direct Pay invoice.

Perform a Next Block function to navigate to the Invoice/Credit Memo Header window.

Check the Credit Memo box.

Fill in the rest of the header; the Payment Due and Bank Code fields are required.

Note: Once you have checked the Credit Memo box and navigated to the next block it is NOT possible to navigate back and uncheck.

Access the Direct Pay/General Encumbrance block.

Enter a positive amount.

Notes: Since this is now a credit memo, Banner reverses all accounting entries.

All remaining windows for credit memos are the same as the corresponding windows for Regular invoices.

Complete this credit memo as you would an invoice by clicking Complete in the Balancing/Completion window.

Entering a One-Time Vendor

Introduction

Most invoices use a vendor that has already been entered on the Vendor Maintenance Form (FTMVEND). FTMVEND allows you to maintain recurring vendor information. However, you can enter a one-time vendor on the Invoice/Credit Memo Form (FAAINVE) without an existing vendor ID number. Banner requires the vendor’s address, but does not keep a vendor history for this vendor.

One-time vendors cannot collect selected taxes, be paid in foreign currency, or be paid as a 1099 vendor. Do not attempt to use multiple invoice functionality when using a one-time vendor.

Steps

Follow these steps to enter a one-time vendor.

Access the Invoice/Credit Memo Form (FAAINVE).

Complete the required information for the type of invoice you are creating.

Leave the Vendor field blank and go to the Vendor Name field and enter the vendor name to indicate a one-time vendor.

Note: The absence of a code in the Vendor field signals FAAINVE to handle all the updates and restrictions appropriately.

Perform a Next Block function to access the Invoice/Credit Memo Header window.

Go to the Check Vendor Address fields.

Enter the check vendor’s address information.

Note: All remaining windows for one-time vendors are the same as the corresponding windows for Regular invoices.

Recurring Payable

Introduction

There are times when it is convenient to set up a recurring payable. The recurring payable can be set up to pay for a specified timeframe up to 9,999 times! Setting up a recurring payable is a two-step process. The Banner invoice needs to be marked as a recurring payable, then the timeframe of when this recurring payable is to be paid will be defined on Recurring Payables (FAARUIV).

Banner form

Steps - Procedure 1

Follow these steps to complete the process.

Access the Invoice/Credit Memo Form (FAAINVE).

Complete the required information for the type of invoice you are creating.

Perform a Next Block function

Complete the required information in the Invoice/Credit Memo Header

Select View Document Indicators from the Options Menu.

Check the Recurring checkbox.

Click the Close button.

Perform a Next Block function

Complete the rest of the invoice as normal.

Steps - Procedure 2

Follow these steps to complete the process.

Access the Recurring Payables Form (FAARUIV).

Locate the recurring invoice you just processed in the previous section.

If appropriate, enter the number of days between payments in the Submission Days field.

Note: If you use this option, then you leave the Submission Indicator field blank.

If appropriate, select a payment time-frame in the Submission Indicator field.

Note: If you use this option, then you leave the Submission Days field blank.

Fill in today’s date in the Next Submission Date.

Note: This field is updated automatically by Banner once the recurring payable process is started.

Enter in the appropriate number of times you want this invoice to be paid automatically in the Maximum Submission field.

Note: Banner automatically updates the Submission to Date field. If you want to stop a recurring payable early, then make the Maximum Submission number match the Submission to Date number.

Click the Save icon.

Click the Exit icon.

Canceling an Invoice

Introduction

Use the Invoice/Credit Memo Cancel Form (FAAINVD) to cancel invoice/credit memos that have been completed, approved, and posted within the Accounts Payable module. Cancellation will effectively reverse the posting of the original invoice.

Banner form

Reestablishing the payable

Note that when canceling a Banner invoice, you will have to decide whether or not you wish to reestablish the payable. This will depend upon the circumstances of the cancellation. That is, if the invoice is being cancelled because it was simply an incorrect or duplicate payment, you may not want to reestablish the payable. Your cancellation will reverse the original posting, and that will be the end of it. However, if you merely wish to correct something on the invoice, you will want to reestablish the payable. If you reestablish the payable, the invoice will be reopened in an incomplete status, so that you can make your corrections without reentering the whole document. When you complete the invoice, it will post again and be ready to generate another check.

Steps - Procedure 1

Follow these steps to complete the process.

Access the Invoice/Credit Memo Cancel Form (FAAINVD).

Enter the invoice you want to cancel.

Perform a Next Block function.

Note: The invoice’s information is displayed.

Select Access Cancel Date from the Options menu.

Note: The Cancel Date window appears.

Click on the Re-establish Payable indicator, so that a checkmark displays in the box.

Note: The Cancel Date field is populated with the current date.

Select Process Cancellation from the Options menu to cancel the invoice/credit memo.

Click the Exit icon.

Steps - Procedure 2

Follow these steps to complete the process.

After you or your instructor run the posting process (FGRACTG), access the Invoice/Credit Memo Entry Form (FAAINVE).

Call up the invoice you just cancelled.

Modify any field on your invoice, then complete the document again.

Click the Exit icon.

Access the Document Retrieval Inquiry Form (FGIDOCR) after you or your instructor have run the posting process (FGRACTG).

Enter your invoice ID.

Perform a Next Block function.

Choose Access Document Postings from the Options menu to examine the postings for this invoice.

Click the Exit icon.

Receiving Matching Process

Introduction

Once you complete and approve an invoice and receipt required indicated on the invoice, then the FABMATC, Receiving Matching Process, must be to match the invoice to the receiving document. As successful match, invoice quantity matches the receiving document’s quantity will allow the invoice to move to posting. While invoices awaiting receiving or invoices with quantities less than or greater than the receiving document’s quantities will stay in the receiving matching process.

The invoices can be altered to match the receiving document by simply going back to FAAINVE, recalling the invoice and making the changes to the approved quantities.

Note: Receiving/Matching Status Query (FAIIREC) and Receiving/Matching Detail Query (FPIIREC) are two queries individuals can use to see if invoices have not matched to receiving documents that do not have access to the output from FABMATC.

Note: In Banner Finance 8.7 a new function for rolling unmatched invoices and unapproved documents to a new period. This new period can be the first period in the new fiscal year. See details in the Approvals Workbook under the section Using the Fiscal Period Document Roll Process.

Banner form

Steps

Follow these steps to run the receiving matching process (FABMATC).

Access the Receiving Matching Process Form (FABMATC).

Perform a Next Block function.

Enter DATABASE or use the Search icon to select the printer you where you want the report to print out in the Printer field.

Perform a Next Block function.

Perform a Next Block function.

Click the Save icon.

Review the output.

Click the Exit icon.

Altering Receiving Matching Status

Introduction

It is possible to change a requisition, purchase order, or invoice from receipt required to no receipt required and visa versa. Use Receipt Required Indicator (FPARRIM) to do so.

Banner form

Steps

Follow these steps to change a receipt required indicator.

Access the Receipt Required Indicator Form (FPARRIM).

Select the appropriate radio button (Requisition, Regular Purchase Order, or Regular Invoice)

Perform a Next Block function.

Perform an Execute Query function.

Find the appropriate document and switch the receipt required indicator.

Click the Save icon.

Click the Exit icon.

Finding Any Invoice or Credit Memo

Introduction

If you don’t know an Invoice number, you can easily look it up. You may need to find an incomplete Invoice from FAAINVE, or any kind of Invoice from FAAINVE. Clicking the Search arrow on either of these forms will take you to FAIINVL. You can also go to this form directly.

Banner form

Note: Once you select an option in the key block and Next Block, the form displays in query mode. You can Execute Query to see all Invoices that match the key, or you can enter data you want to match in any field and then Execute Query. If coming from FAAINVE or FAIINVE, you can highlight a line in the result and Select it to bring it back to the calling form.

Options

Open

Selects all invoices that have not been paid whether, complete, incomplete, approved or unapproved.

Paid

Selects all invoices that have been paid. These can be viewed on FAIINVE but not FAAINVE.

Suspense

Selects all invoices that are in suspense which means they are incomplete and usually have amounts disagreeing between commodity total and accounting total.

Invoice Hold

Selects all invoices that are in Invoice Hold (not Vendor Hold)

Cancelled

Selects all invoices that have been cancelled with FAAINVD

Querying Invoice/Credit Memos

Introduction

Once you complete and approve an invoice, you cannot query the information from the Invoice/Credit Memo Form (FAAINVE). Instead, use the Invoice/Credit Memo Query Form (FAIINVE). This form can also be used to query invoice forms that are still In Process.

Banner form

Steps

Follow these steps to complete the process.

Access the Invoice/Credit Memo Query Form (FAIINVE).

Enter the invoice/credit memo number you want to query in the Document field.

Note: You can click the Search icon to select a valid Invoice/Credit Memo number. If the document you are querying uses the Vendor Invoice Consolidation (VIC) functionality, the Multiple checkbox will be a checked.

Perform a Next Block function, or select Invoice Header from the Options menu to access the Invoice/Credit Memo Header window.

Querying Non-Vendor Invoice Consolidation (VIC) Invoices

Steps

Follow these steps to query non-vendor invoice consolidation (VIC) invoices. In this window, vendor address information is displayed.

Perform a Next Block function to go to the Commodity Information – Regular window if the document you are querying does not use the vendor invoice consolidation (VIC) functionality.

Notes: The Invoice/Credit Memo Inquiry Form (FAIINVE) provides the Commodity code overridden description functionality, and displays the information as entered on the purchase order. However, it does not provide the Original Commodity Description pop-up window as in the requisition, purchase order, and change order forms.

If you are querying a standing purchase order, the Quantity and Unit Price fields have been replaced with the Amount field, since a standing order only uses an amount.

The Last Receiver field stores the status of either “F” for final or “P” for Partial payment, which was the status when the invoice was completed.

Review the purchase order item text by selecting Purchase Order Item Text from the Options menu.

Note: This opens the Procurement Text Entry Form (FOAPOXT), and allows you to review text that has been entered on the purchase order.

Click Exit to exit this form and return to the Commodity Information-Regular window when you are finished reviewing the information.

Perform a Next Block function from the Commodity Information – Regular window or select Accounting Information from the Options menu to display the Invoice Accounting Distribution window.

Note: In this window, you can review the accounting distribution (the FOAPALs charged) information.

Perform a Next Block function from the Accounting Distribution Information window, or click Balancing/Completion from the Options menu to access the Balancing/Completion window.

Note: Here you can see the totals of the documents and whether they are balanced. You cannot complete the document from this block, as this is an inquiry form and not an entry form. If you wanted to complete this document, you must access it through the Invoice/Credit Memo Form (FAAINVE).

Click the Exit icon when finished with your query.

Querying Vendor Invoice Consolidation (VIC) Invoices

Steps

Follow these steps to query vendor invoice consolidation (VIC) invoices.

Perform a Next Block function to go to the Vendor Invoice Consolidation window.

Note: If the document you are querying was entered using VIC functionality, the Vendor Invoice field on the Invoice/Credit Memo Header window will display MULTIPLE.

Perform a Next Block function to move to the Commodity block.

Notes: The first block displays information regarding the vendor invoice, such as the vendor invoice number and vendor invoice date.

Once in the Commodity block of the Vendor Invoice Consolidation window, you can use the Tab key, or Next Field function to navigate through the various fields in the scroll block.

Tab through the fields to review information in the Accepted Quantity, Approved Quantity, U/M (Unit of Measure), Unit Price, Approved Amounts, Final Pay indicator, Last Receiver indicator, Tolerance Override indicator, Discount Amount, Additional Amount, Tax Group, Tax Amount, and Net Amount fields.

Note: The Vendor Invoice Total Amounts displayed at the bottom of the form provide a summary of all information entered in the Commodity block.

Perform a Previous Block function from the Commodity block to access the Vendor Invoice block.

Perform a Next Record function to scroll down to the next vendor invoice that has been entered.

Note: You can use this function to review all vendor invoices or to find a specific vendor invoice to review.

Perform a Next Block function to navigate to the Commodity block and review the information once you find the vendor invoice that you want to review.

Note: All remaining windows are the same as when querying a non-VIC Invoice.

Click the Exit icon when finished with your query.

Querying Vendor Detail History

Introduction

The Vendor Detail History Form (FAIVNDH) and the Vendor Invoice Query Form (FAIVINV) can both be used to retrieve invoice information by vendor, and be the vendor’s invoice number.

If the vendor consolidation (FACICON) option has been used, then there can be several vendor invoices per Banner Finance Accounts Payable document (or “I” number). These forms identify all vendor invoices associated with the queried vendor.

Banner form

Vendor Detail History Form (FAIVNDH)

Steps

Follow the following steps to view vendor invoices using FAIVNDH.

Access the Vendor Detail History Form (FAIVNDH).

Enter a Vendor code in the Vendor field or click the Search icon to retrieve an existing vendor.

Choose a Selection type.

Enter the Fiscal Year in FAIVNDH.

Enter a beginning date for the transaction in the Invoice Date From field.

Enter an end date for the transaction in the Invoice Date To field.

Perform a Next Block function.

Note: All invoices associated with the selected vendor will display. The VIC Indicator on the FAIVNDH form indicates a Y (Yes) if there are multiple vendor invoices associated with the Banner invoice.

Click the Exit icon when finished viewing all of the information.

Banner form

Vendor Invoice Query Form (FAIVINV)

Steps

Follow these steps to view invoices using the Vendor Invoice Query Form (FAIVINV).

Access the Vendor Invoice Query Form (FAIVINV).

Enter a Vendor code in the Vendor field or click the Search icon to retrieve an existing vendor.

Perform a Next Block function.

Click the Exit icon when finished viewing all of the associated information.

Additional Online Invoice Queries

Introduction

There are additional online queries to view invoices. See the list below to find out the name of the query and what is used for.

Form	Full Name	Use this Form to...
FAIINVL	Invoice/Credit Memo List	display incomplete, suspended, on hold, open, and paid invoices and credit memos.
FAIOINF	Open Invoices by FOAPAL	display all open invoices by FOAPAL
FAIVHIS	Vendor History Query	display total number of credit memos, open invoices, and paid invoices in fiscal year order by vendor.

Producing Online Checks

Introduction

The Online Check Print Form (FAAONLC) is used for non-batch check print jobs to create the check print parameters for producing a single check from a completed, approved, and posted invoice.

Note: Only one invoice per check may be paid using this option, and that invoice must be created (using FAAINVE) before any check payment is possible. You must know your check number to be used before accessing this form. If you do not know your next good check number, you can find it by querying the bank code on form FTICHKS and finding the last check number used for that bank code.

Banner form

Steps - Procedure 1

Follow these steps to complete the process.

Access the Online Check Print Form (FAAONLC).

Enter a completed, approved, and posted invoice in the Document Number field.

Note: If the invoice originated from a purchase order, the purchase order number displays.

Perform a Next Block function.

Note: The Vendor Number and/or Name defaults from the invoice.

Enter an unused or the next “good” check number for your bank in the Check Number field.

Notes: This field is required. The current date displays in the Check Date field.

Go to the Manual Check and Online Check radio buttons.

Select the Online Check radio button.

Note: A manual check records disbursement accounting for a check that you prepared outside of Banner but will not print the check.

Select the Print Test Pattern icon to print a test pattern.

Notes: Print Test Pattern allows you to print one or more test patterns, using the process FATCHKS, in order to make sure the checks are aligned properly. This is obsolete functionality for dot matrix printers and is not required for laser printed checks.

Run the process FATCHKS if the Print test Pattern icon was selected.

Note: You can run this process more than once for proper check alignment.

Click the Exit icon to exit GJAPCTL/FATCHKS once you align the checks.

Steps - Procedure 2

Follow these steps to continue the process.

Select the Process/Print Check icon. Banner displays the following messages.

Run jobs FABCHK1, FABCHKR, FABCHKA to print/record the checks OR

Run jobs FABCHKS, FABCHKP, FABCHKR, FABCHKA.

Note: FABCHK1 is obsolete. Always run FABCHKS etc.

Select OK for each message.

Notes: The Process Submission Control Form (GJAPCTL) appears, with FABCHK1 in the Process field. Change the entry to FABCHKS and run this process. This process will select the invoice to pay.

FABCHKS does not produce a report, but you should check the log file to ensure the process is finished before proceeding to the next step.

Note: The date entered in Parameter 01 Check Selection Date on the Batch Check Process (FABCHKS) is optional and is used with batch check processing. If a date is entered, that will be used to evaluate invoices for inclusion in the Check Run, based on Invoice Due Date. This new optional parameter will be used in business logic for both printed checks and for Direct Deposit disbursements.

Run the FABCHKP process to print the check.

Note: If the check did not print properly (e.g., the printer jams), you will need to reprint the check. Return to FAAONLC and start the process over again.

Run the FABCHKR process to print the check register.

Run FABCHKA to enter the corresponding accounting records into the ledgers once the check prints.

Notes: Banner updates the ledgers the next time you run posting (FGRACTG).

FABCHKA does not produce a report, but you should check the log file to ensure the process finished successfully.

Running a Batch Check Process

Before you begin

Before running batches of checks, perform the following steps to ensure the check run will be correct.

Invoice Selection Report (FARINVS)

Payment Control Form (FAAPAYC)

Check Number Validation Form (FTICHKS)

Banner form

To identify which vendor invoices should be paid, you will need to run the Invoice Selection Report (FARINVS). This report provides parameters for the payment date and bank code for invoices which have been completed, approved, and posted and have due dates less than or equal to the payment date. It produces a list of open invoices available to be paid for the payment due date and can be re-run as many times as necessary.

Banner form

Use the Payment Control Form (FAAPAYC) to place open invoices on hold to prevent them from being paid on the next check run, even though they fall within the indicated payment due date parameter. You can place an open invoice on hold indefinitely. You may also update the payment due date if necessary.

Banner form

Use the Check Number Validation Form (FTICHKS) to determine the last Check Number used in order to know which number to assign as the Starting Check Number for the next check run.

Introduction

The Batch Check Print Form (FAABATC) is used to create the check print parameters to select all completed, approved, and posted invoices by bank. Invoices are selected by payment due date, as defined on the Invoice/Credit Memo Form (FAAINVE) or as modified on the Payment Control Form (FAAPAYC).

As a new enhancement to Banner Finance 8.5, the Check Date field on the Batch Check Print Form (FAABATC) will only be used as the date printed on the check. The date entered in Parameter 01 Check Selection Date on the Batch Check Process (FABCHKS) is optional. If a date is entered, that will be used to evaluate invoices for inclusion in the Check Run, based on Invoice Due Date. This new optional parameter will be used in business logic for both printed checks and for Direct Deposit disbursements.

As a new enhancement to Banner Finance 8.7, the Zero Amount Check enhancement provides the ability to clear invoices or credit memos for a vendor that net to zero. For more information on this enhancement see the next lesson.

Note: You must know your next good check number to be used before accessing this form. If you do not know your next good check number, you can find it by querying the bank code on form FTICHKS and finding the last check number used for that bank code.

Banner form

Steps

Follow these steps to complete the process.

Access the Batch Check Print Form (FAABATC).

Enter the bank whose checks Banner will print in this run.

Perform a Next Block function.

Enter the date to be printed on the check(s).

Note: If no check selection date is entered as a FABCHKS parameter, then Banner compares this date to the payment due dates on the invoices. Banner will attempt to include all invoices, which have not been placed on hold, with a payment due date up to and including this date. Otherwise Banner uses the check selection date entered on FABCHKS.

Enter the check number of the next check to be printed in the Starting Check Number field.

Only select the Print Test Pattern icon to print a test pattern.

Notes: Print Test Pattern allows you to print one or more test patterns, using the process FATCHKS, in order to make sure the checks are aligned properly. This is obsolete functionality for dot matrix printers and is not required for laser printed checks.

Run the process FATCHKS if the Print test Pattern icon was selected.

Note: You can run this process more than once for proper check alignment.

Click the Exit icon to exit GJAPCTL/FATCHKS once you align the checks.

Steps

Follow these steps to continue the process.

Select the Process/Print Check icon. Banner displays the following messages.

Run jobs FABCHK1, FABCHKR, FABCHKA to print/record the checks OR

Run jobs FABCHKS, FABCHKP, FABCHKR, FABCHKA.

Note: FABCHK1 is obsolete. Always run FABCHKS etc.

Select OK for each message.

Notes: The Process Submission Control Form (GJAPCTL) appears, with FABCHK1 in the Process field. Change the entry to FABCHKS and run this process. This process will select the invoice to pay.

FABCHKS does not produce a report, but you should check the log file to ensure the process is finished before proceeding to the next step.

Run the FABCHKP process to print the check.

Note: If the check did not print properly (e.g., the printer jams), you will need to reprint the check. Return to FAAONLC and start the process over again.

Run the FABCHKR process to print the check register.

Click Exit to return to FAABATC.

Note: The cursor is in the Perform Accounting checkbox.

Check the Perform Accounting checkbox.

Click the Save icon.

Note: GJAPTCL appears with FABCHKA in the Process field.

Warning: Do not run FABCHKA until you are sure the check run is accurate. You cannot rerun checks after you run FABCHKA. If your check run is accurate, run FABCHKA to enter the corresponding accounting records into the ledgers. Banner updates the ledgers when you run the next posting (FGRACTG).

FABCHKA does not produce a report, but you should check the log file to ensure the process finished successfully.

Click Exit to return to the Batch Check Print Form (FAABATC) when the batch check run is completed.

Click the Exit icon.

If the check run is not satisfactory, restart the process by going back to FAABATC and starting over.

Once you enter the Header block, the cursor goes to the Last GOOD Check Number field.

Enter the number of the last check in this run that printed correctly.

Note: If no checks printed correctly, enter NONE in this field.

Enter the next “good” check number in the RESTART Check Number field.

Restart the check run from the FABCHKP process.

Producing Zero Amount Checks

Introduction

The Zero Amount Check enhancement provides the ability to clear invoices or credit memos for a vendor that net to zero. The ability to perform this clearing process on a periodic basis, using baseline functionality, streamlines the Accounts Payable (A/P) process and improves relationships with vendors. The Zero Amount Check functionality has been integrated into Banner Finance within the existing structure of the baseline Accounts Payable functionality. For example, processing Zero Amount Checks is done by Bank code and is initiated on the Batch Check Print Form (FAABATC), consistent with other A/P disbursement processing.

The Zero Amount Check run is accomplished by running the same jobs and with the same processing as a normal batch check process, including the following:

The Zero Amount Check run cannot be started if any other check processing has not been completed.

Any 1099 reportable payments that qualify as a 1099 reportable disbursement will update the FAB1099 table when an invoice is paid with batch processing.

A Zero Amount Check functions exactly like a regular check and can be canceled either with or without re-establishing the payable.

The zero amount checks are uniquely identified with a check type of Z.

Processing overview

The following forms are used when processing Zero Amount Check runs:

Form	Process notes
Batch Check Print Form (FAABATC)	select a specific bank code and the Zero Amount Check radio button, enter the required data for check date and starting check number, select the Produce Zero Amount Check Run icon, and save the record.
Batch Check Process (FABCHKS)	enter the optional check selection date, if desired. (If this date is not defined on FABCHKS, then the check date on FAABATC becomes the check selection date.) Only vendors with zero net invoice balances aggregated by the address type and sequence will be selected for the Zero Amount Check run.
Batch Check Print Process (FABCHKP)	print a new format for the zero amount checks, including the remittance advice that itemizes all the invoices and offsetting credit memos that net to zero. The process also prints a check identified as VOID in the amount of zero.
Batch Disbursement Register Process (FABCHKR)	print the listing of the zero amount checks that were created, including the invoices and credit memos that were cleared by the process.
Batch Check Accounting Process (FABCHKA)	create the required accounting entries and mark the check as reconciled.

Note: If any of the invoices that comprise the zero net balance have payment due dates that are later than the check selection date, a zero amount check will not be produced.

Note: Customers who prefer to use the Check Selections and Print Process (FABCHK1) may continue to do so. Even though FABCHK1 combines the FABCHKS and FABCHKP processes into one run, this may also be used to create zero amount checks.

Reminder: You must know your next good check number to be used before accessing this form. If you do not know your next good check number, you can find it by querying the bank code on form FTICHKS and finding the last check number used for that bank code.

Banner form

Steps

Follow these steps to run the Zero Check Amount process.

Access the Batch Check Print Form (FAABATC).

Enter the bank whose checks Banner will print in this run.

Click the Zero Check Amount radio button.

Perform a Next Block function.

Enter the date to be printed on the check(s)

Note: If no check selection date is entered as a FABCHKS parameter, then Banner compares this date to the payment due dates on the invoices. Banner will attempt to include all invoices, which have not been placed on hold, with a payment due date up to and including this date. Otherwise Banner uses the check selection date entered on FABCHKS.

Enter the check number of the next check to be printed in the Starting Check Number field.

Steps

Follow these steps to continue the process.

Select the Produce Zero Amount Check Run icon. Banner displays the following messages.

Run jobs FABCHK1, FABCHKR, FABCHKA to print/record the checks OR

Run jobs FABCHKS, FABCHKP, FABCHKR, FABCHKA.

Note: FABCHK1 is obsolete. Always run FABCHKS etc.

Select OK for each message.

Notes: The Process Submission Control Form (GJAPCTL) appears, with FABCHK1 in the Process field. Change the entry to FABCHKS and run this process. This process will select the invoice to pay.

FABCHKS does not produce a report, but you should check the log file to ensure the process is finished before proceeding to the next step.

Run the FABCHKP process to print the check.

Note: The FABCHKP process has been modified to produce a new, unique format for zero amount checks. Although the format is very similar to a normal check format, the zero amount check format prominently prints VOID in multiple locations across the face of the check and the amount is populated with 0.00 (zero). Consistent with regular check processing, the remittance advice at the top of the zero amount check will list all the invoices being “paid” by the check. The unique aspect of the new functionality is that the remittance advice for a zero amount check itemizes all the invoices and offsetting credit memos that net to zero on the check. Run the FABCHKR process to print the check register.

Click Exit to return to FAABATC.

Note: The cursor is in the Perform Accounting checkbox.

Check the Perform Accounting checkbox.

Click the Save icon.

Note: GJAPTCL appears with FABCHKA in the Process field.

Warning: Do not run FABCHKA until you are sure the check run is accurate. You cannot rerun checks after you run FABCHKA. If your check run is accurate, run FABCHKA to enter the corresponding accounting records into the ledgers. Banner updates the ledgers when you run the next posting (FGRACTG).

FABCHKA does not produce a report, but you should check the log file to ensure the process finished successfully.

Click Exit to return to the Batch Check Print Form (FAABATC) when the batch check run is completed.

Click the Exit icon.

If the check run is not satisfactory, restart the process by going back to FAABATC and starting over.

Once you enter the Header block, the cursor goes to the Last GOOD Check Number field.

Enter the number of the last check in this run that printed correctly.

Note: If no checks printed correctly, enter NONE in this field.

Enter the next “good” check number in the RESTART Check Number field.

Restart the check run from the FABCHKP process.

Canceling a Previously Issued Check

Introduction

The Check Cancellation Form (FAACHKS) is used to cancel previously issued checks and perform the associated reverse accounting. This form, like the Invoice Cancellation Form (FAAINVD), also gives you the option to re-establish the payable. If the payable is reestablished, then the invoices paid by this cancelled check will all be reopened in an incomplete status, pending your corrections.

Warning: You are the only one who can verify whether or not a check is eligible for cancellation. Banner will not permit cancellation of a check that is confirmed as reconciled. However, until final reconciliation, any check can be cancelled. It is important to maintain strict controls on check cancellations.

Note: Beginning with the Banner Finance 8.7 enhancement, the Check Cancelation Form (FAACHKS) has been modified to enable the cancelation of the new check type of Z. Other than being identified as a distinctly new and different check type, all other aspects of a check cancelation are the same for a zero amount check.

Banner form

Steps

Follow these steps to complete the process.

Access the Check Cancellation Form (FAACHKS).

Enter the check number you want to cancel in the Check field.

Enter the Bank code.

Perform a Next Block function.

Note: Vendor and check payment information default into the fields.

Select Accounting Information from the Options menu to navigate to the Invoice Accounting window.

Note: Accounting distributions for the check are displayed.

Select Access Cancel Date from the Options menu to navigate to the Cancel Date window.

Note: The Cancel Date field defaults to today’s date. You can change it to any date greater than the check date and within an open accounting period.

IF you…	THEN…
wish to print a new check to replace the canceled one	check the Re-establish Payable box.
leave the checkbox blank	Banner closes the invoice and reverses the accounting entries.

Select Process Cancellation from the Options menu to cancel the check.

Click the Exit icon.

Paying Accounts Payable Invoices by Direct Deposit

Introduction

There are four options for processing checks in the Banner Finance system: by check only, direct deposit only, direct deposit and check, and zero amount check.

When you ran a batch check process, you paid Accounts Payable invoices by check without using the ACH capability. This exercise is provided to demonstrate how to make payments by direct deposit.

Banner form

To identify which vendor invoices should be paid, you will need to run the Invoice Selection Report (FARINVS). This report provides parameters for the payment date and bank code for invoices which have been completed, approved, and posted and have due dates less than or equal to the payment date. It produces a list of open invoices available to be paid for the payment due date and can be re-run as many times as necessary.

Banner form

Use the Payment Control Form (FAAPAYC) to place open invoices on hold to prevent them from being paid on the next check run, even though they fall within the indicated payment due date parameter. You can place an open invoice on hold indefinitely. You may also update the payment due date if necessary.

Banner form

The Batch Check Print Form (FAABATC) is used to create the ACH payment parameters to select all completed, approved, and posted invoices by bank. Invoices are selected by payment due date, as defined on the Invoice/Credit Memo Form (FAAINVE) or as modified on the Payment Control Form (FAAPAYC).

Steps - Direct deposit only option

Follow these steps to complete the process for the direct deposit only option.

Access the Batch Check Print Form (FAABATC).

Enter the bank whose payments Banner will process in this run.

Click the Direct Deposit radio button.

Warning: Do not select Check or Direct Deposit & Check.

Perform a Next Block function.

Enter the check (ACH payment) date.

Run the Batch Check Process (FABCHKS) to select invoices for payment.

Creating the Direct Deposit file depends on where are you located.

IF you are operating in…	THEN run the…
The United States	Direct Deposit File Creation Process (FAPDIRD).
Canada	Canadian Direct Deposit File Creation Process (FAPCDIR).

Note:	Check runs can be restarted, but not direct deposit runs. You can restart Check runs also if you are processing by Direct Deposit & Check.

Run the Direct Deposit Transmittal Register Process (FAPTREG).

Do you want to create advices for the payments made via direct deposit?

If yes, run the Batch Direct Deposit Advice Print Process (FARDIRD), and print the advice forms.

Note: You can send these forms as verification of payment to the party who received funds via direct deposit.

Run the FABCHKR process to print the payment register.

Post the cash disbursements to your ledgers by running the Posting Process (FGRACTG).

Send the direct deposit file to your bank or clearinghouse for processing.

Note: You may want to send the direct deposit transmittal register along with the file. If you are operating in Canada, send the Canadian direct deposit file to your bank or clearinghouse for processing.

Distribute direct deposit advice forms to the appropriate parties.

Note: The Direct Deposit File will generate two different types of records:

-	CTX format for payments to non person entities

-	PPD format for payments to persons.

Querying Check Payment History

Introduction

Use Check Payment History, FAICHKH, to view what Banner invoices were paid on a check, to see when the check was cut and when it may have been canceled.

Note: Beginning with the Banner Finance 8.7 release, FAICHKH has been modified so that a zero amount check can be queried and displayed on the form. The details of the zero amount check will be displayed like any other check on FAICHKH, but the Check Type field label will be Zero Check and the Check Amount fields will be 0.00.

Banner form

Steps

Follow these steps to view the invoices associated with a check using Check Payment History (FAICHKH).

Access the Check Payment History Form (FAICHKH).

Enter a check number in the Check Number field or click the Search icon to retrieve a check number.

Enter in the bank code associated with check in the Bank field.

Perform a Next Block function.

Click the Exit icon when finished viewing all of the associated information.

Reconciling Bank Transactions

Introduction

Reconciliation of bank-related transactions (deposits, checks, etc.) with the Banner Finance system can be performed either by manually entering bank records into the Banner system or by interfacing to them via electronic media.

Banner form

Use the Bank Tape Reconciliation Form (FAABREC) to enter bank activity from the bank statement. If your enterprise interfaces bank activity via electronic media, then the interfaced information, loaded into the FABBKTP table, appears on this form and the only entry you will need to make is to enter the Internal Document code

Reports

The Bank Reconciliation Activity Aging Report (FARAAGE) displays aging of un-reconciled items. The Bank Reconciliation Balance Report (FARBBAL) produces a summarized statement.

You will be running these reports in the exercise that follows.

Table 1

Use the information in Table 1 to complete the exercise that follows.

Field	Action required
Document	Enter the document number for the transaction shown on the bank statement.
Type	Each transaction must be categorized as Check, Deposit, Other, or Unknown. Use Other for miscellaneous adjustments, such as bank service charges. Unknown indicates adjustments of unknown origin. Use it to classify items that you cannot classify into one of the other categories.
Transaction Date	Enter the bank statement’s transaction date.
Description	Enter a transaction’s description.
Amount	Enter the transaction’s amount, per the bank statement.
Internal Document Code	Enter the number that Banner uses to recognize the document. For checks, this is the same as the Document number. For deposits, it is the number entered in the Deposit field on the Journal Voucher Entry Form (FGAJVCD). If you leave this field blank, Banner inserts the Document number from the first column.
Status	This is not a user-defined field. The system populates this field with R as items are reconciled.

Steps

Follow these steps to complete the process. Use the table on the previous page where indicated.

Access the Bank Tape Reconciliation Form (FAABREC).

Enter a Bank code that you want to reconcile in the Bank field.

Access the Status Selection field.

Note: Valid entries for reconciliation are All, Reconciled Only, and Not Reconciled. Banner retrieves the bank account number for this bank account, as well as the cash account. Before you enter the data, ensure that the bank account number matches the bank account number shown on the bank statement.

Perform a Next Block function.

Enter data from the bank statement using Table 1.

Click the Save icon.

Run the Bank Reconciliation Report Process (FARBREC) using Process Submission Control Form (GJAPCTL).

Result: This job matches records, updates the Status Indicator field on the Bank Tape Reconciliation Form (FAABREC) with an R as appropriate, then prints the report (FARBREC). The report contains fields similar to the Bank Tape Reconciliation Form (FAABREC) with the addition of a column to indicate the bank amount.

Note: Banner does not populate this field for items it has reconciled. For items that it has not reconciled, Banner enters a G (Enterprise amount is greater than bank amount), an L (Enterprise amount is less than bank amount), or N (No matching record).

Make the appropriate adjustments on the Bank Tape Reconciliation Form (FAABREC) and/or the enterprise's records after each iteration of this job, until you reconcile all items.

When running the Bank Reconciliation Report Process (FARBREC), enter R (Repetitive) in the Type of Reconciliation field. Rerun the process in repetitive mode until all bank statement entries are reconciled. Once you reconcile everything, run this report and enter F (Final) in the Type of Reconciliation field. This process generates a summary report of all items in this reconciliation and clears out the appropriate tables to prepare for the next reconciliation.

After the first final run for FARBREC, you can run it in Final mode again to produce an outstanding checks/deposits list.

After the final run for FARBREC, run the Bank Reconciliation Balance Report (FARBBAL) to produce a summarized statement. Use the balance on your bank statement when the process requests a balance.

Run the Bank Reconciliation Activity Aging Report (FARAAGE).

Click the Exit icon.

Editing and Printing 1099 Reports

Introduction

You will now complete the 1099 Reporting Form (FAA1099), which is used to view and edit 1099 vendor information. In addition, you will run the following reports using Job Submission (GJAPCTL): 1099 Reporting/Withholding Status Report (FARWHLD), 1099 Reporting/Withholding Audit Report (FARWHLY), and 1099 Report Print (FAB1099).

Banner form

Steps

Follow these steps to complete the process.

Access the 1099 Reporting Form (FAA1099).

Note: The key block contains the vendor ID, the year, Owner vendor ID, 1099 Reporting ID, and the Payer TIN.

Enter a vendor ID for a 1099 vendor.

Enter the fiscal year and perform a Next Block function.

Notes: The Header block contains a record for each invoice document that contained a 1099 entry for this vendor. All fields are populated with vendor and invoice data that Banner maintains.

You can modify any field. There is no error checking for valid document numbers, check numbers, or amounts. Enter new records, delete bad records, and modify existing records to obtain the correct vendor 1099 report.

Select View Total Information from the Options menu to view the totals of all records for this vendor.

Note: The Process Submission Control Form (GJAPCTL) is used to run the following 1099 reports.

Run the 1099 Reporting/Withholding Status Report (FARWHLD). To print a list of totals by vendor.

Notes: If you want to see these totals separated by Income type, use the 1099 Reporting/Withholding Audit Report (FARWHLY).

Use the 1099 Forms Test Pattern (FAT1099) to line up the forms on the printer when you are ready to print the 1099 forms. Use the 1099 Report Print (FAB1099) to print the forms. Leave the Correction Date field blank if you want to print all 1099 forms.

Use the 1099 Report Form (FAA1099) to make changes if you need to make changes after printing the 1099 forms.

Note: When running the1099 Report Print (FAB1099), enter the date you made changes in the Correction Date field. Forms print only for vendors who have had changes made on a date equal to or greater than the Correction date.

Run the 1099 Tape Summary Audit Report (FAM1099) to generate a file that meets the IRS standards for reporting by magnetic tape.

Click the Exit icon when finished.

Running the 1099-K Report

Introduction

The 1099-K reporting feature is included in Banner Finance 8.7. The 1099-K reporting feature also includes multi-entity functionality enhancements. Specifically, a new parameter # 4 (Institution TIN) was added to the 1099-K Forms Report (FAB199K).

1099-K Merchant Card FAB199K

The IRS Form 1099-K Merchant Card and Third Party Network Payments is a new U.S.1099 reporting requirement from the IRS, effective for the Tax Year 2011. The regulations require payment settlement entities (PSEs) to file an annual information return and to provide payees with Form 1099-K statements for the following reportable transactions:

Payment card transactions, such as operating a campus card system.

Third-party network transactions, such as operating an internet payment service.

The 1099-K information return and the payee statement require reporting of both total payments for the calendar year and also totals for each month of the calendar year, but only for transactions with payees that are not related to the issuer of the payment card.

The Banner 1099-K enhancement supports 1099-K reporting only for payment card transactions, not for third-party network transactions.

The 1099-K enhancement is integrated with the existing Banner 1099-MISC reporting by establishing a Banner 1099 Income Type code K1, 1099-K Merchant Card, that will be used to designate 1099-K payment card transactions. Integrating 1099-K processing with 1099-MISC processing in Banner is consistent with the direction of IRS guidelines. Those guidelines are that payment card transactions should be reported only once as 1099-K payments, not as 1099-MISC payments, even when both could apply. However, we also recommend that you familiarize yourself with the new regulations and take all necessary steps to meet your IRS reporting obligations with Form 1099-MISC Miscellaneous Income and Form 1099-K Merchant Card.

FAB199K Payee Statement Output

FAB199K prints the IRS Form 1099-K statement to be issued to payees.

Since the Form 1099-K is not available as continuous form paper, FAB199K supports laser printing only.

Form 1099-K prints two payees to a page.

FAB199K has the ability to print Form 1099-K for a selected vendor tax ID or multiple vendor tax IDs.

The “Payment Settlement Entity (PSE)” box will be checked identifying the Form 1099-K filer as the Institution’s TIN on the 1099 Transmitter Data Form (FOA1099).

The filer for Form 1099-K is assumed to be the payment settlement entity and the box for “PSE’s name and telephone number” will not contain a value.

The “Account number” box will contain the payee’s vendor ID.

The “Merchant category code (MCC)” box will not contain a value. Adding a merchant category code to the Vendor Maintenance Form (FTMVEND) will be an enhancement with a later release.

Recommended steps for using 1099-K reporting for the year of implementation

1. For each vendor who may receive 1099-K payments, establish 1099 information default settings on FTMVEND in the Additional Information window:

1.1. Add the vendor’s Tax ID if it does not already exist.

1.2. For a vendor not defined as a 1099-MISC vendor, add the default Income Type as K1, 1099-K Merchant Card.

1.3. For a vendor already defined as a 1099-MISC vendor, the default Income Type can be left unchanged and then updated to K1 during invoice processing for 1099-K Merchant Card payments.

2. With Banner form FAA1099, manually record 1099-K reportable transactions for checks already paid before the 1099-K feature was installed:

2.1. Identify all payments that are reportable transactions for Form 1099-K.

2.2. Review existing FAA1099 history.

2.3. As applicable, insert new FAA1099 payment history or update the existing FAA1099 payment history using Income Type K1, 1099-K Merchant Card.

Tip: Invoice payments created after installing the 1099-K feature can automatically update the 1099-K payment history shown by FAA1099. The sooner the 1099-K feature is installed and the K1 Income Type is in use, then fewer payments will need to be entered manually on FAA1099.

3. Run FAB199K to print Form 1099-K payee statements issued to vendors.

4. Summarize the Form 1099-K payee statements manually in preparation for filing the annual information return, or use the 1099 Report/Withhold Audit Report (FARWHLY) to obtain summarized data.

5. Use Form 1096 Annual Summary and Transmittal of U.S. Information Returns to transmit the paper Forms 1099-K to the IRS.

5.1. The requirement to electronically submit the 1099-K annual information return begins only when submitting 250 or more 1099-K forms.

5.2. With initial 1099-K reporting, the assumption is that customers will submit the Form 1099-K information return to the IRS using Form 1096.

Banner form

Steps

Follow these steps to complete the process.

Access the 1099-K Forms Report (FAB199K).

Click the Next Block icon.

Enter a printer name or DATABASE in the Printer field.

Click the Next Block icon.

Enter the four digit reporting year in the Parameter 01 Reporting Year (YYYY) Values field.

Enter a date in the Parameter 02 Correction As of Date Values field.

Note: This field is used for correction runs only after the original 1099-K run. If this is the original run, leave this field blank.

Enter the vendor 1099 tax ID in the Parameter 03 Vendor 1099 Tax ID Values field.

Note: This parameter is optional – leave blank to print all 1099-K’s.

Enter the institution TIN number in the Parameter 04 Institution TIN# Values field.

Click the Next Block icon.

Click the Save icon to run the report.

Summary

Let’s review

As a result of completing this workbook, you have

set up the validation tables and maintenance forms needed for the accounts payable process

set up the receiving/matching process

set up the ACH process

created and canceled invoices and credit memos

matched invoices to receiving documents

performed accounts payable queries

produced payments, both online and batch

reconciled bank transactions

edited and printed 1099 reports.

Self Check

Directions

Use the information you have learned in this workbook to complete this self check activity.

Question 1

Which form is used to create invoices and credit memos?

Question 2

Which form is called up from FAAINVE, and allows you to assign multiple vendor invoice numbers to a Banner invoice?

Question 3

Once as invoice/credit memo has been completed, approved, and posted within the Accounts Payable module, how can it be cancelled?

On this form, which option do you select to cancel the invoice/credit memo?

Question 4

The Invoice/Credit Memo Query Form (FAIINVE) is used to query completed and approved invoices.

True or False

Question 5

The Invoice/Credit Memo Query Form (FAIINVE) cannot be used to query invoice forms that are still in process.

True or False

Question 6

Which two forms are used to view the Vendor Invoice Consolidation (VIC) functionality?

Question 7

In Banner, you can only have one vendor invoice per Banner Finance Accounts Payable document (or “I” number).

True or False

Question 8

This form is used for non-batch check print jobs to create the check print parameters for producing a single check from a completed, approved, and posted invoice. What is the name of the form?

Question 9

What is the purpose of the Batch Check Print Form (FAABATC)?

Question 10

What two steps need to be performed first to ensure that the batch process will run correctly?

Question 11

Which form is used to cancel previously issued checks and perform the associated reverse accounting?

This form also gives you the option to reestablish the payable.

True or False

Question 12

What are two methods that can be performed in Banner to reconcile bank-related transactions (deposits, checks, etc.)?

Question 13

The Bank Tape Reconciliation Form (FAABREC) is used to enter bank activity from the bank statement.

True or False

Question 14

The Automated Clearing House (ACH) process enables payment to vendors, students, and employees using direct deposit transactions rather than checks.

True or False

Question 15

Write the correct letter on the line to the left of its most appropriate match.

1. ____ 1099 Reporting Form (FAA1099)

2. ____ 1099 Reporting/Withholding Status Report (FARWHLD)

3. ____ 1099 Reporting/ assessment

A.	Used to print a list of totals by vendor

B.	Used to see vendor totals separated by income type

C.	Used to view and edit 1099 vendor information

Answer Key for Self Check

Question 1

Which form is used to create invoices and credit memos?

The Invoice/Credit Memo Form (FAAINVE)

Question 2

Which form is called up from FAAINVE, and allows you to assign multiple vendor invoice numbers to a Banner invoice?

The Vendor Invoice Consolidation Form (FACICON)

Question 3

Once as invoice/credit memo has been completed, approved, and posted within the Accounts Payable module, how can it be cancelled?

By accessing the Invoice/Credit Memo Cancel Form (FAAINVD).

On this form, which option do you select to cancel the invoice/credit memo?

Select the Process Cancellation option to cancel the invoice/credit memo.

Question 4

The Invoice/Credit Memo Query Form (FAIINVE) is used to query completed and approved invoices.

True

Question 5

The Invoice/Credit Memo Query Form (FAIINVE) cannot be used to query invoice forms that are still in process.

False

Question 6

Which two forms are used to view the Vendor Invoice Consolidation (VIC) functionality?

The Vendor Detail History Form (FAIVNDH) and the Vendor Invoice Query Form (FAIVINV).

Question 7

In Banner, you can only have one vendor invoice per Banner Finance Accounts Payable document (or “I” number).

False

There can be several vendor invoices per Banner Finance Accounts Payable document (or “I” number). The FAIVNDH and FAIVINV forms identify all vendor invoices associated with the queried vendor.

Question 8

This form is used for non-batch check print jobs to create the check print parameters for producing a single check from a completed, approved, and posted invoice. What is the name of the form?

The Online Check Print Form (FAAONLC)

Question 9

What is the purpose of the Batch Check Print Form (FAABATC)?

The Batch Check Print Form (FAABATC) is used to create the check print parameters to select all completed, approved, and posted invoices by bank.

Question 10

What two steps need to be performed first to ensure that the batch process will run correctly?

Run the Invoice Selection Report (FARINVS).

Place open invoices on hold using the Payment Control Form (FAAPAYC).

Question 11

Which form is used to cancel previously issued checks and perform the associated reverse accounting?

The Check Cancellation Form (FAACHKS)

This form also gives you the option to reestablish the payable.

True

Question 12

What are two methods that can be performed in Banner to reconcile bank-related transactions (deposits, checks, etc.)?

Reconciliation of bank-related transactions (deposits, checks, etc.) with the Banner Finance system can be performed either by manually entering bank records into the Banner system or by interfacing them via electronic media.

Question 13

The Bank Tape Reconciliation Form (FAABREC) is used to enter bank activity from the bank statement.

True

Question 14

The Automated Clearing House (ACH) process enables payment to vendors, students, and employees using direct deposit transactions rather than checks.

True

Question 15

Write the correct letter on the line to the left of its most appropriate match.

1. C 1099 Reporting Form (FAA1099)

2. A 1099 Reporting/Withholding Status Report (FARWHLD)

3. B 1099 Reporting/ assessment

A.	Used to print a list of totals by vendor

B.	Used to see vendor totals separated by income type

C.	Used to view and edit 1099 vendor information

Appendix

Forms Job Aid

Form	Full Name	Use this Form to...
FAA1099	1099 Reporting	view 1099 information for a vendor for a specific reporting year.
FAABATC	Batch Check Print	enter parameters for the payment process, and then initiate the processes that will make payments via check or direct deposit.
FAABREC	Bank Tape Reconciliation	enter bank reconciliation information or adjustments from the bank for bank reconciliation.
FAACHKS	Check Cancellation	cancel a check which has been previously created and posted.
FAAINVD	Invoice/Credit Memo Cancel	cancel an invoice that you have completed, approved, and posted.
FAAINVE	Invoice/Credit Memo	enables you to create invoice documents.
FAAONLC	Online Check Print	generate a single check online or to record a manual check.
FAAPAYC	Payment Control	modify payment due dates and assign or remove holds on completed invoice documents.
FABMATC	Receiving Matching Process	process used to match invoices to receiving documents.
FAICHKH	Check Payment History	Enables you to view the invoices paid by check number.
FAIINVE	Invoice/Credit Memo Query	query accounting, commodity, currency conversion, and tax information about a specified invoice.
FAIINVL	Invoice/Credit Memo List	displays incomplete, suspended, on hold, open, and paid invoices and credit memos.
FAIIREC	Receiving/Matching Status Query	view the receiving/matching status of invoices by vendor
FAIOINF	Open Invoices by FOAPAL	displays all open invoices by FOAPAL
FAIVHIS	Vendor History Query	displays total number of credit memos, open invoices, and paid invoices in fiscal year order by vendor.
FAIVINV	Vendor Invoice Query	displays all invoices open and/or paid by vendor
FAIVNDH	Vendor Detail History	query vendor invoice/credit memo/payment transactions for all vendors in the system including terminated vendors.
FOASYSC	System Control Maintenance	create and maintain global database values.
FTICHKS	Check Number Validation	enables you to find the starting check number needed for your check run.
FTMDISC	Discount Terms Maintenance	add, change, or terminate vendor discount codes.
FTMHRSN	Vendor Hold Reason Maintenance	add, change, or terminate vendor hold reasons.
FTMITYP	1099 Income Type Code Maintenance	view a list of income classifications to use with the U.S. Governmental 1099 form.
FTMVEND	Vendor Maintenance	add, change, or terminate vendor information.
FTMVTYP	Vendor Type Code Maintenance	add, change, or delete vendor type designations.
FTVDISC	Discount Terms Validation	view existing discount information defined to the system.
FPARRIM	Receipt Required Indicator	allows you to view and/or change the receipt required status on requisitions, purchase orders and invoices.
FPIIREC	Receiving Matching Detail Query	view the receipt required status on requisitions, purchase orders and invoices.
GUACURR	Currency Code Maintenance	establish and maintain the currency codes used in the system.
GXRBANK	Bank Code Rules	define bank codes for your institution’s bank accounts, link bank funds and bank accounts with your cash accounts, define Automatic Clearing House (ACH) information for your institution’s bank accounts

Terminology

Commodity level accounting

A way of processing requisitions, purchase orders or Accounts Payable invoices in which each “line” (commodity) of the requisition will have its own accounting distribution. Supplies and equipment can still be ordered on one requisition.

Document level accounting

A way of processing requisitions, purchase orders or Accounts payable invoices in which the accounting distribution entered on the requisition applies to the whole document. In other words, several commodities can be charged to one accounting distribution. Equipment (fixed assets) and supplies should not be purchased on the same requisition.

Encumbrance

The reserving of funds for a specific purchase. The encumbrance is established when a requisition, general encumbrance or a purchase order is approved. The encumbrance is reduced or eliminated when the requisition is transferred to a purchase order, or when a purchase order or general encumbrance has an invoice approved, or when the encumbrance is cancelled or otherwise liquidated.

Purchase order

A business document used to request a third party to supply a good or service in return for payment. Purchase orders can be of these three types:

Regular Purchase Order – Will encumber funds in Banner. All commodities have quantity and a unit price.

Standing Purchase Order - Will encumber funds in Banner. Commodities have dollar values assigned to them. This type of PO is useful when you are paying for services or travel or any non-quantity based Purchase Order.

Blanket Purchase Order – Does not encumber funds in Banner. Commodities will be assigned quantity and unit prices to them. This type of PO is rarely by used by clients since the introduction of the Standing PO.

Vendor invoice

An itemized list of goods purchased specifying the price and the terms of purchase, from a person or company providing goods or services to your institution. An invoice triggers a check to be produced for the vendor as payment for the goods. Typically, Banner Finance requires a vendor record for anyone to whom a check is sent.

Zero Amount Check

The Zero Amount Check enhancement provides the ability to clear invoices or credit memos for a vendor that net to zero.