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Entering A Receipt Adjustment

OFFICE OF GRANTS AND CONTRACTS

This tutorial will assist you in recognizing, keying, and processing a Receipt Adjustment Form into the Banner system.

December 2012


ENTERING A RECEIPT ADJUSTMENT

Table of Contents Objectives ....................................................................................................... 1 What is a Receipt Adjustment? ........................................................................ 2 How to Enter a Receipt Adjustment ................................................................. 3 Batch Header Form ................................................................................... 3 Access Banner........................................................................................... 4 Entering Receipt Adjustment Data Into Banner ......................................... 5 Appendix A: Completed Batch Example ................................................................. i Appendix B: Banner Example................................................................................ vi


ENTERING A RECEIPT ADJUSTMENT

Objectives When you have completed the Entering a Receipt Adjustment tutorial you will be able to do the following:  Recognize the Receipt Adjustment Form  Prepare documents required to enter a Receipt Adjustment  Access Banner and necessary Banner screens  Key in the Receipt Adjustment into the Banner system  Submit the data entry  Prepare the final documents for review

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ENTERING A RECEIPT ADJUSTMENT

What is a Receipt Adjustment? A Receipt Adjustment allows funds received by ECU to be posted to the specified Grant account. The form used to request the posting of funds is the Receipt Adjustment Form shown below.

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ENTERING A RECEIPT ADJUSTMENT

How to Enter a Receipt Adjustment Batch Header Form 1. The completed and approved form will be routed to you by Diane Hodges.

The form will be reviewed and approved by an accountant. 2. Obtain the document number from the Batch Number Log. a. Find the section labeled Receipt and write in the next Document Number in the log and on the Banner Batch Header Form. Example log entry: Date

Document Number

06/20

GR00 1111

06/21

GR00 1112

06/21

GR00 1112

3. Complete a Banner Batch Header Form:

Previous document number entries New Entry: Enter today’s date, and then the next number in the sequence. Always use GR00 XXXX format. This is your Document Number for the batch. Write the number in the space provided on the Batch Header Form. Document Number: (GR00XXXX) Give each Batch the next number in the sequence Transaction Date: The date that the journal entry was entered into Banner Document Total: The total of all the journal entries for this batch. You can have more than one form per batch. Add the Grand Total amounts found on the Receipt Adjustment forms together (do not account for the difference between debits and credits). Originator: Person completing the transaction | 3 entry Date: The date that thePage journal was entered


ENTERING A RECEIPT ADJUSTMENT

Access Banner 4. You will use the Banner-INB system to key the Receipt Adjustment Form.

a. To login into Banner-INB, OPEN Internet Native Banner (INB) at https://banner.ecu.edu. b. CLICK “Production- Internet Native Banner”

c. Enter your username (Pirate ID) and password (INB Password) Username: Pirate ID Password: INB Password

P

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ENTERING A RECEIPT ADJUSTMENT

Entering Receipt Adjustment Data Into Banner 5. Once you are logged in to the Banner system complete steps #6-#30. 6. In the Go To‌ box type FGAJVCQ (Journal Entry Quick Screen) and

press the ENTER key.

FGAJVCQ

7. Type in the Document Number received from the Batch Number Log

(GR00XXXX), and then CLICK the Next Banner toolbar once.

Block located on the

GR00XXXX

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ENTERING A RECEIPT ADJUSTMENT 8. The Transaction Date field automatically populates with today’s date.

Leave this field as today’s date (unless otherwise instructed).

9. Tab

to the Document Total field and type in the total amount of all Receipt Adjustments included for this batch. To do this, add the Grand Total’s from each journal sheet together. Add all amounts together regardless of whether the amount is a debit or credit. In the examples below your Document total is $185.00.

Rule Code FUND R34 xxxxxx R34 xxxxxx R34 xxxxxx

ORGANIZATION xxxxxx xxxxxx xxxxxx

ACCOUNT PROGRAM ACTIVITY DESCRIPTION xxxxxx xxxx Joe’s Account xxxxxx xxxx Bill’s Account xxxxxx xxxx Sue’s Account

AMOUNT D/C $50.00 D $25.00 C $10.00 D

Grand Total: $85.00 Rule Code

FUND

R34

xxxxxx

xxxxxx

xxxxxx

xxxx

Kelly’s Account

$10.00

D

R34

xxxxxx

xxxxxx

xxxxxx

xxxx

Vera’s Account

$75.00

C

R34

xxxxxx

xxxxxx

xxxxxx

xxxx

Jack’s Account

$15.00

D

ORGANIZATION ACCOUNT PROGRAM ACTIVITY

DESCRIPTION

AMOUNT D/C

Grand Total: $100.00

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ENTERING A RECEIPT ADJUSTMENT

10. Click the Next Block

once. You are now on the Transaction Detail screen where you will key in the specific information given on the Receipt Adjustment form. Some fields will automatically populate as you tab to the next field. See the example below.

Credit

Rule Code

FUND

J63

211978

ORGANIZATION ACCOUNT PROGRAM ACTIVITY 550406

50616

0000

DESCRIPTION

AMOUNT

D/C

Kelly’s Account

$1,000.00

C

11. Tab

to the Journal Type Field. Enter the Journal Type. (This is the Rule Code on the form. This is usually always “R34”)

12. Tab

to the Fund Field. Enter the Fund Number on the form.

13. Tab

to the Organization Field. Note: This will automatically populate in after you enter the Fund number. Double check this information with the form. If it is different, make sure you have the Fund Number correct. If the Fund Number is correct, and the Organization Number still does not match, then check with the Accountant before completing the batch.

14. Tab

to the Account Field. Enter the Account number on the form.

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ENTERING A RECEIPT ADJUSTMENT

15. Tab

to the Program Field. Note: This will automatically populate in after you enter the Account Number. Double check this information with the form. If it is different, make sure you have the Account Number correct. If the Account Number is correct, and the Program Number still does not match, then check with the Accountant before completing the batch.

16. Tab

to the Amount Field. Enter the Amount on the form.

17. Tab

to the D/C (Debit/Credit) dropdown menu. Enter D for Debit and C for Credit.

18. Tab

to the Description Field. Enter the description on the form.

19. Tab to the Budget Period and Enter 01. 20. You have now completed one entry.



If you have only one entry on the form and you are ready to complete the keying process, then proceed to #23 of this tutorial.  If you have other line items to enter on the form, or another Receipt Adjustment form to enter, then proceed to #21 of this tutorial. 21. To enter additional line items from the same form or other items from another Receipt Adjusment form, press F6 (to save the previous record), then F4 (to start a new record with fields populated.) Be sure to change any fields (Fund, Account, Amount, etc.) for the new record. 22. For each entry, complete steps #11-#20 until you have entered in all line items for all Receipt Adjustments for this batch. 23. After entering your last line item for the batch. Press F6 to save the entry.

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ENTERING A RECEIPT ADJUSTMENT 24. On the Toolbar, click OPTIONS > Access Transaction Summary

(FGIJSUM) to review all of the line items that you have entered. Check this summary against each form.

Make sure the Document Total you entered earlier and the bottom total calculated by Banner match. If they do not, you:  have entered an individual amount incorrectly on the FGAJVCQ screen  have an addition error in your first document total  have an addition error on the Receipt Adjustment form

a. If the entries are correct, proceed to #25. b. If the entries are not correct, close the summary screen by clicking the black “X” in the top right corner and you will be returned to the FGAJVCQ screen.  Find the record that needs to be corrected and type the new and correct information into the correct field for that record. You can scroll through records on the FGAJVCQ screen by clicking Previous Record or Next Record.

Once you have corrected the mistakes return to #24 and proceed accordingly. 25. Once all entries are correct, PRINT the Access Transaction Summary (FGIJSUM) screen. (Print it in Landscape Page orientation for a larger view) “X” out of the screen to return to the FGAJVCQ screen. 26. To complete and submit your batch press CTRL + Page Down 27. Click on COMPLETE at the bottom of the screen, and it will submit your

entry. The bottom of the screen should read….. “Completed and forwarded to the approval process” 28. The Receipt Adjustment Banner Batch is now completed. Page | 9


ENTERING A RECEIPT ADJUSTMENT 29. Staple together all the forms in the batch:

a. Banner Batch Header b. Individual Receipt Adjustment forms and supporting documents c. Printed FGIJSUM screen 30. Place it in the basket labeled “Batches Review & File� in the back on top of the filing cabinets. This concludes the Entering a Receipt Adjustment tutorial. Review: The student/intern will review the submission in Banner and check that all the Receipt Adjustment line items were entered correctly. If there is mistake, the batch is given back to the originator for correction. Next

Who

Related Training

Author

Filing: The GR batches are then filed by document number in the binder 1. Primary: Suhail Guzman 2. Backup: Stephanie Hendrix

Entering an Interdepartmental/Journal Entry Entering a Budget Transfer

Kari E Busard Training Specialist Office of Grants and Contracts East Carolina University

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APPENDIX A

Appendix A: Completed Batch Example

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APPENDIX A

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APPENDIX A

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APPENDIX A

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APPENDIX A

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APPENDIX B

Appendix B: Banner Example

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APPENDIX B

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APPENDIX B

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APPENDIX B

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APPENDIX B

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APPENDIX B

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APPENDIX B

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APPENDIX B

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