1. Admin Tools/Banner
1.1. Invoices
1.1.1. Deleting a Completed Invoice (Not Yet Approved)

View the instructions for deleting an invoice that has not been approved. (PDF)

1.1.2. Default Address For Direct-Pay Invoices

MSU employees and students can request a change to their permanent mailing address in Banner by submitting the Change of Address Form  to the appropriate office.  Employees should submit the form to Human Resources.  Students should submit the form to the Registrar's Office.  

Alternatively, the employee or student can change his/her permanent mailing address in myGateSelf-Service Banner (SSB).

Send e-mail to dshepeard@murraystate.edu requesting that the active permanent address in the Banner ID be defaulted for direct-pay invoices. The request should include the following pieces of information.

  • intended payee's name
  • his/her M number
  • desired payment address
  • indication of whether he/she is an employee or a student
1.1.3. Deleting a Completed & Approved Invoice
1.1.4. Invoice Creation - Commodity Level

Instructions for Commodity-Level Invoice Creation (PDF)

1.1.5. Invoice Creation - Document Level

Instructions for Document-Level Invoice Creation (PDF)

 

1.1.6. Modifying a Completed & Approved Invoice
1.1.7. Modifying a Completed Invoice (Not Yet Approved)

Instructions for modifying a completed invoice that has not been approved yet. (PDF)

1.1.8. Modifying an Incomplete Invoice

View instructions for modifying an incomplete invoice. (PDF)

1.1.9. Multiple Invoice Creation - Commodity Level
Instructions for creating Invoice Multiple Commodity Level (PDF) 
1.1.10. Multiple Invoice Creation - Document Level

Instructions for creating Multiple Invoice - Document Level (PDF)

1.2. Approving Documents in SSB (Requisitions, Invoices and Budget Transfers)

Some Documents, such as Requisitions, Invoices and Budget Transfers require the appropriate approvals before they can be fully processed.  To approve such documents:

1. On the Self Service menu, click on Approve Documents




2. Your myGate ID will automatically appear in the User ID field.

3. Click on one of the following button choices:

Approvers should choose -
Documents for which you are the next approver

Alternate Approvers should choose -
All documents which you may approve

And then click on Submit Query




4. An Approve Documents list will appear.  Be sure to note any document that has a ‘Y’ in the NSF (non-sufficient funds) column.  The funding for this document will need to be addressed but your approval will authorize the expenditure.  If document remains NSF, Accounting will Disapprove.



5. To see detailed information for any particular document on your list, click on the Document #.

After you have reviewed the information,
just click on the back arrow to return to the document list.

6. Click on History to see who originated and/or who is an approver for any particular document.

After you have reviewed the information,
just click on the back arrow to return to the document list. 

7. If you want to approve a document, click the appropriate Approve link.  The approval screen will appear where you can change the Comment, if necessary, and complete by clicking on Approve Document.




8. Approval will be confirmed and you can select Continue to return to the document list.

9. Repeat this process for all documents to be approved.

10. If you want to disapprove or deny a document, select the Disapprove link.  You may change the comment, if necessary, and complete by clicking the Disapprove Document button.

11. Disapproval will be confirmed and you can select the Continue button to return to the document list.

12. Once you have approved or disapproved all documents on your approver list, you may click on EXIT to leave Self Service

1.3. Basic Navigation in INB

The following navigation instructions are for use within myGate Banner INB.  If you don't have INB access but feel you should, please contact your supervisor.



Navigate between sections or blocks of the document on which you are working or viewing with the Previous Block icon or CTRL+PAGE UP key strokes and Next Block icon or CTRL+Page Down.



Navigate between records (may be different FOAPALS or different invoices, for example) within a block with the Previous Record icon or UP Arrow key and the Next Record icon or DOWN Arrow key.




To enter query mode use the Enter Query (?) icon or the F7 key.  To execute the query use the Execute Query icon or F8 key.  The Cancel Query icon (X) or CTRL+Q will cancel a query. 




To change your screen preferences, click on File, then Preferences.




You may change colors on specific areas of your INB in order to make the screens more user friendly.


1.4. BTR Journal Types

Murray State University

Budget Transfer Journal Types

myGate/Banner effective 7/1/08

 

BT1 - < $5,000 within same fund/organization

BT2 - <$2, 500 within the same area (Presidents Office)

BT3 - <$2, 500 within the same area (VPAA) – Vice President Academic Affairs

BT4 - <$2, 500 within the same area (VPSS) – Vice President Student Services

BT5 - <$2, 500 within the same area (VPFAS) – Vice President Financial & Administrative Services

BT6 - <$2, 500 within the same area (VPIA) – Vice President Institutional Advancement

BT9 - Other operating account code transfers (non-salary items)

 

1.5. Budget Queries in SSB

You may view your up-to-date Organization Status Report by using Budget Queries on SSB.

 1. Click on Budget Queries on the SSB Finance menu

2. Select Budget Quick Query to easily view your status report.

 

3. Enter the Fund, Organization and Grant (if applicable) for the status report you want to view and click on Submit Query.

4. This option will provide a quick and easy status report.

5. To view more detailed information, select Budget Status by Account or Budget Status by Organizational Hierarchy and click Create Query.

6. Select all fields you want to view and click Continue.

7. Always select Fiscal Period 12 to get up-to-date information, then enter the Fund, Organization and Grant number.  Click on Submit Query to view the information.

8. You may drill down to specific information by clicking on any fields in blue.

9. Continue to drill down to individual document information, if desired.

1.6. Budget Transfer in SSB (single line)
Budget Transfer (Single Line)
  • These instructions allow users to transfer non-salaried items between multiple accounts or multiple organizations. If you are moving salaried items you must use the Paper Budget Transaction Form. 
  • This process has the same programmed departmental security as Banner Finance; thus only allowing transactions to your area of responsibility.
  • In each document created, the pluses (transfers to) must equal the minuses (transfers from).
  • You can not move money to or from the Foundation. So, your chart should always be Chart 1 (University Chart).Please contact the Foundation for Foundation Budget Questions.
  • We now have an Operating Expenditure Pool, which is 711. If you are moving expenditure budget, you will use the 711 account.  If you are increasing your revenue budget you will continue to use the specific revenue account code.
  • If you do not know your FOAPAL, you can go to the Crosswalk and search for it or search options are at the bottom for SSB search.  Your FOAPAL will not default in SSB.

To complete a budget transfer (single line):
1. Budget Transfers are completed on Self Service Banner (SSB).  Log in to

2. Click on the Budget Transfer link.

 

3. Transaction Date will default to today’s date.

4. Select your Journal Type

 
 

5. Enter the amount you wish to transfer into the Transfer Amount field.

6. Enter your Chart of Accounts code in the Chart field.

7. The ‘FROM’ information represents where the budget funds will be reduced; therefore enter the Fund, Organization, Account & Program where the budget will be taken from.  **We will not be using Index, Activity, so please skip these fields.  You do not need to enter a Location for budget transfers.


8. The ‘TO’ information represents where the budget funds will be increased; therefore enter the Fund, Organization, Account & Program where the budget will be added. ***We will not be using Index and Activity, so please skip these fields.  You do not need to enter a location for Budget Transfer Forms.

9. Enter a Description for the transaction.

10. Click on the Complete Button.  When the Document is completed, the Document amount is automatically entered and the amount is doubled the transferred amount.  Please note that the transfer amount is the amount that is transferred.

11. If this process is successful, the Document Number will appear on the resulting screen.
 
You might need to refer to this document number later, so you may want to write it down or print the screen.   You will keep this documentation in your department; you no longer need to send a Paper Document to Accounting.
1.7. Budget Transfer in SSB (multiple line)
  • These instructions allow users to transfer non-salaried items between multiple accounts or multiple organizations. If you are moving salaried items you must use the Paper Budget Transaction Form. 
  • This process has the same programmed departmental security as Banner Finance; thus only allowing transactions to your area of responsibility.
  • In each document created, the pluses (transfers to) must equal the minuses (transfers from).
  • You can not move money to or from the Foundation. So, your chart should always be Chart 1 (University Chart).Please contact the Foundation for Foundation Budget Questions.
  • We now have an Operating Expenditure Pool, which is 711. If you are moving expenditure budget, you will use the 711 account.  If you are increasing your revenue budget you will continue to use the specific revenue account code.

To complete a budget transfer (multiple line):

1. Budget Transfers are done in Self-Service Banner (SSB).

2. Click on the Multiple Line Budget Transfer link.

 


3. Transaction Date will default to Today’s date.

4. Select your Journal Type.



5. In the Document Amount field, enter the total document amount.  The Document Amount is the TOTAL amount transferred on the document between the FROM account to the TO account.


 

6. Enter your Chart of Accounts code in the Chart field.

7. Enter the first Fund, Orgn, Account & Program from which you are transferring funds into the first FOAPAL field.  

***We will not be using Index, Activity & Location, so please skip these fields.

8. Enter the amount you wish to transfer out into the Amount field.

9. Choose the minus sign (transfer from) from the D/C column.

10. Repeat steps 5-8 if there is more than one FOAPAL from which you are transferring funds.

11. Tab to the next line

12. Enter the FOAPAL to which you are transferring funds into the next FOAPAL field.

13. Enter the amount you wish to transfer in into the Amount field.

14. Choose the plus sign (transfer to) from the D/C field.

15. Repeat steps 11-14 on the next rows if there is more than one Org/Account to which you are transferring funds.

16. Confirm your amounts entered match your Document Amount at the top of the screen.  This amount is double the amount actually transferred.  It is an absolute value.  The amount actually transferred will be the amount in the amount field for each row.

17. Enter a description in the description field.

18. In the budget period, choose Budget period 01.  ***MSU budgets on an annual basis, so you will always use period 01.

19. Click on the Complete Button.  If this process is successful, the Document Number will appear. 

1.8. Coding Employees Or Students As Vendors
Reimbursement payments (travel expenses, etc.) made to an employee or student are processed in Banner using the direct-pay invoice.    If the employee or student has not been coded as a vendor, Banner halts invoice creation and alerts the user that the intended payee is an "invalid vendor".   Procurement Services personnel will code an employee or a student as a valid vendor following a request from appropriate authorized Banner users. 

E-mail the request to dshepeard@murraystate.edu.  The request should include the following pieces of information. 
  • intended payee's name
  • his/her M number
  • indication of whether he/she is an employee or a student
  • desired payment address

1.9. Finance FAQ
Information about general finance questions is available in this FAQ (PDF).

1.10. Finance Terms

Banner Finance Terms

A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z

A

Account
The first "A" in "FOAPAL" that describes the nature of expenditures and revenue in the Operating Ledger. (in FRS, it was our subcode)

B

Banner
Banner is the name of the integrated suite of software products that use client/server architecture and web applications. It serves as an interface between users and the database where all system records are stored. Banner is a trademark of SCT (Systems and Computer Technology Inc.)
Budget Transfer
Transaction that reduces the budget in one FOAPAL and increases the budget in another FOPAL by an equal amount. Budgets may only be transferred within Funds.

C

Commodity level accounting
Commodity level accounting allows you to assign one or more FOAPALs to each specific commodity (item).

Commodity level accounting must be used when you order inventory items.

Example:
Computer paid by 1st FOAPAL (100%)
Printer paid by 2nd FOAPAL (100%)
Server paid by 2nd FOAPAL (50%) and by 3rd FOAPAL (50%)

D

Document level accounting
Document level accounting allows you to assign FOAPALS at the document level, rather than to specific commodities by a percentage (or other distribution) of the total.

Example:
Paper (plus)
Books (plus)
Chair ( = total charge)
paid by
1st FOAPAL (100%)
or
1st FOAPAL (75%) and 2nd FOAPAL (25%)
or
1st FOAPAL ($partial amount) and 2nd FOAPAL ($balance)

E

Encumbrances
An amount of the available balance in a FOAPAL earmarked for paying anticipated or known obligations.

F

Fiscal Year (FY)
Any yearly accounting period. The State's & College's fiscal year begins on July 1 and ends on the following June 30.
FOAPAL
FOAPAL is the acronym representing each element of the new Charts of Accounts: Fund, Organization, Account, Program, Activity, and Location. This the numbering system used by Banner to capture financial transactions and facilitate retrieval of information and financial reporting.
Fund
The "F" in "FOAPAL" that defines the source or money and whether a restriction has been imposed by the contributor of the money as how it can be spent.

G

H

I

Internet Native Banner (INB)
This is the place you will go to create requisitions and direct payments.

J

K

L

Luminis
The Portal Technology that provides centralized Web access to information and services in a secure environment. This is a Sungard SCT product that serves as a gateway to electronic information at the University. The Luminis software is called myGate at MSU.

M

N

O

Operating Expenses
Non-compensation expenses such as supplies and equipment.
Organization
The "O" in "FOAPAL" that defines the departmental entities or budgetary units within the Univer
1.11. Finding Person M-Numbers In INB
These instructions show you how to find M Numbers for persons.  M Numbers are used on Travel Requests, Group Travel Requests, Travel Vouchers, and Direct-Pay Invoices

1. Sign into myGate and click on the INB link on the Admin Tools tab.

2. Type FOIIDEN in the Go To ...  box and press [Enter]



3. Press [Tab] once to move your cursor to the Last Name field and type your last name (or the last name of the person for whom you are searching).  Wildcard characters (%) can be used before and after the last name. For example, if searching for every person whose last name contains 'Smith' you would enter %Smith% in the Last Name field.




4. Click the Execute Query icon or press [F8] key to execute the query
5. Find your name (or the name for which you are searching) on the list.  The “M” number for that name will be in leftmost column.


1.12. FOAPAL Guide & FAQ
The FOAPAL guide explains the different portions of the account number.  It is attached to this article as a PDF file.

Scroll down and click on the link for the FOAPAL Guide.

Q. What is FOAPAL?
A. For the map of the Banner system, scroll down and click on the FOAPAL guide.

Q. I can’t find an Account (FRS subcode) that I used to use before July 1.

A. There have been some changes and consolidation of old subcodes. For those you cannot find in the Crosswalk, try searching for a comparable code when entering information into Banner by utilizing the Search button on the Account Code. Please see step-by-step instructions for document entry for more details.

When giving out or writing a FOAPAL without the account code, please use the following format: FUND-ORG-X-PROGRAM. For example, the accounting department’s FOAPAL would appear as 100001-100776-X-6030.

Q. What if the Account (FRS subcode) I’m looking for is not listed on this Banner list?
A. Check the Crosswalk to see if this subcode was transferred to the new Banner system. To do this, open a FOAPAL Crosswalk on https://www.murraystate.edu/crosswalk/ In the third section of this Crosswalk, under “Search for an FRS Subcode by Banner Account Code” type in the old subcode you are trying to locate in the “FRS Subcode” box.

Q. I need to make a purchase at the Bookstore for my department. What number do they require now?
A. The old account number will not work for purchases. You must bring your new FOAPAL with you.

Q. What information does the MSU Post Office require for mailing envelopes on campus? Off campus?
A. On campus mail: requires name and department (please spell out the person’s name AND the department name)
A. Off campus mail: the University Post Office has undergone a software upgrade through Pitney Bowes, the vendor for post office equipment.  As a result, university departments must now use their FOAPAL account numbers in processing mail.  Departments are encouraged to discontinue use of old account numbers.

Q. I need some envelopes printed for my department. What number do they require?
A. You will need to provide them with the FOA (A will be X’d out) and P of the FOAPAL string of numbers.
To contact Publications & Printing directly (4747 or 4376).

Q. I need to send something to Surplus. Do they require a FOAPAL?
A. No. The Change of Accountability Form has a place for your account number but it is not required. The COA form will be added to Forms Central at a later date.

1.13. Reviewing & Deleting Messages in INB
You may receive Banner Messages about specific documents.  These messages will appear until you complete them.

1. The Check Banner Message link will be checked if you have messages to read.  Click on the link to view these messages.

 

2. The GUAMESG screen will appear.  Click the Complete button on all the messages you want to delete.


3. Click on the Save icon and you will then see a message at the bottom of the screen that says Transaction complete.  Click the black X to close the window.

 
1.14. Searching for a FOAPAL in SSB
 If you do not know your FOAPAL, use the Crosswalk or you can use the Search option in SSB.

1.  You will enter your Chart number (1 for University, 2 for Foundation).


2.  In the type field you would select what you are looking for (fund, organization, account, program)

You can also limit your search by criteria, for example if you are looking for an revenue account, you can put a 5% in the Code Criteria field and it will pull up only accounts that start with a 5.

3.  Execute Query.

 

1.15. Shortcut Keys for INB
1.16. Viewing Documents in SSB

You may want to check the status of documents during the approval process.  These documents can be viewed on Self Service Banner.

1. Click on Self Service on the myGate Admin Tools tab.

2. On the Self Service menu, click on View Document

 

3. Select the type of document you want to find from the drop down menu (Requisition, Purchase Order, Invoice or Journal Voucher/Budget Transfer).

 

4. If you know the specific document number enter it and click on Document Number.
5. If you do not know the document number, leave it blank and then click on Document Number to obtain a list of documents from which you may choose.

 

6. A lookup screen will appear.  You need to enter at least one of the asterisk * fields and click on Execute Query to obtain the list of documents.


 
7. The Document Lookup list will appear and you may click on any specific Document Number to enter for the query

8. The document number will appear and you may click on View document to see the detailed information. 

 

*After you have reviewed the information, just click on the back arrow to search for another document.