Finance Self Service Banner (SSB) 9 Training

How To:

  • Use Finance Self Service Banner (SSB) 9

Applies To:

  • Staff with Finance access in SSB

Steps:

My Finance Query Contents:

  • Overview                                                                                                                           
  • Query Page                                                                                                                     
  • Create a Query                                                                                                                
  •  Save a Favorite Query                                                                                           
  • Edit a Query                                                                                                         
  • View Available Balance, Pending Documents, and Payroll Expense Details                  
  • Share a Query                                                                                                       
  • Download a Query                                                                                                
  • Delete a Query                                                                                                      
  • Add a Computed Column                                                                                       
  • Options to View a Document 

Overview:

My Finance Query within Banner Self-Service allows users to create, save and share queries to support fiscal operations. The information provided is similar to that found in the Organization Budget Status Form (FGIBDST) or Executive Summary Form (FGIBDSR) using Banner Application Navigator.

The following types of queries are available:

  • Budget Status by Account
  • Budget Status by Organizational Hierarchy
  • Budget Quick Query
  • Encumbrance Query
  • Multi-Year Query
  • Payroll Expense Detail

The following sections of this document will outline the functions available within My Finance Query.

  ​​​​​​Graphical user interface showing the My Finance Query

Graphical user interface showing the My Finance Query

Query Page:

  • The My Finance Query page lists your budget query history including query favorites saved queries and shared queries, found on separate tabs.
  • The My Finance Query page serves as the home page. This page allows users to create and review budget queries that have been saved or shared.
  • Use the Search Query field to search for queries by supplying the full/partial name of the query. The Search Query feature can be used in combination with the filter functionality. This feature works on all the three tabs in the dashboard (Favorites, Saved and Shared).

Steps to Filter Queries

1) Click the filter queries icon
2) Queries can be filtered by the following types:

  • Budget
  • Encumbrance
  • Multi-Year
  • Payroll

You can also use the Low-High, High-Low arrows to filter queries based on budget size.

Create a Query:

Users can create and run new queries within My Finance Query.

Steps to Create a New Query

  1. Login to My Finance
  2. On the My Finance Query page, click New Query in the upper right-hand corner
  3. On the Create New Query window use the drop-down menu to select Query Type
  4. Select the values and the Operating Ledger columns to run the query for
  5. Click SUBMIT
  6. Results will display on the page.
  7. Use the available icon buttons to edit, share, save, view query parameters, add computed columns, download results to Excel, or view available balance, pending documents, and payroll where applicable.

Users are able to create the following types of queries within My Finance Query:

Budget Status by Account – Query budget information by accounts for the Fiscal Period, Year, and Commitment Type (all, committed, or uncommitted).

There are four levels to a Budget Query by Account:

  1. Account Detail
  2. Transactions Detail
  3. Document Detail
  4. View the Document.

The following data elements can be used for queries:

  • FOAPAL/Index values
  • Single Organization
  • Fund Type
  • Account Type
  • Revenue Accounts
  • Hint- Wild-card filters are supported for FOAPAL data elements

Budget Status by Organizational Hierarchy – Query budget information for organizations using the following data elements:

  • Hierarchical structure
  • Specific Funds, high-level Organizations, Accounts, and Programs
  • Fund Type
  • Account Type
  • Revenue Accounts
  • Wild-card filters supported for FOAPAL

Budget Quick Query – Query current budget status, and view information like the Organization Budget Status (FGIBDST) page in Banner Application Navigator.
Hints-

  • When you choose this option, be aware of the following:
  • Only one parameter page displays for this query
  • Ledger fields that are displayed include Adjusted Balance, Year to Date, Net Commitments, and Available Balance
  • Wild-card filters are supported for FOAPAL data elements
  • When the Fiscal Year is entered, data displayed will be through period 14
  • Self Service automatically saves your last set of criteria that was used.

Encumbrance Query – Query budget information by encumbrance information for the Commitment Type (all, committed, or uncommitted), Encumbrance Status, and Fiscal Year and Period.

Multi-Year Query - Query current budget status by Grant, and view the information found on the Grant Inception to Date (FRIGITD) in Banner Application Navigator.

  • Hint- Wild-card filters are supported for FOAPAL data elements

Payroll Expense Detail – Query used to review entire payroll distribution data for the Fiscal year and Fiscal period by the following data elements:

  • FOAPAL/Index values
  • Single Organization
  • Fund Type
  • Account Type
  • Hint- Wild-card filters are supported for FOAPAL data elements

Save a Favorite Query:

Users can save and set queries as Favorites for easy access. Favorite queries are accessible on the Favorites tab. Note – Until a user sets at least one query as a favorite, no queries will be visible or accessible on the Favorites tab (the landing page within My Finance Query). 

Steps to Save a Query as a Favorite 

  1. Create a new query or access a saved query. 
  2. The query results will display on the page 
  3. Click the Save icon 
  4. Enter a query name 
  5. Select the the Set as favorite check box to save the query as a favorite 
  6. Click Save 

Edit a Query:

Users can edit a query in order to adjust query output and results.

Steps to Edit a Query

  1. Select the Saved or Shared query to edit on the dashboard. 
  2. The query will display results. 
  3. Click the Edit icon (pencil) to access the Edit Query window. 
  4. Adjust the data elements present in the query. 
  5. Click Submit 
  6. The new query results will display. Hints- (a) Consider creating an all-purpose query, saved, used to edit for easy ad hoc reporting. b) Make sure to save edits made if desired. 

View Available Balance, Pending Documents and Payroll Expense Details:

Users can view available balance, pending documents and payroll expense details related to queries. Some content is visible only with appropriate security/permissions. 
 

Steps to View Information 

  1. Access and view a query 
  2. Click the Options icon (3 vertical dots) 

The following options are available in the list: 

  • View Available Balance – Displays the Available Balance information (similar to FGIBAVL in Banner Application Navigator) based on the query parameters and the Budget Control Keys configured. 
  • View Pending Documents - Displays a list of pending documents associated with the query. 
  • View Payroll - Displays payroll information, based on your permission level. 

Share a Query:

Users can Share queries with others within the organization that have the same level of access within Banner. 

Steps to Share a Query 

  1. On the Favorites or Saved tabs, locate the query that you want to share. 
  2. Click the share icon on the query When prompted, choose the appropriate share option. Yess - Updates the query to Shared allowing others with the same level of access to see the query. No - Cancel the share. 
  3. The share icon will change indicating that the favorited or saved query is now shared. 

Hint-
Shared queries do not show on the Shared tab for the user that shared the query. 
Clicking the share icon after sharing a query will un-share it with others. 
Queries saved by users cannot be deleted by the user; this is be done by IT. 
It is recommended that users do not use the Shared option, or use it very sparingly, as using it allows all Banner users access to the saved query. 

Download a Query:

You can download a query as an Excel spreadsheet.

Steps to Download a Query 

  1. Create or view a query that you want to download. 
  2. Click the download icon to download the query to the default download location on your local drive. 

Delete a Query:

Users can delete saved queries within My Finance Query.

Steps to Delete a Saved Query 

  1. Access the Saved queries tab 
  2. Select the query to be deleted 
  3. When prompted, select the appropriate option.Yes – Delete the query. No – Cancel the delete.

Add a Computed Column:

Computed columns can be added to query results. Note – computed columns can be added to all query types except for the Budget Quick Query. 

Steps to Add a Computed Column 

  1. Create or access a query 
  2. Click the computed columns icon to access the window 
  3. Select the columns and operators to define the computed column, and name it 
  4. Click Compute 
  5. Query results will reload and will include the new computed column. Note – to remove a computed column from a query, use the remove tab. 

Options to View a Document:

Users have options to view documents within My Finance Query. Following are the steps to use to view documents. 

Steps to View Documents 
Option 1 – Find Documents using Search 

  1. Click the document search icon on the My Finance Query dashboard. 
  2. Search for the desired document with one of the following data elements: Document Type, Document Search, Document Number.
  3. Click View Document 
  4. The document will open as a pdf file 

Hint- Use the Approvals & Related Documents option to view the approval information, including approval history, required approvals, related documents and attachments. 

Option 2 – Find documents with drill-down 

  1. Access a query with documentation to view 
  2. On the results page, click on a budget figure within a query (ie %25,000.00). 
  3. This will drill-down into the query and open the related transaction details. 
  4. Click Document Code to open the details in a pdf file. 

Hint- Click the View Parameters icon to see the approval information, related documents, and other attachments. 

Print Article