Transactions

The phrase “transaction” is used in reference to the entry to record any financial activity. This could include purchases, travel activity, transfers, or journal vouchers.

Review Transactions

Banner is the system of record for all financial activity. After completing required training, you can view transactional activity and documents.

Instructions

  • View Transactions
    banner search menu with FGIBDSET in search field and dropdown expanded with Organization Budget Status

    Step 1

    Navigate to the Banner form FGIBDST by entering the screen name or typing ‘budget’.

    Banner

    complete organization field located in the first column and fund located in the second column

    Step 2

    Enter your Fund Number & Organization Number

    The Go button is located at the top right under the navigation menu starting with add

    Step 3

    Click ‘Go

    account code highlighted blue in the first column

    Step 4

    Click on desired account number. The number should appear highlighted.

    the related button is located in the top right navigation

    Step 5

    Click Related located at the top right. Screen options will pop out from the right.

    transaction detail information is located in right popout navigation

    Step 6

    Click Transaction Detail Information

  • Find Documents
    banner search menu with FGIDOCR in search field and dropdown expanded with Document Retrieval Inquiry

    Step 1

    Navigate to the Banner form FGIDOCR.

    Banner

    The Document Number field is the first field located at the top left of thes screen

    Step 2

    Enter Document Number into the first field. The form will select the Document Type based on the Document Number.

    Do not enter anything into the Submission Number box.

    The Go button is located at the top right under the navigation menu starting with add

    Step 3

    Click ‘Go

  • Find Scanned Backup Documents
    banner search menu with FGIDOCR in search field and dropdown expanded with Document Retrieval Inquiry

    Step 1

    Navigate to the Banner form FGIDOCR.

    Banner

    The Document Number field is the first field located at the top left of thes screen

    Step 2

    Enter Document Number into the first field. The form will select the Document Type based on the Document Number.

    Do not enter anything into the Submission Number box.

    The retrieve button is located in the top right navigation as the second link

    Instead of clicking on ‘Go’ or next section, click the ‘Retrieve’ button once your document number is in the Document field.

    Depending on your access, you may only be able to retrieve scanned documentation for documents that contain ONLY your FOAP.

Submit an Interdepartmental Transfer

An Interdepartmental transfer is an auditable journal transaction that allows departments to transfer qualified revenue or expenditures from one department to another. They are mostly used to purchase/charge for an item or service between university departments.

To submit

  1. Download the Interdepartmental Form
  2. Complete the form
  3. Gather supporting documentation. These documents may include scanned payment receipts, emails, invoice copies, etc.
  4. Email the completed form & supporting documentation to interdepartmental@shsu.edu.

Request a Correction

The Controller’s Office will correct posted transactions from the current fiscal year (or an open fiscal year) that are not related to budget or payroll. Posted transactions are transactions that have made it all the way through the approvals process and have posted in Banner’s operating ledger. Often, there is a delay between the time transactions are processed in a third party system – such as BearKatBuy or Chrome River – and when the transaction feeds to Banner as a posted transaction, so please ensure the transaction has posted in Banner before submitting a correction request.

To request a correction

  1. Download the Transaction Correction Form
  2. Complete the form with the following information.

    • Current/incorrect FOAP. The FOAP that the transaction is currently showing the posted to.
    • Correct FOAP. The FOAP that the transaction should be posted to.
    • Exact amount(s) to correct. If the amount that is needing correction is part of a total amount, only provide the amount that needs to be corrected.
    • Document Number(s). This is the 8-Digit Document number assigned in Banner to the posted transaction. This number will either begin with the letters DL, F, J, or an I or E, if they are invoice related. The Banner Document Number can be found in the Document column on the FGITRND form by drilling down from FGIBDST.
    • Reason. Explain why the correction is needed.
    • Requestor Information. Information for the person submitting the request, including name, department, phone number, and email address.
  3. Gather supporting documentation. Supporting documentation is any backup documents that you may have, which may include but not limited to emails from Procurement or other department requesting the correction, and screen snips from Banner.
  4. Email the completed form & supporting documentation to interdepartmental@shsu.edu.

Cancel Payment

To request check cancellations or invoice payment, contact the Disbursement team within Procurement & Business Services.

Procurement & Business Services

Approve

If you have access to approve, you will be able view Banner documents awaiting your approval by clicking on the Approvals Dashboard link on the Employee Tab of your My Sam page. For more information, revisit the Online Approvals training.

For access information, visit our access page.

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