Chapter 13: Reporting

FIS Banner Reporting

This chapter contains information about reports produced by FIS Banner 8.

Overview
Printing Reports Directly to Your Printer
Downloading PDF Reports to Your Desktop
Exporting Data From an FIS Form to Excel
Reports Listing

Overview

FIS offers three methods for retrieving data from Banner. Depending on your specific reporting needs, you can:

• Get a report from your printer. This is done by accessing the Process Submission Control Form (GJAPCTL) where you enter parameters to specify output (See the Reports Listing at the end of this section for a list of the most commonly used printed reports).

• Have a PDF report delivered to your desktop. (Not all reports are PDF capable. See the Reports Listing at the end of this section for reports available in PDF).

• Download query into Excel. You can query in a FIS form, such as FGITRND, and download query results into an Excel file on your desktop. (Not all forms are enabled for this function. See the Reports Listing at the end of this section for forms enabled for exporting to Excel).

The following explains how to get a report using these various delivery methods, and how to prepare your desktop for PDF/Excel files. At the end of this section is a list of reports with their descriptions and delivery methods (Printer, PDF, or Excel) for a specific report.

Tip: You may return to a recently used form by selecting it from the File menu, where up to ten form names are displayed.

 

Printing Reports Directly to Your Printer

Important: Before printing from FIS, your printer must be registered with ITS and configured properly.
Click here to learn more about ITS support for printer setup.

Printing reports from FIS is handled by the Job Submission process, which enables you to execute a report without having to exit the Banner application. Job Submission is carried out by form GJAPCTL (Process Submission Control Form). To print a report:

1. In the Go to... field on the Banner Menu Form, type GJAPCTL <return>.
   
   
   Tip: You can save a few keystrokes by typing in the report name,
   instead of the form name, in the Go To…. field (then press Enter).
   
    
2. In the Process field, enter the name of the report you want to print.. See the Reports Listing at the end of this section for a list of the most commonly used printed reports.
   
   
3. Type [control page down] Next Block to the Printer Control block. Enter the Printer Code of the printer you want to send the report to in the Printer field (press F9 List of Values or click on the Search icon to see a list of printer codes).
   
   
4. Type [control page down] Next Block to the Parameter Values block. Enter the appropriate parameters in the Values column. Use caution with Optional parameters. This may result in long printed reports with unwanted data.
   
   
5. Type [control page down] Next Block to the Submission block. Click on ‘Save Parameter Set’ (this is optional) to save the values you just entered for the next time you want to print the same report.
   
   
6. Type [F10] Save, click on the Save icon, or Right Click - Save to save to Commit your entered values. Your report will not be submitted for output until you commit it.
   

The ‘Log File’ information displayed in the Hint Text area indicates your print job has successfully been submitted to the FIS print server, which sends the print job to your printer. Most printouts will appear on your printer almost immediately.

Downloading PDF Reports to Your Desktop

FIS reports are now available via PDF delivery to your desktop (PDF delivery is limited to reports created using the Oracle Reports tool). Among the reports in this format are FZRPOEL, FZRSFND, FZRDITD2 and FWROLAD. See the Reports Listing at the end of this section for list of PDF capable reports. Reports programmed using other tools such as SQL and C will still only be available via printout.

You can only download PDF reports you have access to. If you do not have access to specific reports, then you will not have access for downloading them to your desktop. Access to reports requires supervisor approval.

IMPORTANT
Before You Begin Downloading PDF Reports:

• Pop-up blockers must be turned off. Downloading PDF files spawn another browser window, which is essentially a “Pop-up” window. See Browser Configuration for PC or Browser Configuration for Mac for details.

• Windows users must configure their browsers to enable for file downloads. See Browser Configuration for PC for details.

• Adobe Acrobat Reader is required to view PDF files in Windows (for Mac users, PDF’s can be viewed in Mac OS’s viewer, Preview).

1. In the Go to... field on the Banner Menu Form, type GJAPCTL <return>.
   
    
2. In the Process field, enter the name of the report you want to print.. See the Reports Listing at the end of this section for list of PDF capable reports.
   
   
3. Type [control page down] Next Block to the Printer Control block. Do not change the Printer default value of NOPRINT. Printer codes are not used for PDF reports.
   
   
4. Type [control page down] Next Block to the Parameter Values block. Enter the appropriate parameters in the Values column. Use caution with Optional parameters. This may result in long printed reports with unwanted data.
   
   
5. STOP at Parameter titled ‘Mode For Character Format’. The remaining parameters have default values (some are blank) for PDF processing. Do not enter any values from this point forward.
   
   
6. Type [control page down] Next Block to the Submission block. Click on ‘Save Parameter Set’ (this is optional) to save the values you just entered for the next time you want to print the same report.
   
   
7. Type [F10] Save, click on the Save icon, or Right Click - Save to save to Commit your entered values. Your report will not be submitted for output until you commit it.
   

Upon commit, a browser window will display. Depending on the size of your report, the PDF information may display immediately, or you may see a blank browser window. This is an indication that the report is still running. Be patient: information may take several minutes to appear. Do not close a blank window until your PDF output appears.

NOTE: Depending on your Adobe Acrobat settings, the PDF output will either:

• Display on your screen as a PDF report inside a browser window.

OR

• Open directly in Adobe Acrobat.

You can change your Adobe Acrobat settings from within Acrobat as follows:

-Go to Edit/Preferences and select Internet from the list of categories.
-Check "Display PDF in browser" to have your report display inside browser window.
-Uncheck "Display PDF in browser" to have your report open directly in Acrobat.

PDF report inside an Internet Explorer browser window:



PDF report opened directly in Adobe Acrobat:




When completely downloaded, you can save a copy to using another file name:

1. In the PDF browser window, Go to File > Save a Copy.
   
   
    
2. Type in a file name (e.g. FZRPOEL_FEB2008) and key Save.
   
   
    

The saved PDF report will now be available on your desktop for additional printing, viewing and sharing as an email attachment.

Troubleshooting Tips When Downloading PDF Reports to Your Desktop

• Make sure your Pop-up blockers are turned off. See Browser Configuration for PC or Browser Configuration for Mac for details.

• If you are a Windows user, make sure your browser is configured to be enabled for file downloads. See Browser Configuration for PC for details.

• You may need to disable any 3rd party toolbars (Yahoo, Google, etc.) installed on your Internet Explorer browser: such toolbars may have their own built-in popup blockers which will override Internet Explorer’s popup blocker settings.

Exporting Data from an FIS Form to Excel

You can download data from a FIS form and export that data to Excel. For example, you could query on ledger activity for a specific FOAPAL in FGITRND. Then, download the displayed results of the query to an Excel spreadsheet. This feature is called Data Extract.

Not all forms are enabled for Data Extract. See the Reports Listing at the end of this section for a list of forms allowed for this capability (look for ‘Excel’ in the Delivery column).

You can only use Data Extract for those forms you have access to. If you do not have access to specific forms, due to security reasons, then you will not have access for downloading data. Access to forms requires supervisor approval.

Data Extract is used with queryable forms only, not reports. For report delivery in printouts and PDF files, see the sections Printing Reports Directly to Your Printer and Downloading PDF Reports to Your Desktop

IMPORTANT
Before You Begin Exporting FIS Data:

• Pop-up blockers must be turned off. Data Extract spawns another browser window in order to display the results of the download, which is essentially a “Pop-up” window. See Browser Configuration for PC or Browser Configuration for Mac for details on turning off pop-up blockers.

• Windows users must configure their browsers to enable for file downloads. See Browser Configuration for PC for details.

• Signs on most FIS forms translate the same once the data is exported to Excel. If a sign is positive on the form, it will be positive on the exported results. If negative, it will appear with minus signs.
CAUTION: Some forms, such as FGIBDST, show both expenditures and revenues with positive signs.

• Totals, such as what is seen at the bottom of forms FGIBDST and FGITRND, are not downloaded.

To download data from a Banner form into Excel:

1. In the Go to... field on the Banner Menu Form, enter the name of the Banner form you wish to extract data from (e.g. FGITRND, FGIBDST, etc.) then key <return>.
   
   
2. Perform your form query. See Query Techniques for more information about querying in Banner forms.
    
3. Once query results are displayed, go to Help > Extract Data No Key.
   

4. Depending on your browser’s settings, you may see a File Download box (similar to those below) and you may be prompted to Open or Save the downloaded file.
    

5. Immediately save the file.
   

Depending on the size of your report, the Excel spreadsheet information may display immediately or may take several minutes to appear.

Note: Excel will display the exported data in the same order as shown in the FIS form, and includes column headers from the form. However, leading zeroes are dropped. For example, Account Code 000010 will show as 10 in Excel.



If you want to see leading zeroes in your spreadsheet, use Excel to format those columns:

1. Highlight the column.

2. Go to Format > Cells > Number (tab) > Click on Custom (in the Category box).

3. Click on ‘0’ (the single zero below General in the Type box).

4. Type in 5 more zeroes.

5. Click OK to close Format Cells box.

The saved Excel spreadsheet will now be available on your desktop for additional printing, viewing and sharing as an email attachment.

Troubleshooting Tips When Downloading PDF Reports to Your Desktop

• Make sure your Pop-up blockers are turned off. See Browser Configuration for PC or Browser Configuration for Mac for details.

• If you are a Windows user, make sure your browser is configured to be enabled for file downloads. See Browser Configuration for PC for details.

• If you have another file open on your desktop with the file name ‘gokoutd.csv’, it will prevent you from downloading subsequent files. Be sure previous downloads are either saved as another file name or deleted.

• You may need to disable any 3rd party toolbars (Yahoo, Google, etc.) installed on your Internet Explorer browser: such toolbars may have their own built-in popup blockers which will override Internet Explorer’s popup blocker settings.

Reports Listing

If you are in a Central Office and/or have access to special FIS reports that you do not see on this list, or have questions, please contact fis_probs@ucsc.edu.

Form or Report Name	Title	Description	Delivery Method	Instructions
FGRACTH	Account Hierarchy REPORT	Prints a list of Account Codes, and their roll-up codes.	Printer	Submit print job via GJAPCTL. NOTE: Most users like this for Non-inventorial expense accounts (Account Type 71).
FGRFNDH	Fund Hierarchy REPORT	Prints a list of funds and their hierarchy in order of fund type.	Printer	Submit print job via GJAPCTL.
FGRGLTA	General Ledger Detail Transaction REPORT	Prints General Ledger accounts activity by fund.	Printer	Submit print job via GJAPCTL.
FGRORGH	Organization Hierarchy REPORT	Prints a list of Org codes and their roll-ups.	Printer	Submit print job via GJAPCTL. TIP: Use Level 3 or Level 4 org to prevent printing entire list of UCSC orgs.
FPAPORD	Purchase Order PRINT	This will print a specific Purchase Order which has been approved.	Printer	Submit print job via GJAPCTL.
FYRDPSA	Direct Pay Inv. w/ 1 approver REPORT	This report list Direct Pay invoices processed with a Single Implied Approval. This report is part of a set of monthly reports which is printed centrally and distributed to Units.	Printer	Submit print job via GJAPCTL.
FZRACTV	Activity Codes by Prefix REPORT	Lists Activity Codes; includes selection by Activity Code prefix	Printer	Submit print job via GJAPCTL.
FZRPTJV	Journal Voucher Print REPORT	This reports prints details of a selected Journal Voucher.	Printer	Submit print job using GJAPCTL.
FWRBBAL	Budget Summary REPORT	This prints Budget Summary - YTD balances by Units, Organization, Fund	PDF	Submit print job using GJAPCTL. Do not change Parameters 06-76.
FWRDOLD	Monthly Transaction Detail REPORT	Prints detail transaction balances by Organization, Fund, and Account.	PDF	Submit print job using GJAPCTL. Do not change Parameters 09-76.
FWROLAD	Monthly Transaction Detail REPORT	This report gives monthly transactions detail sorted by Org, Fund, Pool Acct, Activity and Acct for a specified month.	PDF	Submit print job using GJAPCTL. Do not change Parameters 10-76.
FWROLAS	Operating Ledger Account Summary REPORT	This report gives monthly transactions for each Account within Pool Account sorted by Service Center Code, Org, Fund, Pool Acct and Acct for a specified month. This report is part of a set of monthly reports which is printed centrally and distributed to Units.	PDF	Submit print job using GJAPCTL. Do not change Parameters 09-76.
FWROLAY	Operating Ledger Activity Summary REPORT	This report gives Operating Ledger activity summary by Service Center, Orgn, Fund and Activity. This report is part of a set of monthly reports which is printed centrally and distributed to Units.	PDF	Submit print job using GJAPCTL. Do not change Parameters 11-76.
FWROLPS	Operating Ledger Pool Summary REPORT	This report summarizes transactions at the Pool account level by Organization, Fund, Pool Account. This report is part of a set of monthly reports which is printed centrally and distributed to Units.	PDF	Submit print job using GJAPCTL. Do not change Parameters 09-76.
FWRTDEA	Transaction Detail by Activity REPORT	This report gives monthly transaction detail by Service Center Code, Orgn, Fund, Activity, and Acct. This report is part of a set of monthly reports which is printed centrally and distributed to Units.	PDF	Submit print job using GJAPCTL. Do not change Parameters 11-76.
FZRDITD2	C/G Detail Inception to Date-2 REPORT	This report prints detail inception to date for Contract & Grant funds. Does not cross FY's. Does not include Revenue, 310000 & 320000 orgs.	PDF	Submit print job using GJAPCTL. Do not change Parameters 07-76.
FZRPOEL	Open PO Encumbrances REPORT	This report shows open PO and REQ encumbrances. Sorted by Service Center Code, then Org. Use this for liquidating open encumbrances.	PDF	Submit print job using GJAPCTL. NOTE: Service Center Code is required to run this report. Do not change Parameters 07-76.
FZRSFND	Fund Summary REPORT	This report shows the year-to-date totals of budgetary, financial, and encumbrance transactions summarized by pool budget account for each organization in each fund.	PDF	Submit print job using GJAPCTL. Do not change Parameters 08-76.
FZRSITD	Contract & Grant Inception to Date Summary REPORT	This report is a summary of inception to date balances listed by Pool Budget Account for Contract and Grant Funds.	PDF	Submit print job using GJAPCTL. NOTE: This report crosses Fiscal Years. Do not change Parameters 08-76.
FZRYE125	Open Encumbrance REPORT	This report shows open general encumbrances and open PO and REQ encumbrances. Sorted by Service Center Code, then Org. Use FZRPOEL for liquidating open encumbrances.	PDF	Submit print job using GJAPCTL. Do not change Parameters 10-76.
FAIVNDH	Vendor Detail History FORM	This form lists invoices, credit memos, and check numbers for a specific vendor. Can query by single Fiscal Year, or Fiscal Year can be blank for all FYs.	Excel	Query in form, then download to Excel. CAUTION: if FY left blank, query can take several minutes.
FGIBDSR	Executive Summary FORM	This form performs budget queries using roll-up FOAPALs.	Excel	Query in form, then download to Excel.
FGIBDST	Organization Budget Status FORM	This form does Budget queries for specific FOAPALs.	Excel	Query in form, then download to Excel.
FGIDOCR	Document Retrieval Inquiry FORM	This form is used to view posted journals (and other posted documents).	Excel	Query in form, then download to Excel.
FGIENCD	Detail Encumbrance Activity FORM	This form shows activity against each accounting sequence for an individual encumbrance.	Excel	Query in form, then download to Excel. IMPORTANT: To download activity, navigate to that block first.
FGIGLAC	General Ledger Activity FORM	This form shows detailed transaction activity for General Ledger accounts by account number.	Excel	Query in form, then download to Excel.
FGIJSUM	Journal Voucher Summary FORM	This form provides shows journal voucher transactions that are not yet posted.	Excel	Query in form, then download to Excel.
FGITBSR	Trial Balance Summary FORM	This form enables you to query on specific funds and General Ledger accounts.	Excel	Query in form, then download to Excel.
FGITRND	Detail Transaction Activity FORM	This form enables you to query for detail on specific funds and Operating Ledger accounts.	Excel	Query in form, then download to Excel.
FOAPOXT	Procurement Text Entry FORM	Text form used for Purchase Orders and Invoices.	Excel	Query in form, then download to Excel.
FOATEXT	General Text Entry FORM	Text form used for Journal Vouchers.	Excel	Query in form, then download to Excel.
FPIOPOB	Open Purchase Orders by Buyer FORM	This form displays a list of Open Purchase Orders by Buyer.	Excel	Query in form, then download to Excel.
FPIOPOV	Purchase Orders by Vendor FORM	This form displays a list of Open, Closed, Cancelled, or Incomplete Purchase Orders by Vendor.	Excel	Query in form, then download to Excel.
FPIPOHD	Purchase Order Validation FORM	This form provides a list for all Purchase Orders.	Excel	Query in form, then download to Excel. NOTE: Speed up queries in this form by entering criteria, such as PO Date.
FRIGITD	Grant Inception to Date Summary FORM	This form displays inception to date activity summary by Account Type or Account Code.	Excel	Query in form, then download to Excel.
FRIGTRD	Grant Transaction Detail FORM	This form displays inception to date activity detail.	Excel	Query in form, then download to Excel.
FYILTRP	UCSC Trip Number List FORM	This form lists Trip Number data for Open and/or Closed trips.	Excel	Query in form, then download to Excel.
FZIABAL	Budget Availability Status FORM	This form displays Available Budget, YTD Expenditures, Open Encumbrances and Available Balance by Pool Account when querying by Org.	Excel	Query in form, then download to Excel.
FZIAGLC	AIS-General Ledger Interface FORM	This form shows details for the AIS-FIS interface postings.	Excel	Query in form, then download to Excel.
FZIDOCR	Completed Document Retrieval FORM	This form is used to see FOAPALs of posted documents, in list format.	Excel	Query in form, then download to Excel.
FZIJVCD	UCSC Pending Journal Vouchers FORM	This form lists pending Journal Voucher.	Excel	Query in form, then download to Excel. TIP: Query by USERID to find your pending JVs.