Frequently Asked Questions
- How do I know what Fund/Org access I currently have? (New)
- Where does the data come from?
- Is the data real time?
- Who has access to the data?
- What do I do if I am seeing more or less organizations and accounts than I should see?
- Is there a way to save a custom view of the dashboard?
- Can I receive an email that shows me my dashboard data automatically?
- How do I export this data?
- Oops, I think I messed up. What now?
- Are there other pages in the dashboard that I can look at?
- Why is my tuition revenue not showing?
- What is a pool account?
- What accounts are included in the pool accounts?
- Why is my furniture requisition for $350 NSF when I have $1,050 in the account?
- Why are my purchases being coded to 732003 if I requisition using a different account?
- Why can’t I adjust the account code myself?
- Do I need to transfer funds to 732003 to clear the NSF?
- How do I know where to budget asset purchases?
- Why isn’t the pool account visible in all budget queries?
- Why do I need a location code on asset purchases?
The data that displays in the dashboard comes directly from Banner.
The data is updated every hour during the business day (8am to 5pm). The information you are looking at on the dashboard is up to date through the prior hour.
Anyone who is currently an employee of Liberty can access the dashboard; however, an employee can only see the transactions that contain FOAPALs that they have query access to in Banner. In other words, just because one can access the dashboard, does not mean that any data will be visible.
Email Finance Training to confirm your Fund/Org access. If access is not accurate, submit a Fund/Org request. Please note that Fund/Org access requires supervisor approval.
If there is one set of filtering that you find yourself going back to time after time, it will be beneficial for you to set up a custom view. In order to do this, simply select the view option in the upper right of the dashboard (should say “Original View” unless you are looking at a customized view for your department). After saving the view and checking “Make it My Default,” you will be able to come back to the dashboard later, and it will apply the filters that you had selected immediately.
You can also subscribe through email, and Tableau will send you a scheduled image of the dashboard. This could be useful for a quick view of one specific selection. In order to do this, simply click the envelope icon in the top right, enter your email address and desired time, and click subscribe.
There are a couple of choices when it comes to exporting data from Tableau. If the need arises to show someone the data that you’re viewing in the dashboard, and you don’t want to have to replicate all of the filtering and actions that you have performed in order to share what you’re seeing, simply click the “Download” icon and then select “PDF.” This will allow you to create a pdf file of the data exactly as you see it so that you can easily email or save it (please do not allow any individuals without the proper Fund/Org access to view these exports).
If you would like to export a certain portion of the data into excel, select the portion of the dashboard that you would like to export, click the download icon, and select “Crosstab.” A dialogue box will appear that alerts you that the crosstab has been created, select download, and open the file from your downloads folder.
If you have been using filters, actions, or just clicking around and you lose track of what data you are viewing, simply click the “Revert” button at the top of the page. This will remove all filters and actions, giving you a clean slate.
Currently, you have access to Year-Over-Year Trending, Adopted Budget Summary, Year at a Glance, Budget Summary, Budget Pacing, Budget Variance, Transaction Details, and Available Balance.
If you have specific information that you would like to see in addition to your Financial Planning Reports, please submit a Report Request through the IT HelpDesk or contact your Analytics & Decision Support team.
The Financial Planning Reports is intended to show an “unallocated” look at expenses and revenue. Therefore, you will see only the direct revenues collected by your area. All tuition-based revenue is reported using an allocation method not currently available in this view.
You can look to see what your current fund/org access by going to the My Fund/Org Access Dashboard. Within this view, you can see each Fund and Organization to which you have viewing access.
Assets & Pool Accounts
A pool account is an account that consolidates the funding from separate accounts for NSF checking purposes. This ensures that requisitions will not go NSF because a purchase was moved to a different account.
There are currently two pool accounts related to asset purchases; 7910 for Non-Capital and Capital Expenditures and 7911 for Non-Capital and Capital Medical Expenditures.
The NSF error could be caused by either pending documents or a negative balance in the pool account 7910.
- Make sure no pending documents are reserving funds.
- Verify pool account balance has enough funding.
- Either add balances of all pool accounts
- Or query the pool account balance using FGIBAVL in Banner ADMIN
Finance will amend the account code on assets that do not meet capitalization criteria. For instance, you may purchase a bookshelf for $350 but Accounting does not need to add that bookshelf to the depreciation schedule so it will be moved to an account that does not tag the asset as a capital purchase.
The asset account codes route requisitions through any necessary conditional approvals. When the account is adjusted during the requisition process it will bypass necessary approvals which will result in the requisition being canceled.
No, it is not necessary to transfer funding to 732003 if it is already budgeted within the pool account.
All purchases should be budgeted in the appropriate account (where the requisition will be submitted). Asset purchases that have the potential to be moved by Finance have been grouped into pool accounts. A quick help guide to determining if a purchase will be an asset or not and then budgeting the appropriate account is available for download.
The Budget Availability Query (FGIBAVL) is the only query that contains the table used by Banner for NSF checking. Since pool accounts are only used during the NSF checking process they are only visible in FGIBAVL.
The location code identifies where on campus an asset is located and is a required field in the Fixed Asset system used by Accounting to manage capital assets.