Frequently Asked Questions

Processes and Functionality

Q: I’m trying to find the Account code for …?  A:

Q: Why do some units only have an FA rather than a full FOAP?  A:

Q: How do I print an Accounts Receivable invoice?  A:

Q: I need help completing a Journal Entry or Interdepartmental Charge?  A:

Q: How do I know which Journal Type code to use?  A:

Q: How do I print a JE/IDC (before it is completed)?  A:

Q: How do I delete a JE/IDC?  A:

Q: My JE/IDC won’t let me use Account code X?  A:

Q: What is the Bank code?  A:

Q: What do the Error Status codes mean?  A:

 

Security

Q: How do I get an Aurora Finance User ID?  A:

Q: How do I change/update my security profile?  A:

Q: I receive a “Form Invalid” message when I try to open form X?  A:

Q: I receive an “Unable to Post” message when I try to post an IDC?  A:

Q: How do I change my password?  A:

 

Technical and Connectivity

Q: I receive an “Access Forbidden” error?  A:

 

Training

Q: How do I get more training for Aurora Finance?  A:

 

ANSWERS

I’m trying to find the Account code for …? 
A:
Review the following documents on the Aurora Chart of Accounts page:
- Revenue and Expenditure Account Types
- Aurora Expenditure Account Definitions
- Completing a FOAPAL on a Form

Remember that expenditure accounts always begin with a 7 and revenue accounts always begin with a 5.

Sometimes you can use an Account code based on purpose rather than exact item - e.g. you may not find a code for chemical shipping, but we do have codes for inbound and outbound freight.

Why do some units only have an FA rather than a full FOAP? 
A:
FA codes are used for Balance Sheet transactions; these units have no Org or Prog codes.

When completing forms for FA transactions you can use 9’s to fill in the missing FOAP elements on the form. The use of 9’s is not required in Banner screens.

You may not be able to ID charge FA units; use the external invoicing procedure for those transactions.

 

How do I print an Accounts Receivable invoice? 
A:
You cannot print an invoice directly from Banner. You’ll need to use the cView report viewer to print these reports. For help with printing, see the document Print Invoices.

Your invoice number is the discrete value cView will ask for.

 

I need help completing a Journal Entry or Interdepartmental Charge?  
A:
There are many elements to keep in mind when processing JEs and IDCs. The Online Help contains extensive documentation on these topics. After reviewing those documents, if you still have questions, contact the Help Line at 480-1001.

 

How do I know which Journal Type code to use? 
A:
The most common Journal Type scenarios are:

  • Intrafund (within a Fund) - when the Fund code is the same, use JE15 for all sequence records.
  • Interfund (between Funds) - if the Fund codes are different, use JE16 for each sequence.

For further details, see Journal Types.

 

How do I print a JE/IDC (before it is completed)? 
A:
From a Transaction Detail record sequence, select the Options menu and choose Access Transaction Summary Details (FGIJSUM). This screen will show you all of your sequences, the J#, your totals and any status errors you may have. You can use this screen to print a JE/IDC for your files and it is also a good screen to review your transaction prior to completing it.

 

How do I delete a JE/IDC? 
A:
As long as the JE/IDC is still In Process you can delete the record by navigating to the Document Total field on the Information block and then clicking Delete Record twice. The first click will generate a warning and the second click will delete the document total. Once the Document Total field has been cleared in this manner, that J# becomes hollow and your JE/IDC has been deleted.

If you’ve already completed the JE/IDC, you can’t just delete the record; you must first make a reversing JE/IDC to correct the error and then generate a new JE/IDC with the proper details.

 

My JE/IDC won’t let me use Account code X? 
A:
There are some restrictions on which codes you can use when you create a JE/IDC. For example, credit transactions require an internal income account (53xxxx) and the revenue Program code (0000). JE/IDCs involving capital equipment codes (726xxx) or land, building & acquisition codes (73xxxx) need to be processed by Capital Asset Management.

 

What is the Bank code? 
A:
OC (Operating Canadian)

 

What do the Error Status codes mean? 
A: 
The desired status for each sequence record of your JE/IDC is P for Postable, but sometimes you’ll receive a status of E for Error or N for NSF.

Here are some tips for getting the status to change to P:

Note: Clicking the Save button will force a status check.

  • If you have an error, view the Summary Details option (FGIJSUM) to see which sequence has the error status.
  • Check if your Journal Types align properly: JE16 with JE16, JE15 with JE15, and ID1D with ID1C.
  • Check that your debit and credit totals equal the document total you entered; if necessary, change the document total to match the sum of your debits and credits.
  • Check your Account codes; some have restrictions like 726xxx’s or need to be internal income codes for credits.
  • The “Fund out of Balance” message usually means your journal types don’t match, or your document totals don’t match.
  • The “Unable to Post” message means you don’t have security to post into that unit; call Finance Systems Security @ 480-1001 to request IDC access.
  • Status N means non-sufficient funds; follow up with the NSF unit and ask them to call you when there are funds available. You’ll need to revisit this JE/IDC when you hear back from the other unit.
  • For other errors call the Aurora Finance Help Line at 480-1001. Have the J# ready so the Help Line can open your JE/IDC for troubleshooting.

 

How do I get an Aurora Finance User ID? 
A:
See the following document: Set Up My Security Access for Aurora Finance.

 

How do I change/update my security profile? 
A:
Contact the Finance Systems Security office at 480-1001.

 

I receive a “Form Invalid” message when I try to open form X? 
A:
This message means your security profile doesn’t give you permission to view that form. Call the Finance security office at 480-1001 to request a profile update.

 

I receive an “Unable to Post” message when I try to post an IDC? 
A:
This message means you don’t have security to post IDCs into that unit. Call Finance Systems Security (480-1001) to request IDC access.

 

How do I change my password? 
A:
You must change your password in Banner. You can not change your password in FAST. See the Help document Change My Password in Banner.

Note: Password changes in Banner are synchronized with FAST and cView.

 

I receive an “Access Forbidden” error? 
A:
You are likely an off-campus user and are restricted from accessing an Aurora application through the U of M firewall. Review the Getting Connected Guide for more help.

 

How do I get more training for Aurora Finance? 
A:

  • Check the Training Registration page for the current training schedule.
  • Also: you can try our eLearning modules for an interactive experience.
  • You can also try the Aurora Finance Help Line: 480-1001.