3. Windows will automatically select the destination folder for the download. Click Next to proceed with the installation.

Transcription

1 Welcome to the Banner online purchasing system! The Banner Purchasing module allows users to create purchase orders online. This manual will provide you with the information necessary to process and approve purchase orders and change orders in Banner. Accessing Banner 1. Access your Cascade Web Menu at *If you do not know your Cascade username or password, contact the Help Desk at extension 8585 or at 2. To create purchase orders in Banner, click on the Create Purchase Orders link. To approve purchase orders, click on the Approve Purchase Orders link. Opening Banner for the First Time *Banner is not compatible with some of the Mac operating systems. If you are having difficulty opening Banner, please contact the Help Desk at extension 8585 or at for assistance. You should use Internet Explorer to run the Banner software. The first time that you access Banner on your computer, you will be prompted to download the Oracle JInitiator software. This software is required for the Banner web forms to run on your computer. 1. If you have pop-ups blocked, a warning bar will appear across the top of your browser window. Opposite click on the bar and select Install ActiveX Control 2. When the Security Warning window appears, click Install. 3. Windows will automatically select the destination folder for the download. Click Next to proceed with the installation. 4. You will receive a completion message when the installation is finished. If the installation was not successful, contact the Help Desk at extension 8585 or at helpdesk@ups.edu. Banner Purchasing Manual February

2 Logging into Banner When you select the Create Purchase Orders link from your Cascade Web Menu two windows will open. The first window is an Internet Explorer browser that will initiate the application required to run Banner. Do not close this window while you are logged into Banner. Banner will run in the second Oracle Developer Forms window. You will be prompted for your login information when Banner opens. 1. Enter your username, password and BANNER in the Database field. 2. Click Connect. *You should change your password the first time you log into Banner. Double click the Change My Password link in your My Banner menu to change your password. Banner Purchasing Manual February

3 Quick Keys Action Edit Options Direct Search Object Search Cut Alt + F + O Selections in the Options Menu vary by form. Each Quickflow Alt + F + Q Copy Ctrl + C form has specific keystrokes Select Rollback Save Paste Edit for many selections. Refresh Block Field I Shift + F8 Ctrl + PgUp Print Alt + F + P Previous Alt + B + P Previous Exit Exit Quickflow Preferences Alt + F + D Shift + F3 Alt + F + E Shift + F7 Alt + F + R F10 Alt + F + S Alt + F + F Ctrl + Q Alt + F + X Alt + F + T Next Clear Ctrl + X Alt + E + T Alt + E + C Ctrl + V Alt + E + P Ctrl + E Alt + E + E Ctrl + PgDn Alt + B + N Shift + F5 Alt + B + C Next Clear Duplicate Shift + Tab Enter Tab Ctrl + U F3 Record Query Help Shift + Up F7 Previous Alt + R + P Enter Alt + Q + E Help Shift + Dwn F8 Next Alt + R + N Execute Alt + Q + X Show Keys PgUp Last Alt + Q + L Scroll Up Alt + R + U Criteria List Esc PgDown Cancel Alt + Q + C Display Scroll Down Alt + R + S Error Clear Count Shift + F2 Shift + F4 Hits Alt + Q + H Dynamic Alt + R + C Help Query Remove Fetch Alt + Q + E Shift + F6 Next Set Dynamic Alt + R + R Help Edit Insert Duplicate Lock F6 Alt + R + I F4 Alt + R + D Alt + R + L Display Image About Banner2000 F10 Alt + H + H Ctrl + F1 Alt + H + S F9 Alt + H + L Shift + F1 Alt + H + E Alt + H + Y Alt + H + Y Alt + H + D Alt + H + A Banner Purchasing Manual February

4 Navigating in Banner Exit Icon Click the X on any form to return to the main menu. To Exit Banner, click the X while in the main menu. Lookup Icon Click the down arrow next to any field to lookup valid values for that field. Next Block The process of moving to the next screen or section of a form. To perform a next block function you may, press the Ctrl and Page Down keys, click the next block icon in the icon toolbar, or select Next from the Block menu. Next Block Icon Previous Block The process of moving to the previous screen or section of a form. To perform a previous block function you may, press the Ctrl and Page Up keys, click the previous block icon in the icon toolbar, or select Previous from the Block menu. Previous Block Icon Save Icon Banner Purchasing Manual February

5 Purchase Order Entry Please contact an Accounts Payable Specialist in Accounting & Budget Services if you have questions or need assistance with the Purchase Order process. Purchase Order Header 1. Double click Create a Purchase Order in your My Banner menu or enter FPAPURR in the Go To box to access the purchase order form. 2. Leave the first screen blank. A PO number will be generated when a vendor is assigned to the PO. 3. Perform a next block function. *To create a copy of an existing PO, press the icon to the right of the Purchase Order field. Enter the PO number of the PO that you would like to copy. You may search for a PO number by clicking the lookup icon next to the PO field. Banner Purchasing Manual February

6 Document Information 1. The Order Date and Transaction Dates default in as today s date. In most cases, these dates should not be changed. The transaction date indicates the period and fiscal year to which the PO will post. The transaction date will normally be the same as the order date. *If the PO is for the next fiscal year, the transaction date entered should be the first day of the next fiscal year. For example, if the PO is for fiscal year 2007, the date entered should be 7/1/ Enter the estimated Delivery Date. 3. Enter the Buyer Code. This is the departmental code referencing the user creating the PO. (BIO, CHEM, etc.) 4. Click the Requestor/Delivery Information tab or perform a next block function to access the Requestor/Delivery Information window. Banner Purchasing Manual February

7 Requestor/Delivery Information *Some of the information on this window will default based on the user entering the PO. 1. Enter the requestor s name in the Requestor field. Note: the requestor s name will default to the user name of the person entering the PO. 2. Enter 1 for the COA. This is the code for the university s Chart of Accounts. 3. Enter the organization code from the requesting department or individual. This is a four-digit code. 4. Do not change the information in the field. This information is used to send an message to the creator when the PO has been approved. If the field is blank, enter your address. 5. Enter the shipping code in the Ship To field. Use the lookup icon to search for shipping codes. If a new shipping address is required, contact the Accounting Operations Coordinator. 6. Enter the requestor s name or the department in the Attention To field. 7. Click the Vendor Information tab or perform a next block function to access the Vendor Information window. Banner Purchasing Manual February

8 Vendor Information 1. Enter the vendor s ID number. If the ID number is unknown, press the lookup icon and select FTIIDEN, or press F9 to perform a vendor query. (See page nine for querying instructions.) *If your vendor does not exist, vendor_request@ups.edu to request a new vendor. Please include the vendor s name, primary address, secondary address if applicable, their phone and fax numbers, a primary contact if available, and the vendor s standard terms if known. Banner Purchasing Manual February

9 Querying a Vendor 1. Enter the vendor name or part of the vendor name for which you are searching. The % sign is a wild card. (Entering A% will show you all of the vendors beginning with an uppercase A.) *Please note that Banner is both case and punctuation sensitive. 2. Press F8 to execute the query. 3. To re-start a query, press F7 and repeat steps one and two. 4. Highlight the desired vendor by selecting it with your mouse or by using the arrow keys. 5. Press Shift+F3 or double click on the desired record to select a vendor and return to the PO. *You may also access a current Banner vendor list by clicking on the Vendor List link located in the Banner Tools menu available on Cascade Web. Click here to access the Banner Tools menu: Banner Purchasing Manual February

10 The address type and sequence fields, the discount code, and the tax group should default based on the vendor selected. Click the Commodity/Accounting tab or perform a next block function to continue on to the Commodity/Accounting window. 1. If the default address is incorrect, press the lookup icon to view the vendor s other addresses. 2. Select the appropriate address by highlighting the record and pressing Shift+F3. 3. Click the Commodity/Accounting tab to continue. Banner Purchasing Manual February

11 Commodity/Accounting Window 1. Tab to the Description field and enter the description of the item to be purchased. If you would prefer to create a PO with summary descriptions such as Office Supplies-Expense or Advertising- Expense, enter the account number to be billed in the Commodity field. This will default the generic account description into the Description field. If you choose to enter an account in the Commodity field, do not override the defaulted value. If the defaulted value is not the description that you would like to use, remove the description, return to the Commodity field, and remove the account number. You may then enter the desired description in the Description field. 2. Select the unit of measure (U/M). Press the lookup icon to see valid unit of measure values. 3. Enter NSU in the Tax Group field. 4. Enter the quantity of items purchased. 5. Enter the unit price for the item. 6. Enter the shipping and sales tax costs in the Additional field if applicable. 7. Perform a next block function to enter the FOAPAL to which this line item will be billed. (Index, Account and Activity codes) Banner Purchasing Manual February

12 *Please note that a dollar amount may appear in the Discount field if the vendor s terms allow for a discount to be taken. Accounts Payable maintains information regarding vendor discounts. You may contact the AP Specialists if you have questions regarding a particular vendor s terms. 8. Enter the index to be billed in the Index field. 9. Tab to the Acct field and enter the account number to be billed. 10. Use tab or enter to navigate through the remaining FOAPAL fields. 11. Tab through the Extended field and Banner will automatically populate the Extended, Discount, and Additional fields with the dollar amounts entered in the Commodity block. 12. If there are additional commodities, perform a previous block function to return to the Commodity block. (See page four for instructions on performing a previous block function.) Banner Purchasing Manual February

13 Entering Multiple Commodities 1. Press the down arrow on your keyboard to access a new commodity line. 2. Enter the description, U/M, quantity, and unit price for the second commodity. 3. Perform a next block function to enter the FOAPAL for the second line item. Banner Purchasing Manual February

14 Billing to Multiple FOAPALs Line items may be billed to multiple FOAPALs based on a percentage of the total line item cost. 1. Enter the first FOAPAL. 2. Place a check mark in the check box next to Extended and enter a percentage in the text box to the right. Press tab or enter and the fields will populate with the percentage of costs indicated. 3. Use the down arrow to access a second FOAPAL line. 4. Enter the second FOAPAL and tab to the Extended field. To split this item between two FOAPALs, tab through Extended and the fields will populate with the amount remaining on the commodity. To split the remaining amount again, place a checkmark in the Extended box and enter the appropriate percentage in the Extended field. Continue this process until all FOAPALs have been entered. 5. Click on the Balancing/Completion tab or perform a next block function to complete the PO. Banner Purchasing Manual February

15 Balancing/Completion Window 1. Verify the vendor name and the transaction date. 2. Click on the corresponding tab to make changes to the PO. 3. If all of the information is correct and the document balances, press the Complete button. This will forward the PO to the approval process. 4. To keep this PO open for further editing, press the In Process button. This will allow you to continue to edit the PO at a later time. Banner Purchasing Manual February

16 Editing an Existing Purchase Order 1. Double click Create a Purchase Order in your My Banner menu or enter FPAPURR in the Go To box to access the purchase order form. 2. Press the lookup icon to query for the PO to be edited. 3. To query for a specific PO number, enter the entire PO number or part of the number followed by the % sign. Press F8 to execute the query. 4. Select the appropriate PO from the list and press Shift+F3 to return to the Purchase Order form. *Only those POs with Ns in both the Completed and Approved fields may be edited using FPAPURR. See The Life of a Purchase Order at for additional information on the Completed and Approved fields. Banner Purchasing Manual February

17 5. Perform a next block function to access the existing PO. 6. Make the desired changes and complete the document as you would a regular PO. 7. To delete an uncompleted and unapproved PO, perform a next block function to access the existing PO and then press Shift+F6 twice or select Remove from the Record menu twice. Banner Purchasing Manual February

18 Standing Purchase Orders Create a standing purchase order to cover ongoing purchases of routine supplies or services. A standing PO should cover one fiscal year or less. A new standing PO should be created each fiscal year. 1. Double click Create a Purchase Order in your My Banner menu or enter FPAPURR in the Go To box to access the purchase order form. 2. Perform a next block function. 3. Use the pull-down menu in the Order Type field to change the PO type from Regular to Standing. 4. Complete the rest of this window, the Requestor/Delivery window, and the Vendor Information window as you would a regular PO. Banner Purchasing Manual February

19 Commodity/Accounting Window *In a standing PO the Quantity and Unit Price fields are combined into one Amount field. 1. Enter the Commodity information, U/M, and tax group as you would on a regular PO. 2. In the amount field, enter the estimated value of the PO over its life. The PO amount should be a valid estimate of the total expenses expected against the PO. If the anticipated amount of the PO changes throughout the year, the value may be modified using a change order. 3. Complete the remainder of the PO as you would a regular PO. Banner Purchasing Manual February

20 Change Orders Change orders may be used to alter information on an existing PO. You may use a change order to alter the header, commodity and accounting information on a PO. A change order may not be used to alter the Vendor or Fiscal Year. 1. Access the Change Order form by entering FPACHAR in the Go To box on the main menu. 2. Enter the number of the PO that you wish to change, or click on the lookup icon to perform a query on existing POs. 3. Enter NXT in the Change Sequence Number text box. 4. Perform a next block function to proceed to each of the Document, Requestor/Delivery and Vendor Information screens. The delivery dates, requestor information, shipping address, and vendor address may be changed using these three forms. 5. Perform a next block function. You will be prompted to select the commodities to be updated in the Purchase Order Item Selection Form. Banner Purchasing Manual February

21 Purchase Order Item Selection Form 1. Perform a next block function to access the lower section of the form. 2. Place a check mark in the Added box next to the commodities to be modified. 3. Press the Save icon to save the transaction. 4. Press the X icon to exit this screen. Banner Purchasing Manual February

22 Commodity/Accounting Change Order Window Changes may be made to the item description, U/M, quantity, unit price, and shipping. When changing quantities or amounts in the line item information, always perform a next block function to access the FOAPAL information and confirm that the changes are reflected in the FOAPAL amounts. 1. To add a new line item, press the down arrow. a. Enter the commodity description, U/M, tax group, quantity, unit price, and additional if applicable. b. Perform a next block function to enter the FOAPAL information for the new commodity. 2. To change the billing to a new FOAPAL, perform a next block function to access the FOAPAL detail. a. Enter zero in the Extended and Additional fields of the existing accounting record. b. Select Insert from the Record menu. c. Enter the new FOAPAL and dollar amounts. 3. To add an additional FOAPAL and split the line item costs between two or more FOAPALs, click on the Extended box under the % sign and enter the first percentage in the Extended field. a. Select Insert from the Record menu. b. Enter the new FOAPAL. c. Click on the % box again and enter the percentage of the line item to be billed to the second FOAPAL. d. Repeat steps a through c to add additional FOAPALs. 4. Perform a next block function to complete the changes. *When adding value to a standing purchase order, you must add a second line item and FOAPAL indicating the additional amount to be added to the original PO. Banner Purchasing Manual February

23 Canceling Purchase Orders A purchase order may be cancelled if it has not yet had a payment made against it. Contact an Accounts Payable Specialist in Accounting & Budget Services if a payment has been made against a PO and you would like to close the PO to relieve any remaining encumbrances. 1. Double click Cancel a Purchase Order in your My Banner menu or enter FPAPDEL in the Go To box to access the Cancel a Purchase Order form. 2. Enter the number of the PO to be cancelled or press the lookup icon to query for the PO number to be cancelled. 3. Perform a next block function twice. 4. Click on the icon next to Make Cancellation Permanent. 5. Use the message bar at the bottom of the screen to verify the success of the cancellation. It should read Transaction Complete: X records applied and saved. Banner Purchasing Manual February

24 Canceling Change Orders A change order may be cancelled if the associated purchase order has not yet had a payment made against it. 1. Enter FPACDEL in the Go To box to access the Change Order Cancel form. 2. Enter the PO number and the change sequence number of the change order to be cancelled or press the lookup icon to query for the change order to be cancelled. 3. Perform a next block function twice. 4. Click on the icon next to Make Cancellation Permanent. 5. Use the message bar at the bottom of the screen to verify the success of the cancellation. It should read Transaction Complete: X records applied and saved. Banner Purchasing Manual February

25 Approving Purchase Orders When a creator completes a PO or change order, the document is forwarded to Banner s approval queues. The approval queues are a holding zone for POs and change orders until a user with the appropriate security access approves the document. This approval acts as an electronic signature on POs and change orders. Until a document has been approved and processed through the approval queues, it may not be printed or paid on in Banner. A daily message alerts users that there are documents awaiting their approval. The provides the PO or change order number, the FOAPAL and the total amount of the document. There is a direct link to the Cascade Web approval tool in the message. There are two ways to approve purchase orders. POs may be approved either through Cascade Web or through Banner. Approving in Cascade Web 1. Access your Cascade Web Menu at 2. Click on Approve Purchase Orders. Banner Purchasing Manual February

26 Approving in Banner 1. To access Banner to approve purchase orders, click on Create Purchase Orders in your Cascade Web menu. 2. Click on Approve a Purchase Order or enter FOAUAPP in the Go To field to access the User Approval form. 3. The Approvals Notification form will appear alerting you that there are documents in your queue. Click the exit icon to continue. Banner Purchasing Manual February

27 4. In the User Approval form, perform a next block function to access the documents awaiting your approval. 5. Highlight the PO to be approved by using the up and down arrow keys. 6. Click on the Detail button to review the PO s commodity and accounting records. Banner Purchasing Manual February

28 7. Verify the vendor, transaction date, items ordered, FOAPAL coding, and amounts. See the Purchase Order Approval Checklist on page 32 for a quick list of items to review when approving a PO. 8. Click the exit icon to return to the approval form. 9. To approve a purchase order, click on the Approve button. a. The approved document will proceed to the next approver in the queue. If all approvals are complete, the PO will post. A process runs twice daily to convert all posted POs into PDF documents. The PDFs are sent via message to the creator for distribution to the vendor. 10. To disapprove a purchase order, click on the Disapprove button. a. Add text to the dialogue box explaining the reason for disapproval. The creator will receive a message in Banner indicating that the document has been disapproved. When a document is disapproved, it becomes incomplete. The creator or approver may then access the document to make changes or delete the document entirely. Banner Purchasing Manual February

29 Additional Review Options To review the queues to which the document will be forwarded following your approval, press the queue button and perform a next block function. Click the exit icon to return to the approval form. Banner Purchasing Manual February

30 To review the approval history for a PO, select Approval History from the Options menu. Click the exit icon to return to the approval form. Banner Purchasing Manual February

31 Checking Messages in Banner When a PO or change order is disapproved in Banner, the creator of the document will receive a Banner message. A green check mark next to the Check Banner Message link in the My Links menu indicates a new message has arrived. Click on the link to view the message. The disapproval message will include the number of the PO that was disapproved and the text entered by the approver. To access the full text message, press the icon to the right of the Message field. When a document is disapproved, it is marked incomplete so that the creator may edit or delete the document. To delete a message once it has been reviewed, press Shift+F6 or select Remove from the Record menu. Press the Save icon to commit this change. To save a message for future reference, indicate whether the message is Complete, Pending, on Hold, or Confidential and press the Save icon. Banner Purchasing Manual February

32 Purchase Order Approval Check List Vendor Transaction Date Accounting Commodities Amount Is the vendor appropriate for the type of purchase? Does the date fall within the appropriate fiscal year? If the PO should be billed to the next fiscal year, the transaction date should be the first day of the new fiscal year (7/1/XX) Are the index, account, and activity codes correct? What items are being purchased? Are the prices for each line item reasonable? On large purchases, was an estimate included for sales/use tax? Banner Purchasing Manual February