University Purchasing Manual How to Enter Requisitions for Purchase Orders

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1 University Purchasing Abilene Christian University Purchasing with Banner Finance BANNER 8.3 University Purchasing Manual How to Enter Requisitions for Purchase Orders Contact Information: ACU Box: Telephone: (325) Fax: (325) Web Site: TABLE OF CONTENTS: Topic Page # 1

2 Mac Computers 4 Banner Manuals 4 Document Numbers 4 Entering Requisitions 5 The Requisition Process 5 Purchase Order Types 5 Step 1 Go to the Requisition Form FPAREQN 6 Step 2 Requestor and Delivery Information 7 Step 3 Vendor Information 11 Step 4 Requisition Number Assignment 13 Step 5 Commodity and Accounting Information 13 Step 5a Document Accounting versus Commodity Accounting 14 Step 5b Commodity Information 15 Step 5c If you are using document accounting 16 Step 5d Accounting Information 16 Step 5e If you are using commodity accounting 18 Step 5f Advancing to the Balancing/Completion Window 18 Step 6 Balancing and Completing the Requisition 20 Step 7 Transferring to a Purchase Order 22 Purchase Order Number 22 Encumbrances 22 Changing a Requisition 23 Canceling a Requisition 23 Step 1 Go to the Requisition Cancel Form 24 Step 2 Cancel Date 25 Changing, Canceling and Receiving on Purchase Orders 26 Receiving 26 Encumbrances 27 Changing a Purchase Order 27 Canceling a Purchase Order 27 Receiving on a Purchase Order 28 Receiving Process and Adjusting Receiving Process Flow Charts 29 Step 1 Go to the Receiving Goods Form FPARCVD 30 Step 2 Selecting the Way to Receive 32 Step 2a Receive All Commodities 32 Step 2b Receive Selected Commodities 32 Step 3 Selecting the Purchase Order Commodities to Receive 32 Step 4 Entering the Receiving 34 Step 5 Completing the Receiving 36 Deleting an In Process Receiving Document 37 Query Forms 38 Document History Form FOIDOCH 38 Ship to Maintenance Form FTMSHIP 39 Vendor Maintenance Form FTMVEND 39 Requisition Query Form FPIREQN 40 Open Requisition by FOAPAL Query Form FPIORQF 40 Requisition Validation List FPIRQST 40 2

3 Purchase Order/Blanket Order/Change Order Query Form FPIPURR 40 Open Purchase Order by Vendor Form FPIOPOV 40 Open Purchase Order by FOAPAL form FPIOPOF 41 Purchase Order Validation List FPIPOHD 41 Receiving Goods Query Form FPIRCVD 41 Detail Encumbrance Activity Form FGIENCD 41 Organization Encumbrance List Form FGIOENC 41 Invoices/Credit Memo Query Form FAIINVE 42 Quick Sheet Reference Guide to Entering a Requisition in Banner Finance 43 Quick Sheet reference Guide to Entering Receiving in Banner Finance 45 Searching for Stock Items in Banner 46 3

4 Please Note: Mac Computers The directions in this manual are for both PC and Mac computers. The only difference is noted in the directions and applies to the links found in the Navigation frame on the PC, which are found in the Options drop down list on a Mac. The illustrations of the Banner Finance screens in the manual are from the PC. The screens for a Mac differ slightly. The menu bar, horizontal tool bar and Main Banner window are the same. The only difference is the Mac does not have the Navigation frame; however all links in this frame are available in the Options drop down list. Banner Manuals The directions in this manual should be used in conjunction with the Banner General Navigation and Banner Finance manuals. The directions and procedures in these manuals are not included in the Purchasing with Banner Finance Manual. Document Numbers When starting a new requisition or receiving document, please use the automatic numbering feature, please do not create your own document numbers. When entering a requisition or receiving, once you are assigned a document number, your document will remain on Banner Finance. You may leave a document in process if you are awaiting more information, a budget revision, etc. If you do not need the document however, please delete it. 4

5 Requisitions for Purchase Orders Entering, Changing and Canceling Requisitions To send a purchase order to a vendor, all you need to do is enter a requisition in Banner Finance. Purchase orders should be used only when vendors require a purchase order; otherwise, please complete a Payment Request Form or use your P Card. If a vendor accepts credit card as a method of payment please use your ACU Purchasing Card. If you do not have an ACU Purchasing Card please contact University Purchasing for instructions on obtaining a card. The Requisition Process 1. Enter your requisition in Banner Finance (Form FPAREQN). At the time you enter the requisition, please check your budget to make sure it has sufficient funds. Within a few moments of completing the requisition, your budget will be encumbered for the requisition. 2. By the next business day, University Purchasing will: process your requisition into a purchase order, print the purchase order, and mail or fax it to the vendor. The requisition s encumbrance is removed and the PO encumbers on your budget. 3. When you receive the order or the service is performed, you need to enter a receiving entry for your purchase order into Banner Finance. Receiving must be entered on all regular and standing purchase orders. 4. When the invoice is received from the vendor, the invoice must be approved for payment by the signature of someone other than the person who initiated the purchase order. Approvers can be any person (other than the initiator of the PO) authorized by a department to approve invoices for payment. Approvers: please write OK to Pay and sign your initials on the invoice OR provide approval to pay specific invoices/pos by Invoices approved for payment are then forwarded to Accounts Payable. 6. When Accounts Payable receives the invoice, they enter it into Banner Finance. If the purchase order, receiving, and invoice approved for payment match, the invoice is deducted from your budget and the purchase order s encumbrance is removed. The check is automatically printed (or deposited if the vendor is set up with direct deposit) so that it will arrive at the vendor by the due date. Purchase Order Types 1. Regular Orders a regular order is a purchase order for a purchase from a vendor. 2. Standing Orders a standing order is an agreement that is good for an entire fiscal year and is used to pay recurring expenses such as monthly leased equipment charges and frequent purchases from the vendor. Note: University Purchasing and Accounts Payable have evaluated opportunities to leverage the overall expenses of the university by utilizing the ACU Purchasing Card (P Card) whenever possible. We ask that you use your P Card in place of a purchase order for all your Regular and Standing Order needs. If it is not possible to use a P Card or a Payment Request with a vendor, then a requisition may be entered into the Banner system. 5

6 Step 1 Go to the Requisition Form [FPAREQN] Requisition Form [FPAREQN] 1. At Direct Access type FPAREQN and press <Enter> 2. On the Requisition Form [FPAREQN], in the Requisition field type: a. NEXT or leave the field blank to start a new requisition (the system will assign the next number in sequence). Please DO NOT make up your own requisition number. To copy the data from an existing requisition to a new requisition, click the copy button or Copy Requisition in the Options drop down list from the tool bar. In the copy window at Copy From Requisition, enter the requisition number and click the OK button. If you need to search for the requisition number, click on the search button (the button with the triangle next to the requisition field) for a list of requisitions. b. A requisition number to complete an in process requisition. If you need to search for the requisition number, click the search button (the button with the triangle next to the requisition field) for a list of requisitions. 6

7 3. To go to the next window, select Next Block(CTRL + Page Down at the same time) or click on Requestor/Delivery Information in the Navigation Frame (PC) or in the Options drop down list (MAC). Step 2 Requestor and Delivery Information 7

8 Requisition Form [FPAREQN] Requisition Entry Requestor/Delivery Information Window 1. Complete these fields (listed in order) on the Requisition Entry: Requestor/Delivery Information Window: Order Date: The field automatically defaults to today s date. Leave this field alone. Changing the date will cause problems with your requisition. Trans(action)Date: This field automatically defaults to today s date. Leave this field alone. Changing the date will cause problems with your requisition. Delivery Date: Comments: Enter the date you want to receive your order by (required). The date must be the same as or later than the Trans(action) Date. If you need a calendar, double click in the field or click on the icon next to the field. Do NOT use this field; it does not print out on the requisition or the purchase order. To include comments to the vendor or us see number 2 below. 8

9 Requestor: This field automatically defaults to your name and serves as the contact person for your requisition (required). If you need to change it, you may type over it. To change the name permanently, contact Financial Management Services. COA(chart of accounts) This field automatically defaults to ACU s proper chart of accounts (required). LEAVE THIS FIELD ALONE. Organization E mail Phone Fax Ship To This field automatically defaults to the organization you are assigned to (required). This field does not have any financial impact and does not need to match the FOAP(s) you are using for your requisition. It will however show up as your default when you get to the commodity/accounting screen so you can change it if necessary. Enter your complete e mail address (required). Enter your complete telephone number (required). Enter your complete fax number. Enter the code number for the shipping address for this requisition (required). The code number is your department s mail box number followed by the number 1 (e.g ) or click the search button for a list of the ship to locations. Some departments have multiple ship to codes for different delivery locations: 1, 2, 3, etc. To add, change or delete ship to locations, contact University Purchasing. Attention To This field defaults from the shipping address. If you need to change it, you may type over it. To change the name permanently please contact University Purchasing. 2. Enter any messages, comments or instructions for the vendor or University Purchasing in Document Text (optional). Messages to us include: If you want something specific done with the purchase order. Otherwise the purchase order will be mailed or faxed to the vendor once it is processed. If you need something (letter, form, etc.) sent with the purchase order, mail the item to ACU Box 28202, please include the requisition number on the item. 9

10 If you need the purchase order mailed or faxed to a specific person s attention. If you have already ordered and/or received the merchandise (although this is prohibited by ACU policy) and you need the purchase order marked Order Confirmation, Do Not Duplicate or you do not need the purchase order sent. If the vendor is in Abilene, does not deliver to campus, and you want us to pick up your purchase as a Town Run. If you want a copy of the purchase order mailed or faxed to you. Messages to the vendor could include: If you want a specific carrier or shipping service. If you have special packaging, handling or delivery instructions. To use the Document Text field click on Document Text in the options drop down list and you will go to the Procurement Text Entry Form [FOAPOXT]. Select Next Block (click the icon on the tool bar or hit CTRL and Page Down at the same time on your keyboard) to go to the text fields. After entering your text, select save (F10 or hit the disc icon on the tool bar) and then select exit (click the black X on the tool bar) to go back to the window you were working in previously. Once you have added document text the Document Text checkbox on the various requisition windows will be checked. You may update the document text at any time when you are working on the requisition up until the time that you complete the requisition. 3. To go to the next window, select Next Block or click on Vendor Information in the Navigation Frame (PC) or in the Options drop down list (MAC). Other Fields The other fields on this window that were not explained in the instructions are listed below. Banner fills these in automatically and you are unable to change them. Commodity an item being requested on a purchase order Commodity Total After the requisition is completed, the total dollar amount of all commodities 10

11 Accounting Total After the requisition is completed, the total dollar amount assigned to the FOAP(s) In suspense check box After the requisition is completed, this field is checked if the requisition is in suspense due to insufficient funds. Step 3 Vendor Information Requisition Form [FPAREQN] Requisition Entry Vendor Information Window You may choose the vendor for your purchases; however, we do recommend certain vendors in a variety of purchasing categories. The list of our recommended vendors is available on our web site at 1. Complete these fields (listed in order) on the Requisition Entry: Vendor Information window: Vendor: Choosing a vendor for your order is required. You have to either enter the vendor in the vendor field or give us the vendor information in Document Text. If the vendor is in the vendor file, we highly recommend that you select it in the vendor field. The options for choosing a vendor are: 11

12 Enter the vendor number, if known, in the smaller field (before the search button) and press <Enter>. To search the vendor file, click the search button (down arrow). On the options list window, click on Entity Name/ID Search [FTIIDEN] for a list of vendors. Click on Vendor Maintenance [FTMVEND] to see an individual vendor s record (address, phone, etc.). You also have access to the search list form from this screen. To search for a vendor use the query procedures from the Banner General Navigation Manual. After querying, highlight the entry desired (by clicking on it), choose Select and then Exit to return to the vendor information window. If the vendor is not in the vendor file, leave the vendor fields blank. Please give us your desired vendor s full name, address, telephone number and fax number in Document Text. For instructions on using Document Text, see the instructions in Step 2, number 2. If you know of changes that need to be made to a vendor s record, please contact us. Address Code Seq(uence)# Contact Discount Tax Group Currency The field automatically defaults to VO, the order from address for vendors (required). LEAVE THIS FIELD ALONE; choosing another address code could delay your order as it may go to the wrong address. The field automatically defaults to 1(required), the first order form address for this vendor unless a different code is set up as the default. If this is not the appropriate address for your vendor, click the search button for a list of the VO addresses for this vendor. Select the appropriate one to return to the Vendor Information window. Enter a contact name at the vendor, if necessary (optional). This field does not print on the purchase order. This field defaults to the address of the vendor, if available (optional). This field does not print on the purchase order. This field automatically defaults to a vendor s terms, if available. LEAVE THIS FIELD ALONE; changing it will cause problems with your requisition. Since we are tax exempt, this field is disabled. This field should remain blank. LEAVE THIS FIELD ALONE; changing it will cause problems with your requisition. 2. To go to the next window, select Next Block or click on Commodity/Accounting information in the Navigation frame (PC) or in the Options drop down list (MAC). 12

13 Step 4 Requisition Number Assignment As you go from the Vendor information window to the Commodity/Accounting window the requisition number is assigned and is available in the Requisition filed in the Commodity/Accounting window We strongly recommend that you write down this number or print the screen (Go to File on your tool bar and chose Print and then click print at the next Pop up window). You can find your requisition number again if you forget it, by looking at the Detail Transaction Activity Form [FGITRND] as long as the requisition is complete. Step 5 Commodity and Accounting Information Requisition Form [FPAREQN] Requisition Entry: Commodity/Accounting Window Step 5a Document Accounting versus Commodity Accounting There are two ways to allocate the cost of a requisition to the FOAP(s): Document Accounting The total dollar amount of the requisition is allocated to one FOAP or is split by percentage or set dollar amount between multiple FOAPs. To use document accounting, leave the Document Level Accounting box checked. You will enter all the commodities (step 5b) and then enter the FOAP(s) (step 5d). 13

14 Purchase Order 1. Stuff $ Stuff $ Stuff $75.00 Total $ Allocated to one FOAP: =$150 Or Allocated between multiple FOAPs: =$37.50(25%) =$60.00(40%) =$52.50(35%) Commodity Accounting The dollar amount of each commodity is allocated to its own FOAP or is split by percentage or set dollar amount between its own set of FOAPs. To use commodity accounting uncheck the Document Level Accounting box. You will enter a commodity (step 5b) and then enter its FOAP(s) (step 5d) and repeat for each commodity. You will need to use the Previous Block (CTRL and Page up at the same time or click the icon on the tool bar) function to get back up to the commodity field after entering your first FOAP. Purchase Order 1. Stuff $ Stuff $50.00 $75.00 Line 1 allocated to one FOAP: =$25.00 Or Line 1 allocated between multiple FOAPS: =$12.00(set amount) =$13.00(set amount) Line 2 allocated to one FOAP: =$50.00 Or Line 2 allocated to multiple FOAPs: =$25.00 (50%) =$25.00 (50%) Once selected, you must stay with the same way of accounting throughout the requisition, purchase order and invoice. 14

15 Step 5b Commodity Information For examples of how to enter standing purchase orders see the Standing Purchase Order examples section after step 5f. For each commodity, complete these fields (listed in order) in the commodity block of the Requisition Entry: Commodity/Accounting window: Comm(oddity number) Skip this field. We are not using this feature. Desc(ription) Enter the description of what you want to order (required). For a standing order, first enter the date range the standing order covers (e.g. 06/01/10 to 05/31/11) and then enter the description. Examples of descriptions are: Monthly equipment lease for forklift Weekly purchases of chemicals Occasional supply purchases for farm The field is limited to 50 spaces. For a longer description, after entering what will fit in the Desc(ription) field, use the Item Text field. To use the Item Text field, click on Item Text in the Options drop down list and you will go to the Procurement Text Entry Form [FOAPOXT]. Select Next Block to go to the text fields. After entering your text select Save and then select Exit to return to the Commodity /Accounting Information window. Once you have added Item Text, the Item Text box will be checked when you are on that commodity. U/M (unit of measure) Enter the unit of measure (required). Click the search button for a list of the measures. Tax Grp (tax group) Quantity Since we are tax exempt, this field is disabled. Enter the quantity to order (required). The number must be between.01 and For a standing order: If the number of invoices is known; enter the number of invoices. If the number of invoices is not known; enter your best estimate (it is better to guess high than low) Unit Price Enter the unit price of the commodity (required). The number must be between.01 and

16 For a standing order: If the amount of each invoice is known and the same Enter the amount of each invoice. If the amount of each invoice is not known or not the same; enter the average invoice amount. To calculate the average invoice amount take the total amount you expect to pay for the year and divide it by the quantity of invoices expected for the fiscal year. Disc(ount) Enter the dollar amount of any discount on the extended cost of this commodity (optional). Addtl (Additional Amount) Enter the dollar amount of any additional charges such as freight or handling for this commodity (optional). Step 5c If you are using document accounting: To enter another commodity, select Next Record from the tool bar and go back to Step 5b Commodity information If you are finished entering commodities, select Next Block and go to Step 5d Accounting Information If you are using commodity accounting, select Next Block and go to step 5d Accounting Information. Step 5d Accounting Information 1. For each FOAP complete these fields (listed in order) in the FOAPAL (Accounting) block of the Requisition Entry: Commodity/Accounting window: C(hart of Accounts) This field automatically defaults to ACU s proper chart of accounts (1) (required). LEAVE THIS FIELD ALONE. Yr (year) Index Fund Org(anization) This field automatically defaults to the current fiscal year. You cannot change this field. Skip this field. We are not currently using this feature. Enter your fund code (required). Click the search button for a list of fund codes and descriptions. This field automatically defaults to the organization you are assigned to (required). If you need to change it, you may type over it. Click the search button for a list of organization codes and descriptions. To change your organization code permanently, contact Financial Management Services. 16

17 Acct (account) Enter the appropriate account code for the commodity you are purchasing (required). Click the search button for a list of account codes and descriptions. Prog(ram) Actv (activity) Locn (location) Proj(ect) Ext(ended Cost) Enter your program code (required). Click the search button for a list of program codes and descriptions. Enter an activity code (optional). Click the search button for a list of activity codes and descriptions. Skip this field. We are not currently using this feature. Skip this field. We are not currently using this feature. To assign all or part of the extended cost to this FOAP: Tab past this field to assign the total extended cost to this FOAP. Enter a set amount in this field to assign that amount of the extended cost to this FOAP. Check the % box and enter the percentage amount in the field to assign a percent of the extended cost to this FOAP. Addtl(additional amount) To assign all or part of the additional amount to this FOAP: Tab past this field to assign the total additional amount to this FOAP. Enter a set amount in this field to assign that amount of the additional amount to this FOAP. Check the % box and enter the percentage amount in the field to assign a percent of the additional amount to this FOAP. 2. The FOAPAL Line Total will display the total dollar amount you have allocated to this FOAP. 3. To enter another FOAP, select Next record and go back to instruction number 1 in this step (5d). When finished entering the FOAP(s), go to step 5e. The Remaining Commodity Amount field will show any remaining amount that has not been assigned to a FOAP. 17

18 Step 5e If you are using document accounting, confirm that you have accounted for the total dollar amount of the document. Go to step 5f. If you are using commodity accounting, confirm that you have accounted for the total dollar amount of the commodity. Then: To enter another commodity, select Previous Block to return to the commodity part of the window, select Next Record and go back to step 5b, Commodity Information. If you are finished entering commodities and their FOAP(s), go to step 5f. Step 5f To go to the next window, select Next Block or click on Balancing/Completion in the Navigation Frame (PC) or in the Options drop down list (Mac). Proceed to step 6 Balancing and Completing the Requisition. Other Fields The other fields of this window that were not explained in the instructions are listed below. Banner fills in some of these fields and you cannot change them. Other fields must be left alone or using them will cause problems with your requisition. The fields in the commodity block are: Field Explanation Item of The number of the commodity of the total number (e.g. 3 of 5) Comm Text checkbox We are not using this feature Add Commodity checkbox Leave this field alone, checking it will cause problems with your requisition. Distribute Checkbox If you go back and change the quantity or unit price of a commodity, you can check this box before you go to the accounting (FOAPAL) part and it will automatically redistribute the new extended amount among the FOAP(s) The fields in the FOAPAL (accounting) block are : Field Explanation FOAPAL of The number of the FOAP of the total number (e.g. 3 of 5) NSF Override checkbox You do not have access to this check box (it allows NSF overrides) NSF Suspense checkbox After entering the FOAP, checked if there is insufficient funds in the FOAP 18

19 Standing Purchase Order Examples Listed below are some examples of quantity and unit price for standing purchase orders. The number of invoices is known and the amount of each invoice is known and the same: For example, the standing purchase order is for 12 monthly payments of $ for an equipment lease: Desc U/M Quantity Unit Price Extended Price For 6/01/10 to 5/31/11 for monthly EA 12 $ $ lease of mailing equipment The Number of Invoices is not known and the amount of each invoice is not known or is not the same For example, the standing purchase order is for occasional purchases of bags of feed, the number of purchases will be around 20 during the fiscal year and the estimated annual purchase total will be about $800.00: Desc U/M Quantity Unit Price Extended Price For 6/10/10 to 5/31/11 for EA 20 $40.00 $ occasional feed purchases 19

20 Step 6 Balancing and Completing the Requisition. Requisition Form [FPAREQN] Requisition Entry: Balancing/Completion Window 1. On the Requisition Entry: Balancing/Completion window, make sure that the status is Balanced for:. Approved amount. Discount amount. Additional amount If they are not, select Previous Block or click on Commodity/Accounting Information in the Navigation frame (PC) or in the Options drop down list (Mac) and correct the problem. 20

21 2. If there are not sufficient funds in the FOAP(s), a message of WARNING: Budget is exceeded for sequence X will be displayed on the auto hint line. X is the sequence number of the FOAP that has insufficient funds. While the system will allow you to complete the requisition, even though there are insufficient funds, we will not be able to complete the purchase order until you resolve this problem. Therefore, please resolve the insufficient funds issue before completing your requisition. Contact Financial Operations at if you need help resolving your insufficient funds issues. If you complete a requisition with insufficient funds we will hold it and notify you. You will have one week to resolve the insufficient funds situation before we close the requisition. 3. If all the amounts are balanced and you have sufficient funds, you may click the button for:. Complete This completes the requisition and sends it to the posting process. Within several minutes, your FOAP(s) will be encumbered for your requisition. Once you click the Complete button, you will not be able to make any changes to the requisition.. In process This holds the requisition for you. Your budget will not be encumbered nor can we transfer the requisition to a purchase order. You may come back at any time and modify or complete the requisition. Other Fields The other fields in this window that were not explained in the instructions are listed below. Banner fills in some of these fields and you cannot change them. Other fields must be left alone or using them will cause problems with your requisition. Field Currency Exchange Rate Commodity Record Count Input Amount Converted Amount Explanation We are not currently using this feature (currency conversion) We are not currently using this feature (currency conversion) The number of different commodities The total dollar amount of the requisition We are not currently using this feature (currency conversion) Step 7 Transferring to a Purchase Order Your requisition will be transferred to a purchase order the next business day after it is completed. If you complete a requisition on Monday, we will transfer it to a purchase order sometime on Tuesday. The process to transfer requisitions is not an automatic overnight process; it is a manual process that requires us to go to five or more forms to transfer one requisition. 21

22 If you need the requisition transferred the same day you completed it, please contact University Purchasing with the requisition number no later than 4:30pm by:. E Mail to Telephone Call to (325) Purchase Order Number When we begin the process of transferring the requisition, the purchase order number will be available on the Document History Form [FOIDOCH]. However you cannot receive on the purchase order until we complete the purchase order, which may be some time later. On FOIDOCH if the status column by the purchase order is blank we are still working on the document. An A in this column indicates the purchase order is approved (complete) and ready for the receiving process. For more instructions on FOIDOCH see the Query Forms section. Encumbrances At the time we transfer your requisition to a purchase order, the requisition encumbrance will be removed and the purchase order will be encumbered. If for some reason the requisition and purchase order are both encumbered, please contact us at or (325) Changing a Requisition After you complete a requisition, you can no longer make changes to it. If you need to make changes, you will have to cancel the requisition and enter a new one. To avoid having to re enter all the information you can: 1. In Banner, start a new requisition and copy form the original requisition (the one you need to change). To enter a requisition and copy from another one in Banner, see the instructions in the Entering a Requisition section in this chapter. 2. Make the changes you need. 3. Complete the new requisition. 4. Cancel the original requisition, for instructions, see the next section. If you do not have sufficient budget to have both requisitions encumbered at the same time, cancel the original requisition first and then copy from it. 22

23 Canceling a Requisition To delete a requisition that has not been completed ( in process ): 1. At Direct Access type FPAREQN and press <Enter> 2. At requisition type in the requisition number and then select Next Block or click on the Requestor/Delivery Information in the Options drop down list. This will bring up the Requisition Entry: Requestor/Delivery Information window. Do not enter anything in this window. 3. Select Remove in the Record drop down list. 4. Select remove in the Record drop down list again. You must perform the record remove function twice to delete the requisition. 5. At All Commodity and Accounting Records will be deleted, click OK. 6. The requisition will be deleted from Banner Finance. 23

24 To delete a requisition that has been completed: Step 1 Go to the Requisition Cancel Form [FPARDEL]. Requisition Cancel Form [FPARDEL] 1. At Direct Access type FPARDEL and press <Enter> 2. At Request Code enter the requisition number you want to cancel or click the search button for a list of requisitions. 3. Select Next Block or click on Access Cancel Date in the Options drop down list. 24

25 Step 2 Cancel Date. Requisition Cancel Form Cancel Date Window 1. Complete these fields (listed in order) on the Cancel Date window: Cancel Date Reason Code This field automatically defaults to today s date (required). Leave this field alone; changing the date will cause problems with your requisition. The code for the reason you are canceling the requisition (optional). Double click in the field for a list of the codes. 2. Click on Process Cancellation in the Options drop down list, which will cancel the requisition and send it to the posting process. Within several minutes, the encumbrance(s) on your budget will be removed. Once canceled the requisition cannot be reopened. 25

26 Purchase Orders Changing, Canceling and Receiving on Purchase Orders To have a purchase order sent to a vendor, all you need to do is enter a requisition into Banner Finance (see previous section for instructions). Purchase orders should be used only when vendors require a purchase order; otherwise, please complete a Payment Request Form or use your P card. Remember credit card is the preferred payment method for most purchases. Receiving You will need to enter a receiving document every time you receive products or services from a regular or standing purchase order. When the invoice is received from the vendor, the invoice must be approved for payment by the signature of someone other than the person who initiated the purchase order. Approvers can be any person (other than the initiator of the PO) authorized by a department to approve invoices for payment. Approvers: please write OK to Pay and sign your initials on the invoice OR provide approval to pay specific invoices/pos by . 26

27 Encumbrances At the time the invoice is entered in Banner Finance, the encumbrance will be reduced by the same amount. When Accounts Payable marks the invoice final, any remaining encumbrance will be removed. If you still have an encumbrance on a purchase order that has completely paid, please contact us at or (325) Changing a Purchase Order We can change, add or delete any information except the vendor and the FOAP in a purchase order. If necessary, we can reprint a purchase order and send it to the vendor again (as long as the purchase order has not yet been paid). To change a vendor requires us to cancel the purchase order and issue a new purchase order. Changing a FOAP on a purchase order causes a glitch which will not allow the purchase order to close; therefore we ask that if you need to change a FOAP for a purchase order either cancel it or make a Journal Entry to fix the mistake. Changing the Header Information Changing, Adding or Deleting a Commodity Increasing and Decreasing a Standing Purchase Order To make any of these changes, please send in writing the purchase order number and the changes:. E mail to Fax to (325) Memo to ACU Box Changing a Vendor To change a vendor on a purchase order, we will need to cancel the purchase order and create a new purchase order to the proper vendor. Banner Finance does not allow the vendor to be changed on a purchase order for some reason. Canceling a Purchase Order To cancel a purchase order, please send in writing the purchase order number and the reason for canceling:. E mail to Fax to (325) Memo to ACU Box

28 Within several minutes of canceling the purchase order, the encumbrance(s) on your budget will be removed. Once canceled the purchase order cannot be reopened. Receiving You will need to enter a receiving document every time you receive products or services from a regular or standing purchase order. Therefore, only record what you have received. This will help insure that you are only charged for the items actually received. Please do not wait to enter receiving until you receive a notice from Accounts Payable requesting you to receive on a purchase order. Please enter receiving each time you receive goods or services purchased on a purchase order. All receiving is done on the purchase order level. To find the purchase order number for your requisition use the Document History Form [FOIDOCH]. For more information on this form see the section on Query Forms. When the invoice is received from the vendor, the invoice must be approved for payment by the signature of someone other than the person who initiated the purchase order. Approvers can be any person (other than the initiator of the PO) authorized by a department to approve invoices for payment. Approvers: please write OK to Pay and sign your initials on the invoice OR provide approval to pay specific invoices/pos by . Invoices approved for payment are then forwarded to Accounts Payable for payment. 28

29 Receiving Process Adjusting Receiving Process 29

30 Step 1 Go to the Receiving Goods Form [FPARCVD]. Receiving Goods Form [FPARCVD] 1. At Direct Access type FPARCVD and press <Enter>. 2. At Receiver Document Code enter:. Next to start a new receiver document (the system will assign the next number in the sequence). Please do not create your own receiving document number.. Receiving document number (i.e. Y ) to complete an in process receiving document. If you need to search for the receiving document number, click on the search button for a list of receiving documents. 3. To go to the Receiving Header block, select Next Block 4. Complete these fields (listed in order) in the Receiving Header block: Receiving Method The method of receipt is optional. For a list of methods, double click in the field. 30

31 Carrier Date Received Received By The delivery carrier is optional. If you know the carriers ID number, enter it in the small box, otherwise click the search button for a list of the carriers. This field automatically defaults to today s date. Leave this field alone; changing the date will cause problems with your receiving document. This field automatically defaults to your username. You cannot change this field. 5. To go to the Packing Slip block, Select Next Block. 6. Complete these fields (listed in order) in the Packing Slip block: Packing Slip The number of the packing slip (required). For a list of previous packing slip numbers press the search button. If you do not have a packing slip or it does not have a number, you can just use the purchase order number (University Purchasing recommends just using the Purchase Order number). Bill of Lading This field is optional, if you have a number for the bill of lading you may enter it. 7. To go to the Purchase Order block, select Next Block. 8. Complete these fields (listed in order) in the Purchase Order block: Purchase Order The purchase order number for the receiving document is required. Please make sure you have the correct purchase order number and not someone else s purchase order (Note: all purchase order numbers begin with P00 not POO ). For a list of purchase orders, press the search button. You can look at:. A list of purchase orders (Purchase Order Validation [FPIPOHD]). A specific purchase order (Purch/Blanket/Change List [FPIPURR]). A list of open purchase orders by vendor (Open PO by Vendor [FPIOPOV]) Receive Items Adjust Items Buyer Vendor Select this option to receive items (it is the default setting). Select this option to change receiving already done. The buyer who created the purchase order. You cannot change this field. The vendor on the purchase order. You cannot change this field. Step 2 Selecting the Way to Receive 31

32 There are two ways to receive:. Receive all commodities Choosing this method receives all of the commodities on the purchase order for the quantities ordered. This process also marks each commodity as having been received in full (Final Received checkbox). This option may only be used the first time you receive on a purchase order. For each subsequent time (receiving or adjusting), you will have to use the second option, the select commodities method. For instructions on how to use the Receive All Commodities option see step 2a below. Do not use this method to receive on standing purchase orders.. Receive selected commodities Choosing this method allows you to select which commodities you would like to receive and the specific quantity for each commodity. You must use this method for partial receiving. For instructions on how to use the Receive Select Commodities see strep 2b below. Step 2a Receive All Commodities 1. Click on Receive All Purchase Order Items in the Options drop down list. 2. Go to the Commodity window by selecting Next Block then proceed to step 4, Entering the Receiving. Step 2b Receive Selected Commodities 1. Click on Select Purchase Order Items in the Options drop down list. 2. Go to the Select goods PO Item Selection Form [FPCRCVP] by selecting Next Block then proceed to Step 3, Selecting the Purchase Order Commodities to Receive. Step 3 Selecting the Purchase Order Commodities to Receive 1. For each commodity you want to receive, check the add item box. Only check those commodities that need receiving or adjusting. 2. Select Save (by clicking the disc icon or hitting the F10 key) and then select Exit (click on the Black X) to return to the receiving goods form [FPARCVD]. To go to the commodity window, Select Next Block and go to step 4, Entering the Receiving. 32

33 . Receiving Goods PO Item Selection Form [FPCRCVP] 33

34 Step 4 Entering the Receiving. Receiving Goods Form [FPARCVD] Commodity Window 1. On the commodity window, if you are Entering receiving for a :. Regular Order In the Current column enter the quantity received. Standing Order In the Current column enter the number of invoices received (more than likely just 1) If you chose Receive All Purchase Order Items, every commodity will have the received quantity set to the ordered quantity and the Final Received checkbox checked. You may change the received quantity and uncheck the Final Received check box before you complete the receiving. If you chose Select Purchase Order Items, you will need to enter the quantity received and check the Final Received checkbox if appropriate. 34

35 Adjusting previous receiving (you must select the Adjust Radio Button for this option before selecting purchase order items): In the adjustment column enter the quantity (as a negative number) that you want to reduce the original received quantity (e.g. 50). If this is the final receiving for this commodity, check the Final Received checkbox. The invoicing process uses this to liquidate any remaining encumbrance on this commodity. 2. To go to the next commodity select Next Record from the Options drop down list or hit the down arrow key. 3. When you are finished entering the receiving, select Next Block or click on Access Completion in the Options drop down list. Go to step 5, Completing the Receiving. 35

36 Step 5 Completing the Receiving. Receiving Goods Form [FPARCVD] Completion Window Click the button for:. Complete This completes the process of receiving and sends it to the receiving/matching process.. In Process This holds the receiving for you. Invoicing cannot be finalized until the receiving is completed. You may come back at any time and modify and/or complete the receiving document. To adjust receiving you have already entered, go back to step 1 and use the adjusting instructions. Once you have received on a Purchase order you MUST use the Select Purchase Order Items feature to do an adjustment or receive on a back order. 36

37 Deleting an In Process Receiving Document To delete an in process receiving document (receiving that has not been completed): 1. At Direct Access type FPARCVD (Receiving Goods Form) and press <Enter>. 2. At Receiver Document Code type the receiving document number and select Next Block. Do not enter anything in this window. 3. Select Remove from the Record drop down list 4. Select Remove from the Record drop down list again. You must record remove twice in a row to delete the receiving document. 5. The receiving document will be deleted from Banner Finance. 37

38 Query Forms How to find information in Banner Finance There are a number of different query forms in Banner Finance. For all of these forms enter the seven letter abbreviation of the form in Direct Access. General Document History Form [FOIDOCH] On this form you can see all the related document numbers for a given document number. For example for a given requisition number, you can see the document numbers of the purchase order, receiving, invoices, etc. that are associated with that requisition specifically. At Doc(ument) Type enter the type of document (REQ for a requisition) you want to see or double click in the field for a list to select from. At Doc(ument) Code enter the document number (e.g. R for a requisition) or click the search button for a list. Select Next Block to fill in the form. To go to one of the documents listed on the form, highlight it and click the wording with the Information in the Options drop down list. To see what the status abbreviations stand for, click on View Status Indicators in the Options drop down list. 38

39 . Document History Form [FOIDOCH] Ship to Maintenance Form [FTMSHIP] This form allows you to see the complete ship to address for a code number. If you need to change, add or delete ship to address, please contact University Purchasing. At Ship to Code enter the code number (usually your ACU Box number followed by the number 1) or click the search button for a list and select Next Block to fill in the form. Vendor Maintenance Form [FTMVEND] On this form you can see the individual vendor s information. If you need to add a new vendor or change vendor information, please contact University Purchasing. You can also put any vendor changes or new vendor requests in the document text of your requisition (see the Vendor Information section of Entering a Requisition). At Vendor enter the code number or click the search button for a list and select Next Block to fill in the form. 39

40 Requisitions Requisition Query Form [FPIREQN] This form allows you to view a completed requisition. At Requisition enter the requisition number or press the search button for a list. Select Next Block to fill in the form. To move from window to window, either select next block or click on the window names in the Navigation frame (PC) or in the Options drop down list (Mac). Open Requisition by FOAPAL Query Form [FPIORQF] This form gives you a list of open requisitions for a given FOAP. Leave COA (chart of accounts) set to 1 and enter all or some of the elements of the FOAP for which you wish to see the open requisitions. Select Next Block to see the list. You can scroll up and down the list. Requisition Validation List [FPIRQST] This form is a list of requisitions that meet the criteria you specify in your query. The fields you can use in your query are: requisition number, requestor name, request date, organization number or name, deliver by date and vendor name or number. Purchase Orders Purchase/Blanket/Change Order Query Form [FPIPURR] This form allows you to view your purchase order. The windows of this form are arranged almost identically to the requisition form. This form also allows you to view blanket orders (a feature we are not using) and change orders. A change order is a document that makes changes to a purchase order, since the system does not allow the original purchase order to be changed. To view a purchase order: 1. At Purchase Order, enter the number of the purchase order. 2. Leave Blanket Order blank 3. At Change Seq(uence) # leave it blank to see the original purchase order or enter the number (1,2,3, etc) of the change you would like to see. 4. Select Next Block 5. To move from window to window, either select Next Block or click on the window names in the Navigation frame (PC) or in the Options drop down list( Mac). Open Purchase Order by Vendor Form [FPIOPOV] This form is a list of the open purchase orders for a given vendor. At Vendor enter the code number of the vendor or click the search button for a list. You may choose a status code by clicking the appropriate Radio Button (Open, Closed, Cancelled, Incomplete, All), Open is the default selection. Select Next Block to fill in the form. 40

41 Open Purchase Order by FOAPAL form [FPIOPOF] This form gives you a list of open purchase orders for a given FOAP. Leave COA (chart of accounts) set to 1 and enter all or some of the elements of the FOAP for which you wish to see the open purchase orders. Select Next Block to see the list. You can scroll up and down the list. Purchase Order Validation List [FPIPOHD] This form is a list of purchase orders that meet the criteria you specify in your query. The fields you can use in your query are: purchase order number, change sequence number, purchase order class, buyer name, vendor number or name, purchase order date, deliver by date, whether the purchase order is completed and amount of the purchase order. Receiving Goods Query Form [FPIRCVD] This form allows you to view a completed receiving document. At Receiver Document Code enter the receiving number or press the search button for a list. Select Next Block to fill in the form. To go to the second window, either select Next Block or click on Commodity Information in the Options dropdown list. Encumbrances Detail Encumbrance Activity Form [FGIENCD] This form shows for a given requisition or purchase order the FOAP(s) and encumbrance details. At encumbrance enter the document number or click the search button for a list. Select Next Block to fill in the form. Organization Encumbrance List Form [FGIOENC] This form is a list of the open encumbrances for a given fund and organization. Leave Chart (of accounts) set to 1, the Fiscal Year is set to the current fiscal year but can be changed, leave Index blank, at Orgn (organization) enter the organization number and at Fund enter the fund number. Select Next Block to fill in the form. To see the encumbrance details, highlight the entry and click on Query Detail Encumbrance Info in the Options drop down list. Invoices Invoice/Credit Memo Query Form [FAIINVE] This form allows you to view an invoice. At Document enter the invoice document number (this is the system assigned document number, not the vendor s invoice number) or click the search button for a list. Select Next Block to fill in the form. To move from window to window, either select Next Block or click on the window names in the Options drop down list. 41

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