VILLANOVA UNIVERSITY BANNER FINANCE SYSTEM REFERENCE GUIDE FOR DOCUMENT HISTORY FORM (FOIDOCH)

Transcription

1 VILLANOVA UNIVERSITY BANNER FINANCE SYSTEM REFERENCE GUIDE FOR DOCUMENT HISTORY FORM (FOIDOCH) PURPOSE: This reference guide provides a summary of the BANNER Finance System Document History Form that allows users to query the status of Purchase Requisitions. AUDIENCE: All BANNER FINANCE system users. System Sign-On Double-click on BANNER icon. 1. Key your username and press Tab. 2. Key your BANNER password and press Tab. 3. Key bannerprd in Database field and click Connect. Figure 1 How can I tell if Procurement has received my purchase requisition? As soon as your Requisition has received all necessary approvals, it is available to Procurement. At this point, any changes would require the Requisition be cancelled and a new one created. Notify Procurement of the change. If the Purchase Order has not been completed a change can be made. Once Procurement processes a Requisition, it

2 cannot be cancelled. Please notify Procurement immediately if you wish to cancel any Requisition. How can I tell if my Requisition has received all the required approvals? Figure 2 1. <Direct Access> key FOIDOCH, press Enter. 2. <Doc Type> key REQ. See Figure <Doc Code> key the Requisition number. 4. Press PgDn. Figure 3 Status Indicators: The status of each document is in the field immediately following the document number. A blank status indicator field means the Requisition still needs to be completed; C denotes the Requisition is complete. When the purchase order posts, the status indicator is A. See Figure 3 for a list of status indicators. How can I tell if Procurment has processed my requisition?

3 The block for Purchase Order remains blank until Procurement assigns a Purchase Order Number. When the Purchase Order is completed, the status code will be A. Routine Requisitions 1. From FOIDOCH - To view the Purchase Order, click on the Purchase Order number and then click on Purchase Order Information (under Options). 2. Click on Document Info (under Options). See Figure 4. Figure 4 3. To view individual lines of a multiple-line Purchase Order, click on Commodity/Accounting information (under Options). The following screen will be displayed: Figure 5

4 4. Click on Review Commodity Information (under Options) to display FOICOMM, Commodities for Review Query Form (displayed below). Figure 6 5. Select a line from the Commodity List and click on Accounting Information (under Options). FOICACT, Commodities and Accounting for Review Query Form can be used to view multiple accounting sequences for Purchase Orders where more that one Fund/Orgn/Account was charged. 6. Click on Exit to return to previous forms. Special Cases Procurement Card Purchases: If Procurement uses a VU Card to purchase items, no actual Purchase Order will be issued. Goods will be ordered and paid for automatically. Purchasing will cancel the Requisition to release the encumbrance. You will receive a notice that the VU card has been used. A canceled requisition will have an X in the status code box. How can I tell if an item has been received? FOIDOCH will display information in the Receiving Block for Purchase Orders where receiving has been posted. In most cases where receiving is required, departments are posting their own receiving information on-line with two exceptions:

5 Unit will continue to post receiving for all computer-related orders under $10,000. Because of Banner requirements, Procurement will also be posting receiving for certain orders greater that $10,000. These are the same order types where signatures are required on invoices rather that online receiving by the departments. 1. From FOIDOCH, click on a document number under the Receiver block, then click Receiver Information (under Options). See Figure 7. Figure 7 2. From the Receiving Goods Query Form, FPIRCVD, press PgDn (next block) to view receiving information. Click on Exit to return to FOIDOCH. How can I tell the payment status of a vendor s invoice? Vendors are instructed to send most invoices directly to Accounts Payable. If Accounts Payable has processed the invoice, the payment status can be checked on FOIDOCH. The invoice number on FOIDOCH represents Villanova s internal invoice number; not the vendor s invoice number. 1. <Direct Access> key FOIDOCH, press Enter. 2. <Doc Type> key INV 3. <Doc Code> key the Invoice number. 4. Go to top menu, press PgDn (next block). If an invoice has been paid, a P will be in <Status>.

6 5. Click on the invoice document number and click on Invoice information (under Options) to go to the Invoice/credit memo query form, FAIINVE. 6. Click on Invoice Header (under Options). See Figure 8. Figure 8 7. To view each line of a multiple line Invoice, click on Commodity Information (under Options). 8. You can move through each line item on the invoice by clicking Record>Next. In order to view accounting information on the displayed invoice item, click Accounting Amounts, then click Accounting Distribution Information (both under Options). How can I tell if a check has been issued?

7 When the check is actually generated, the check number appears on FOIDOCH. Checks are generally mailed the same day that they are produced.