1. Banner Finance – Procurement Please Sign In

2. Housekeeping Cell Phones Facilities –Restrooms –Vending Machines –Emergency Assembly Area Breaks

3. Banner Finance – Procurement Course Goal This 2-day course will familiarize you with the Banner Finance module used to create purchase requisitions, process electronic change orders, and electronically receive orders, or track requisition. This course will also provide you with essential resources needed to obtain information related to the purchasing process.

4. Course Objective Day 1 Through demonstration and completion of practice exercises, participants will be able to use the Banner Finance Module to –create a complete, accurate, and auditable purchase requisition

5. Procurement Cycle Department creates purchase requisition Purchase requisition goes through Approval Process Central Purchasing transfers Purchase Requisition to Purchase Order Purchase Order sent to Vendor Product received University receives invoice from vendor Payment to vendor occurs

6. Commodity Defined Commodity is a categorization of like items –Commodity codes are titled as non capital or capital –Units of Measurement have been defined for each Commodity Code by Central Purchasing

7. Accounting Levels for Requisitions Accounting levels refer to how the monies are distributed to pay for the items. Two Types of Accounting Levels in Banner Commodity Level Accounting Document Level Accounting

8. Commodity Level Accounting Each “line” or commodity item of the requisition has its own accounting distribution This is the standard accounting level used when creating a Purchase Requisition

9. Document Level Accounting The accounting distribution applies to the whole requisition rather than a specific commodity

10. FOAPAL Fund F Organization O Activity A Location L Only use Restricted and Unrestricted Funds Department Responsible for Payment Temporary or Short Duration Account A Non-Labor Expenditures Functional Classification Program P Physical Places and Sites Required SegmentsOptional Segments Chart C

11. Index Number A 6 character abbreviation of the Fund, Organization and Program Automatically populates Fund, Organization and Program in Banner Transactions must have Fund, Organization, Account and Program (FOAP)

12. Central Purchasing Overview

13. Creating Purchase Requisitions in Banner

14. Banner Finance – Procurement II Please Sign In

15. Course Objective Day 2 Through demonstration or completion of practice exercises, participants will be able to use the Banner Finance Module to –process an electronic change order –complete the purchasing cycle by electronically receiving orders

16. What Happens After the Purchase Requisition? Following approval, requisition is sent to Central Purchasing Requisition is reviewed by Central Purchasing Bids are advertised if appropriate Received bids are evaluated if applicable Purchase Order is approved by Central Purchasing Product is ordered

17. Receiving in Banner Overview Matching Payment Types Receiving orders in Banner Making receipt adjustments in Banner

18. Three-way Match Total purchase is $1,000 or more, non-taggable Purchase Order sent to Vendor Vendor sends Invoice to Accounts Payable Order must be received online by department before Invoice can be paid

19. Two-Way Match Total purchase is LESS THAN $1,000 OR Purchase is for Services Purchase Order sent to Vendor Vendor sends Invoice to Accounts Payable Accounts Payable pays Invoice –Dept must authorize Invoice for Services

20. Central Receiving Receives all equipment $1,000 or more Will receive entire order if order contains taggable and non-taggable products Will electronically receive the order in Banner so department does not have to

21. Receiving in Banner

22. Accounts Payable Overview

23. HELP! ICT Help Desk 646-HELP (4357) E-mail requests help_admin@nmsu.edu