RU Informed Finance Conference Requisitions Remix JENNIFER SAVAGE TECHNICAL TRAINER INFORMATION RESOURCES AND TECHNOLOGY TRAINING SERVICES

Banner Finance Requisitions Learning Objectives At the end of this workshop, you will be able to: Log in to Self Service Banner. Enter Requisitions for Regular and Standing Orders. Find Vendor Numbers using Code Lookup and View Documents. Utilize Vendor Validate to find correct Vendor address. Log in to Internet Native Banner. Use FTIIDEN to look up Vendors. Copy and reuse a Requisition. Handle an incomplete Requisition. Change a Requisition.  

Requisitions – Self Service Banner Go to Requisition Form Once you log into SSB, select the Finance tab. Select Requisition from the Finance menu or from the quick link at the bottom of the page.

Enter a New Requisition Code Lookup Select Transaction and Delivery Dates. Enter the Vendor ID or use Code Lookup or View Document if you do not know it.  

Code Lookup Scroll to the bottom of the screen to Code Lookup. Select Code Type (Vendor). Enter the Code or Title Criteria (use % as wildcard). Select 100 rows to return. Select Execute Query. The query result will appear at the top of the requisition form. Highlight, copy and then paste the Vendor ID into the Vendor ID field on the requisitions form.  

Note: This is a good screen to find all the View Document Code Lookup Select View Document from the Finance menu or from the quick link at the bottom of the page.     Note: This is a good screen to find all the Vendor Numbers from your previous requisitions.

View Document Code Lookup If you do not know the document number, you can search using the Document Number button.     Enter the User ID for the person who created the document. Enter the Activity Date or Transaction Date to narrow it down. Execute Query or Exit Without Value.

Vendor Validate Code Lookup Select Vendor Validate for the default information to auto-fill. If the Vendor address is incorrect, change the Address Type to AP , PO or HO. The Address Sequence can also be changed to 1, 2, 3, etc. Click Vendor Validate to see the new address. AP: Added by Accounts Payable. The addresses to where the payments are remitted. PO: Entered by Purchasing. Usually the address to select for the requisition. HO: A home address like for an employee.

Entering Regular Order Code Lookup Enter Requestor Information Enter the Requestor Name, Email, Phone (or extension) and Fax. Enter the Chart of Accounts (Always R). Enter the Organization. Enter the Currency Code (USD). Enter the Ship Code (Use Code Lookup if you do not know it). Enter Attention To.

Comments, Document Text and Item Text Code Lookup Enter Comments, such as SO for Standing Order or NV for New Vendor. Use Document Text to indicate to Purchasing or Vendor any special instructions, new vendor information or a quote number. Use Item Text to enter additional comments specific to each line item (optional).

Entering Line Items Code Lookup You can only enter 5 line items in Self Service. If you need to order more than 5 line items, use Internet Native Banner).

Entering Commodity Codes Code Lookup Find the list of Commodity Codes at www.rowan.edu/purchasing under Procurement link. Enter the Commodity Description. Select the Unit of Measure (U/M). Enter the Quantity. Enter the Unit Price. (If Office Max order, put subtotal from www.officemaxworkplace.com). Enter Item Text (optional). Repeat for each item you wish to order (up to 5 items). Select Commodity Validate to autofill and check the Calculated Commodity Amounts.  

Entering Accounting Information Code Lookup Select Dollars or Percents (Optional). Enter Chart (Always R). Enter FOAPAL: Fund Organization Account Program Activity (Optional) Location (Optional) Accounting: Percents of funds applied to the requisition. Funds can be split between multiple organizations and account numbers. Total must equal 100%. Dollars equal dollar amount being applied to the requisition. Funds can be split between multiple organizations and account numbers. Total must equal entire dollar amount.  

Select Validate or Complete Validate and Complete Requisition Code Lookup Select Validate or Complete   Validate Confirmation appears at top of page. Check your work! After you complete the requisition any changes must go to Purchasing to be processed. Complete Confirmation and Requisition Number appear at top of page. Write down your Requisition Number. If placing Office Max order, enter Requisition Number in www.officemaxworkplace.com.

Entering Standing Orders Code Lookup Enter Comments and Document Text SO for Standing Order. Select the Unit of Measure (U/M): Lot Enter the Quantity: 1 Enter the Unit Price. (If Office Max order, this is where you will put subtotal from www.officemaxworkplace.com) Enter Item Text (optional). Select Commodity Validate to autofill/check the Calculated Commodity Amounts.

Requisitions -- INB Code Lookup Once you log in to Internet Native Banner (INB), type FPAREQN in the Go TO…field. Type the word NEXT for new requisition, then select Next Block.

Requisition Date and Comment Code Code Lookup Order Date and Transaction Date are already populated for you. Enter Delivery Date (Double click field and calendar will pop up and select today’s date. Or just type any letter in the date field and tab). Enter code in Comments if applicable. For Standing orders you will type SO or Standing Order in this comment block. Most other comments should be entered in Document Text. Next Block.  

Requestor and Delivery Information Code Lookup Enter Organization. Enter requestor’s Email. Enter Phone number. Enter Ship To code (if you don’t know the ship to code select the arrow next to that field to search for it. The ship to is the location where the items will be delivered). Enter Attention to (Enter your name so it will appear on the purchase order). Type Next Block.  

Document Text -- FOAPOXT Code Lookup Use Document Text to communicate additional information about your whole purchase order to the Purchasing Department and/or vendors. DO NOT enter any information about payments for Accounts Payable. Select Options from the menu bar. Select Document Text (FOAPOXT). Next Block. Enter information (up to 50 characters). Select Next Record to go to next line. Save then Exit.  To return to Document Text to check or add more information, go to Options, Document Text, Next Block. To delete a line, select the line. In the menu bar, go to Record - Remove. Your cursor will then pop up to the preceding line. Do not simply delete the text or Banner will not allow you to save because it is considered an active line with no data.

make sure there is not a T for terminated. Vendor Information -- FTIIDEN Code Lookup If you know the Vendor ID: Enter the Vendor ID in the Vendor field. Tab to allow the address and contact fields to populate. Block-Next. If you do not know the Vendor ID:   Select arrow next to Vendor field. Choose Entity Name/ID Search (FTIIDEN). Tab to the Last Name column. Type in part of the name, using wildcards as needed. Select Query – Execute. Double click in the Vendor ID of the one you would like to select. If the address is correct, select Block-Next.   You may see a list of several vendors with similar names. Look in the V column to make sure there is not a T for terminated.

Vendor Information -- FTIIDEN Code Lookup If vendor address is incorrect: Select arrow next to Address Type. Only 2 addresses show at a time. Use scroll bar to see more. Double click on the correct address to automatically populate the fields in the requisition. Block – Next. If your vendor is not in Banner: Contact the Purchasing Department (requisitions@rowan.edu) to set up the new vendor in the Banner database. Check the purchasing website (rowan.edu/purchasing) for the necessary forms. If you are not sure which address to use, you can contact the vendor, look at an old purchase order or ask the Purchasing Department. If all addresses are incorrect, type the correct address in Document Text.  

Enter Commodity Code Lookup Always Tab to move between fields in this area for automatic calculations to work correctly. Enter Line Items: Enter Commodity Code. Enter Description (Type over auto one. Vendor and Purchasing should know what you are ordering. If a service, include the date and the type of service. This description will show on the check stub). Enter Unit of Measure (U/M). Enter Quantity. Enter Unit Price. Tab until you get back to the Description field. Enter Additional Items: Record-Next from the menu bar and repeat steps. To delete a line: Select the line and Record-Remove. After you have entered all your line items, select Save then Block-Next.  

Item Text -- FOAPOXT (Optional) Code Lookup Each line holds up to 50 characters (8-10 words) . To add additional descriptions for each line item: Select the item. Select Options-Item Text from the menu bar. Type in the information (in the same way as Document Text). Save and Exit. Item text will now be checked for that record. .  

Accounting Information Code Lookup Enter FOAPAL: COA and FY are prefilled. Skip Index. Enter Fund. Enter Organization (Orgn). Enter Account (Acct) Enter Program (Prog). Keep tabbing until you come back to COA. Block-Next to go to Balancing/Completion. To split between more than one FOAPAL (Optional): Select Record-Next. Enter amount or percent to be charged to the first FOAPAL. Enter FOAPAL information for second account. Enter amount or percent to be charged to the second FOAPAL. Block-Next to go to Balancing/Completion.  

Accounting Information Code Lookup Assign each line its own FOAPAL: (Optional) Uncheck Document Level Accounting check box. Enter Commodity Code, Description, U/M, Quantity and Unit Price for Item 1. Block--Next. Enter FOAPAL and Total Cost for Item 1. Select Block-Previous from the menu bar to go back to Item 1 Description. Select Next-Record to move to Item 2. Enter the next FOAPAL and Total Cost for Item 2. Continue for each line item and each FOAPAL. Block—Next.  

Requisition number will be noted on status bar at bottom of page Balancing/Completion Code Lookup Make sure Status reads BALANCED. If not, go to previous page and correct the accounting block. Select Complete (you must click on this icon). If you don’t want to complete it yet, you can select In Process to keep it as an incomplete requisition.   Requisition number will be noted on status bar at bottom of page Requesting a new vendor? Choose Yes when you receive the message “This requisition does not have a vendor or a recommended vendor. Do you want to complete?” to complete your requisition.

Standing Orders Code Lookup Follow instructions for entering a requisition with the following additions: Enter SO in Comments field and indicate a standing order is requested in Document Text. How do I know my order is set up as a Standing Order? In the Go To... Form enter FPIPURR. Enter Purchase Order number, leave Blanket Order field blank, Block-Next. Type on Document Information screen should note ‘Standing’  

Copy and Reuse a Requisition Code Lookup Go To FPAREQN. Select the Copy button (not the arrow next to the box). Enter the Requisition number (not PO number) you would like to copy in the Requisition field. Press tab to see Vendor ID and Name. Select OK. The new requisition number is immediately assigned. Enter your Delivery Date. The Commodity Total will change if you update your item, quantity, unit price, etc. Make any changes necessary for the new requisition (for example vendor, item, quantity, amounts and FOAPAL). Complete the requisition as usual.  

Incomplete Requisition Code Lookup In FOIDOCH, if there is no Status indicated next to the Requisition number, it is incomplete. You will receive reminder emails if you have incomplete requisitions, too. Go to FPAREQN. Type in the incomplete Requisition number (instead of NEXT). Complete the requisition as usual OR delete the requisition by selecting the Requestor field (your name). Select Record – Remove from the menu bar. Repeat. Select Record – Remove. Ok.  

Change a Requisition Code Lookup If you need to make a change to a requisition YOU created, go into FPAREQN. Type in the Requisition number (instead of NEXT). Make the changes and complete as usual.  

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