SOUTH TEXAS COLLEGE PURCHASING DEPARTMENT YEAR END ENCUMBRANCES, REQUISITIONS, AND CAR RENTALS August 2017

Banner Encumbrances Banner form: FGIOENC Verify all encumbrances per organization in a list format Check for encumbered requisitions and/or purchase orders. Contact Purchasing on encumbered pending Requisitions View the Balance on Open Purchase Orders Review all encumbered Purchase Orders

Banner FGIOENC Encumbered Requisition(s) Contact Buyer for status of the pending requisition Balance on Open Purchase Orders Review the balance and contact Purchasing with an email to close Encumbered Purchase Orders Contact the Buyer for delivery status

FGIOENC EXAMPLE

Banner FGIENCD View of encumbered requisitions and/or purchase orders Using the requisition or purchase order number The document detail can be reviewed by line Ex: Open purchase order balances can be viewed by account code

FGIENCD EXAMPLE

Banner Assigned Buyer Using FOIDOCH to find the assigned Buyer For Requisition: Using FPIREQN the requisition assigned buyer can be viewed using the options tab and selecting “Commodity Accounting Information” option then select “Commodity Supplemental Information. For Purchase Order: Using FPIPURR the Buyer Code can be found on the first form.

Purchase Order Assigned Buyer Each Buyer is responsible for their own purchase orders. We must begin closing out all encumbrances. All items must be received by August 31st. An email to the Buyer will close out any open encumbrance/balances. All old complete, incomplete or not approved requisition(s) will be removed.

Software/License Purchases Purchase Purpose/Justification and Benefit Questions to include in Banner Document Text If software downloaded to us? Do we have to renew to use the software? Do we have to access the vendor’s site to use the license? Do we have to renew on some kind of basis to keep using the license? Same quests for foreign vendors Please indicate if this purchase is a new purchase, a renewal or upgrade to an existing asset/software or license.

Vehicle Rentals Reserve vehicles at the Enterprise website Complete a Banner Requisition Provide reservation confirmation to Purchasing The final Purchase Order and Confirmation will be emailed to the Driver and Administrative Assistant/Secretary For any reservation changes contact Purchasing immediately

FY 2018 Banner Requisitions Begin enter FY2018 requisitions on Friday, September 1st. Financial Managers can approved requisitions through JagNet Items received after August 31st that the department wishes to keep Document Text: Purpose and Justification (Who, What, When, Where, and Why)

Questions and Answers