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

2. 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

3. 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 to close
Encumbered Purchase Orders
Contact the Buyer for delivery status

4. FGIOENC EXAMPLE

5. 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

6. FGIENCD EXAMPLE

7. 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.

8. 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 to the Buyer will close out any open encumbrance/balances.
All old complete, incomplete or not approved requisition(s) will be removed.

9. 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.

10. 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 ed to the Driver and Administrative Assistant/Secretary
For any reservation changes contact Purchasing immediately

11. 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)

12. Questions and Answers