1. Purchasing Banner Tidbits
Presented by:
Denise Smith
Jackie Nyberg
Diane Semenchuk
Handout sample PO’s and new documentation
All info on our web site
9/17/2018

2. Introduction Transition from CUFS to Banner
BSCs will receive tidbits to enter better Banner documents
Utilize features in Banner
9/17/2018

3. Agenda What makes a successful Banner requisition
Effectively processing a change order request
Finding your documents in Banner
Won’t be a document entry training session – just highlights, tidbits
9/17/2018

4. Banner Terms
Requisition – Informal purchase request initiated by a BSC
Purchase Order – Formal purchase request issued to the vendor
Regular: one-time purchase/payment for line item goods
Standing: multiple purchases/payments or non-line item purchases (ie. Services, maintenance, business meals, construction projects, etc)
Change Order – Modification to existing purchase order
9/17/2018

5. Did you know? Bid limit is $10,000 Supporting documentation needed:
Applies to the entire order, not per item
Supporting documentation needed:
Purchases over bid limit (exception to bid)
Services (independent contractor agreement)
Purchasing can close, open or cancel PO’s
Send with PO#, vendor & reason
Don’t use change order to close PO
Use final payment indicator to close PO
Purchasing will let you know if we need backup
9/17/2018

6. Did you know? Cont…
Can’t process PO if requisition has a zero dollar commodity or FOAPAL
You can “copy” a requisition
‘Comment’ field doesn’t print on PO
Purchasing uses ‘comment’ field explaining the status of PO’s in process
‘Attention to’ field doesn’t update automatically
Vendor ‘Contact’ field doesn’t print on PO
Second bullet - Go to Banner – FPAREQN
Copy R
Change ship to code to U0306
Show vendor contact
If default ship to code, org or is invalid, banner finance production to have changed.
9/17/2018

7. REQ – Text Options
Use document text for information that applies to the entire order
Use item text for information that applies to a specific commodity line when the full description can’t fit
Avoid repeating information
All text will print by default unless you uncheck the print box
Show REQ R
Document text – Quote numbers, fax po to vendor, confirming order, UNH Bid/Contract #, instructions to purchasing. May or may not need to print.
Item text – need more room to describe the item to be purchased (size, color, model/serial numbers, dates, etc). Would always print.
9/17/2018

8. REQ - Commodity Use a commodity line for each item to be purchased
Multiple items with quantities & unit pricing (i.e., computer, printer, software)
Otherwise, use one commodity line
Can have one commodity but multiple FOAPAL’s
Utilize full space in the field
Use proper case, check for spelling errors, avoid over-abbreviating
Enter specific description
Use ‘additional’ field for shipping charges
Show REQ R
Commodity description field is larger than it appears on screen
Avoid generic descriptions – copier rental, books, vehicle lease
9/17/2018

9. Info for Vendors & Purchasing
Provide the following if applicable:
Account number
Vendor quote number
USNH bid/contract number
Realistic delivery dates
Fax number & vendor contact
Requestor phone/fax
Any other relevant information
Default requestor information doesn’t print on the PO – add to document text if necessary for the vendor
9/17/2018

10. General Information
Use appropriate account code – should begin with “7”
Note in document text when vendor doesn’t take Pcard
Use default requestor information
Pcard – when purchase could have been made on a Pcard, but the vendor doesn’t accept credit cards
9/17/2018

11. Change Orders
Use change order form for changes to a PO; no change form for requisitions
Check FGIENCD prior to entering change order to review current liquidations and balance
Specify text for purpose of change
Use item text when increasing or decreasing the amount of the PO
Use document text for all other changes
Updated documentation is in process – future refresher trainings likely
9/17/2018

12. Where’s my document? Varies depending on stages In process
Completed but not approved
Approved
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13. Finding Requisitions Query document at any stage In Process
FPIREQN, FPIRQST, FOIDOCH, FOADOCU
In Process
FPAREQN to complete
Completed-Not Approved
FOAUAPP to approve/disapprove
Approved
FOIAPPH for approval/disapproval history
FGIENCD for current encumbrance
Purchasing cannot assign PO/process until REQ is fully approved.
9/17/2018

14. Finding Purchase Orders
Query document at any stage
FPIPURR, FOIDOCH, FPIPOHD, FPIOPOV
In Process
FPAPURR to complete (Purchasing only)
Completed-Not Approved
FOAUAPP to approve/disapprove
Approved
FOIAPPH for approval/disapproval history
FGIENCD for current encumbrance
In process – view comments field to see if Purchasing has specified comments
9/17/2018

15. Finding Change Orders Query document at any stage In Process
FPIPURR, FPIPOHD, FOADOCU
In Process
FPACHAR to complete
Completed-Not Approved
FOAUAPP to approve/disapprove
Approved
FOIAPPH for approval /disapproval history
FGIENCD if FOAPAL is effected
Don’t see change orders in FOIDOCH – FPIPOHD is a good place to look so you can see how many. FGIENCD only shows change order reference if a FOAPAL line was affected.
9/17/2018

16. Where to Get More Information
Fresh web site for on-line documentation (
Purchasing web site (
Purchasing or call or )
Super User
Help desk
9/17/2018

17. Summary Know how to enter better Banner documents
Know how to find documents
Know what Purchasing needs
What do you need?
9/17/2018