2. A Guide to Generating Banner’s Requisition for a Purchase Order The Requisition Process

3. Welcome to the Requisition Process Virtual Seminar! The lesson is self-paced. So sit back, relax, and enjoy the show with every click of the mouse! This training presentation is a step by step guide through the requisition form (FPAREQN). For starters, here’s an overview of the purchasing process…

4. The Purchasing Process Purchase Order Invoice Bid Check End User/Dept Purchasing Department Vendor Ships goods Receiving Report Receiving Department Delivers goods Accounts Payable 1 2 3 4 5 6 7 8 9 Requisition Files a request When approved Issues a P.O. Sends P.O. to Sends the invoice Pays vendor to Generates Files 10

5. let’s begin … Now that you understand what position the requisition plays in the purchasing process,

6. Once you sign-on, this is the main screen that you will see …

7. Type the name of the form, FPAREQN, in the direct access field. Then “enter” from the keyboard.

8. DO NOT CLICK ON THE “SEARCH” BUTTON ON THE RIGHT. Note: Technically, this button is called the “LOV” button. It stands for “list of values.” When you click on it, a new window will open, and you can choose from a list of items that are available. You can also perform a search, which we will show you later in the presentation.

9. Type in the word “NEXT” (with no quotes or spaces before or after) to command Banner to assign a requisition number.

10. Then click on “next block.”

11. Order date and transaction date will have defaulted in with the current date, as well as your contact information. Enter a future date for the delivery date. The latest version has replaced the options menu on the left side with tabs

12. The comment field is optional.

13. Click on the LOV button to choose a delivery address.

14. Choose “RECV” then press “OK.”

15. Type in the name of the person to whom this order is going. Include building and room #, or an ext. #.

16. Click the Options Menu Button, then on “Document Text.”

17. Use this area to put messages for the vendor, state a quote #, specify special requests, etc. There are 99 lines available. When text is entered on a line and is full, use the down arrow to advance to the next line.

18. “Save” when finished.

19. Note: This message bar is Banner’s line of communication to the user. (Here it says that the text entered has been saved) Exit.

20. 1. Banner takes you back to the requisition form. Notice a requisition number is assigned. 2. Click “Next block” to continue.

21. Enter the vendor ID number if you know it. If not, click on the LOV button to search for the vendor.

22. Choose “Entity Name/ID Search.”

23. 6) Press F8 from the keyboard (or the “execute query” button) To do a search: 1) Press F7 from the keyboard (or the “enter query” button) 2) Tab over to “Last Name” 3) Type “%” (The % sign is a wildcard) 4) Choose one main word in the vendor’s name and type it in 5) Put another “%” after the name

24. Banner’s search engine is case sensitive, so try all caps first.

25. Scroll down to see if the vendor you’re looking for is listed here.

26. If not, do another search. This time, try upper and lower case.

27. Scroll down to find your vendor.

28. Double click on the vendor name to bring it back to the requisition. Or click on the vendor name once to hi-light, then click on the “select” button.

29. Check the vendor’s address to make sure that’s the right address to send a purchase order to. If it is not, click on the LOV button next to Seq# to pick another address. Click on “next block.” This will move page selection to the “Commodity/Accounting tab

30. Tab over to Desc to describe the item you want to purchase. Be as precise as possible. Bear in mind that this description has to be clear to the people who are approving this purchase request as well as the vendor. Therefore, it is important to include item # where appropriate.

31. The description field has limited space. When the description is too long, keep typing till you run out of space. Then click on “item text” in the Options menu, to continue the description.

32. Notice the description from the previous page resurfaced here. Click on “next block.”

33. Continue with the description in this area. Save when finished.

34. Notice the confirmation message. Click the Exit button.

35. Notice “Item Text” is checked. It’s an indication that the description for this item is continued in Item Text. Tab to U/M (Unit of Measure). Type in the measurement, or click on the LOV button to select from a list. Fill in the quantity.

36. How much for each?

37. Tab through the ext cost, and Banner will do the calculations for you.

38. 2. Otherwise, keep tabbing until the cursor returns to the commodity description. Press the “down arrow” key from your keyboard to insert the next commodity. 1. If only one item is being ordered, click on “next block.” 3. The description of the second item can be entered here.

39. Go through the same process as with the first item.

40. There’s no restriction to the amount of commodity you want to order. Just continue using each row for each item. Notice the description to the second item is short. It does not need to continue in item text. Therefore, the item text box is not checked.

41. For training purposes, we’ll order three items. This third item requires a continuation. So click on “item text” tab of the “Options” menu item.

42. When you finish and forget to save, Banner will prompt you to either save or erase.

43. Choose either “yes” to save, or “no” to erase what you’d just put in. Then exit.

44. Click on “next block” to enter the accounting codes to be charged.

45. Unchangeable default: C (chart of accounts), Yr (fiscal year) Should be current year (July 1, - June 30). Changeable defaults: Orgn (organization code), Prog (program code) Skip Index code. Enter the fund code. Make changes to Orgn code only if needed. Otherwise, tab to Acct and enter in the Acct code.

46. Consider the amount to be charged to this acct. You can choose to charge by % or by $. To charge by %: Click on the box right below the % sign.

47. Tab over to USD and put in the percentage.

48. Tab through the USD section, and Banner will fill in the $ amount based on your percentage. Notice the check mark is no longer there after Banner did the calculations.

49. To charge by $: Tab over to USD and type in the $ amount.

50. Tab through this section so that Banner can calculate your line total.

51. To share the cost between two grants or cost centers (or between a grant and a cost center), you can specify by percentage like this…

52. Ex.: First cost center to pick up 75% of the cost.

53. Tab through to see the $ amount that is 75% of your commodity total. Keep tabbing until the cursor gets to the second row of the FOAPAL accounting strings. Press the down arrow key on your keyboard to go to the second row.

54. Tab again to have the C and Yr filled in. Notice the remaining commodity amount is specified here.

55. Fill in the Fund code. Change Orgn to reflect the second cost center that will pick up the other 25% of the cost. Continue to Acct code.

56. Again, check the % box.

57. Enter the percentage.

58. Tab through to see the $ amount of 25% of your commodity total.

59. Tab again to update the Document Accounting Total Click on next block.

60. Here’s a summarization of the requisition. It is good practice to jot down the req number for future references. When everything is in balance, click on the “Complete” button.

61. Notice the confirmation message.

62. Once the requisition is completed, you cannot go back to make any changes. To make changes, the req has to be in an “incomplete” status. This can be done by asking an approver to disapprove the req.

63. Enter the req # here to go back into the req and make changes. NOTE: The req # starts with an “R,” followed by 7 digits (numbers, not letters as in the letter O). Click on next block until you get to the place that needs corrections and make the changes. Don’t forget to click on “complete” once you are done.

64. IMPORTANT NOTES Commodity descriptions … –s–should be as detailed and explain exactly what the items are. –s–should contain the vendor’s item number (if applicable). –c–can be as long as you want it to be. Just click on “item text” (a new window will open) to continue where you got cut off on the main screen. This will help the approvers to understand what it is that’s being requested to order. The same description will be copied over to the P.O. and then to the invoice. If there is a quote number, state that number on “document text.” Check the system often to follow-up on the requisition until it is assigned a P.O.

65. If you want to have a hard copy of the requisition for your records while waiting for the purchase order (P.O.), go to form FOICOMM and print out a copy. The following slides will guide you through it.

66. From General Menu, type in the form name FOICOMM. Then enter.

67. Enter the requisition number. For Document Type, choose REQ.

68. Click on next block.

69. All the important information from the req is presented on this page. Print this out for your records. To view the accounting information, click the “Options” menu, then “Accounting Information”.

70. This shows you where the items requested are to be charged, plus the amount on each. When you’re done reviewing, just exit.

71. To check the status of a requisition (or any document), go to the document history form FOIDOCH …

72. Type in FOIDOCH. Then “enter.”

73. 1. For Doc Type, put “REQ.” 2. Enter the req # (R_ _ _ _ _ _ _ ) 3. Click on Next block to see the requisition and all other documents attached to it in the purchasing process.

74. An empty field next to the req # indicates that the req is incomplete. The “C” means complete and awaiting approvals. An “A” indicates that the req has been approved by all approvers and is now waiting for a P.O. to be issued. The P.O. number will appear when assigned. First the completed, then the Approved indicators will appear as the P.O. changes status. When the P.O. is approved it is sent to the vendor. A copy is then sent to the requestor.

75. This is how the Purchase Order looks when printed …

76. Receiving address and ATTN line. VENDOR COPY Information from Document Text. Commodity description Item Text

77. REQUESTOR COPY The only difference between this copy and the previous one is the information at the bottom.

78. Brenda Robinson Phone: 520-5236 Email: bhrobins@xula.edu