purchasing

							Purchasing - 1




   Purchase Order Status Report

           By Index/Organization

           By Index/Fund for Grants
Purchase Order Status Report


   At the last Fiscal Forum five attendees completed requests
    and descriptions for new reports. We have consolidated these
    requests into one answer with three options as follows in this
    power point presentation.

   The Banner Report Committee has reviewed these requests
    and the options currently available. They have recommended
    this request for future report development.
5 Fiscal Forum Requests for Purchasing Report



USE AS IDENTIFIED BY REQUESTORS

   “   Any outstanding purchase orders; “
   “   If vendors paid or encumbrance released; “
   “   Vendor invoices paid against POs; “
   “   Identify POs and track balance and expenditures; “
   “ Track POs and P-card status “
         Consolidated Purchasing Report
              Detail and Frequency

   DATA (details) REQUEST
    –   Vendor name
    –   PO#
    –   Original enc. Amount
    –   Current enc. balance
    –   Invoice number
    –   Amount paid
    –   Date
    –   Index/Fund (FOAPAL)
    –   Check date
    –   Check amount
Purchase Order Status Query


Option 1 - Web Finance Self Service
Enter Index,
then click
“Submit Query”
below
    Note:
    If query for prior year,
    remove “Activity” code




Enter “71” as Account
Type, then, click “Submit
Query” at bottom
Click to drill down
to view details
1st half of detail document
2nd half of detail document
Purchase Order Status Query


Option 2. Banner Production:

  -   Detail Encumbrance Activity (FGIENCD) – Use if PO#, Enc.# or
         Req.# are known
Example for PO query
             Example for WOLF enc. query



John Smith
                                           John Smith
Example of Requisition Query
Purchase Order Status Query


Option 2. Banner Production:

  -   Detail Encumbrance Activity (FGIENCD) – Use if PO#. Enc.# or
         Req.# are known.
  -   Open Purchase Orders by FOAPAL (FPIOPOF) – Use if Index #
         (POs only) is known.
Purchase Order Status Query


Option 2. Banner Production:

  - Detail Encumbrance Activity (FGIENCD) –Use if PO#. Enc.# or
       Req.# are known.
  - Open Purchase Orders by FOAPAL (FPIOPOF) – Use if Index
       (POs only) is known.
  - Organization Encumbrance List (FGIOENC) – Use if Index is known.
Check it out:

   More Banner query trainings are available at
    website below:

    http://www.fau.edu/aftss/training.html
Purchase Order Status Query


Option 3. e-print report (Finance Banner FAUP)


     Open Encumbrances Report - FGROPNE
Example of requisition
used in Option 2
Example of PO
used in Option 2
             Example of WOLF
             query used in Option 2




John Smith
Purchasing - 2



   Purchase Order Status Report Grant
    Inception To Date
Fiscal Forum Request For “All” POs
For Grant Inception to date

   USE AS IDENTIFIED BY REQUESTOR

    “ All POs issued for a grant inception to date “

   DATA (details) REQUEST:

     –   Fiscal year POs;
     –   Amount of POs and remaining balances
     –   Account number with totals by account
     –   Fund/Index
     –   Status of purchase (complete, delivered, or blank)

   FREQUENCY
    Daily as necessary
Purchase Order Status Query
For Grant Inception To Date

Option 1 – Web Finance Self Services
      Encumbrance Query
Enter Index, then click “Submit Query”
      If query for prior year,
      remove “Activity” code




Choose Account Type code
from next page. If leave blank,
It will show all types.
Then, click here to submit query
Account Type - Grants


   Description                                    Type

    All grants -- Off-site Facility                7G
    Federal Grants -- Local Phone                  7H
    Federal Grants -- Postage                      7J
    Federal Grants – Office Supp/Rental Repair     7K
    Federal Grants – Memberships                   7M
    Federal Grants – General Purpose – Equipment   7N
    Federal Grants – General Purpose – Software    7P
    All Grants – Transfers & Indirect Cost         72
Click PO# to drill
down for details
Click here to view
Document details
1st half of View Document
2nd half of View Document
Purchase Order Status Query
For Grant Inception To Date

Option 2 – Banner Production
      Grant Inception to Date - FRIGITD
1. Highlight it;
2. Go to Options; then
3. Click Grant Details Info.