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BANNER PURCHASING

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					BANNER PURCHASING

 Banner 113 and 114




                September 2004
                Version 3.0
                                        TABLE OF CONTENTS

Basic Purchasing Forms ...........................................................................................1

Banner Tips ..............................................................................................................2

Access Requisition Input Form ................................................................................6

Entering a Requisition - FPAREQN ........................................................................6

     Requestor/Delivery Information ........................................................................8
     Document Text...................................................................................................9
     Vendor Information .........................................................................................14
        Vendor Search – FTIIDEN ........................................................................15
     Commodity/Accounting ...................................................................................17
     Balancing/Completion .....................................................................................22

Requisition Approval .............................................................................................24

E-Mails on Banner* ...............................................................................................25
   How to Reply to a Message* ..........................................................................27
   How to Send a Message* ................................................................................29

Approval Status – FOIAPPH .................................................................................31

Changing a Requisition – FPAREQN....................................................................33

Canceling a Requisition - FPARDEL ....................................................................34

Monitoring a Requisition and Open Encumbrances ..............................................37

     Monitoring a Requisition – FOIDOCH ...........................................................37
     Monitoring ALL Open Encumbrances – FGIOENC .......................................39

Change Orders (Purchase Orders) .........................................................................42

Receiving – FPARCVD…………………………………………………….…....43
   Adjusting/Canceling Receiving .......................................................................48
   Deleting a Receiving Document…………………..……………………….... 51

Appendix ................................................................................................................52

     List of Forms ....................................................................................................53
     Accounts (FRS Object Code)...........................................................................54
     Procurement Text Clauses ...............................................................................58
     Sample Log ......................................................................................................59
     Steps to Successful Purchasing and Receiving ................................................60

*rev 9/04
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Basic Purchasing Forms:

CREATING A REQUISITION:
FPAREQN Requisition Entry Form
FPARDEL Requisition Cancel Form
FPAPOXT Text Entry Form

                                   VENDOR INFORMATION:
                                   FTIIDEN   Vendor Search

APPROVALS:
FOIAPPH  Approval History

                             MONITORING:
                             FOIDOCH Document History
                             FPIORQF  Open Requisitions by FOAPAL
                             FPIOPOF  Open Purchase Orders by FOAPAL
                             FGIOENC All Open Encumbrances by Index
                                      (Requisitions, Purchase Orders, Open
                                      Encumbrances, and Travel
                                      Encumbrances)

RECEIVING:
FPARCVD Receiving Goods Form

                             QUERIES:
                             FPIREQN     Requisition Query
                             FPIPURR     Purchase Order Query
                             FPRRCDL     Receiving and Delivery Report
                             FPIRCVD     Receiving Query




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BANNER TIPS

     Requisition Types other than Regular Orders do not exist in Banner. You must use
     the Modify Clause (see Page 11 for list) in Document Text of form FPAREQN to
     notify your buyer as to the requisition type:
                                  Standing Order
                                  Check with Order
                                  Confirming Order
                                  Bid Order
                                  Bid Printing Order

Case Sensitive:

     Queries are case sensitive. For example, a vendor query with g% will bring up
     different results than G%.


Vendor Codes:

     You can check to see if your vendor is on the Banner system before you enter the
     requisition by typing FTIIDEN in the Direct Access field and performing a query.


            If the vendor is not on file, you must send a W-9 and Terms and Conditions to the
            vendor. You may enter the requisition before the W-9 is returned or the vendor
            code is created, by putting the requisition “in process”. When sending the W9 to
            your buyer to create, attach a note with your name and phone extension in the
            event a question should arise. Once the code is set up, you can then enter the
            vendor and “complete” the requisition*.




*rev 9/04




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HORIZONTAL TOOLBAR


      Save                 Saves all changes made in a form since the last time you saved.
      (F10)                Banner also refers to save as Commit in some messages.

      Rollback
      (Shift-F7)           Clears all information and returns you to the Key Block of a form.

      Select               Enters the highlighted value into the current field of the form you
      (Shift-F3)           are working from. List of Values uses OK as the select.

      Insert Record        Inserts a new blank record into a group of existing records.
      (F6)

      Remove Record        Removes all information for a record. When you Save, the record
      (Shift-F6)           will be deleted from the database.

      Enter Query          Puts the form into query mode and lets you enter search criteria to
      (F7)                 see what information is already in the database.

      Execute Query        In query mode, searches the database and displays any records that
      (F8)                 match the search criteria.

      Cancel Query         Cancels a query and takes a form out of query mode.
      (Ctrl-Q)

      Previous Record      Moves the cursor to the first enterable field in the record before the
      (Shift-Up Arrow)     current record.
      Next Record          Moves the cursor to the first enterable field in the next record. If the
      (Shift-Down Arrow)   cursor is at the last record, a new record is created.
      Previous Block       Moves the cursor to the previous information block in a form.
      (Ctrl-PgUp)

      Next Block           Moves the cursor to the next information block in a form. If the next
      (Ctrl-PgDn)          block is in another window of the form, that window will be opened.
      View/Send Message    Allows an email to be viewed or sent through the Banner System.


      Print                Captures the active screen (only what you can see) and prints it to
      (Shift-F8)           your local printer.

      Online Help          Displays the Online Help window for the current form.


      Exit                 In a menu, the Exit command takes you out of Banner. In a form, the
=     (Ctrl-Q)             Exit command takes you out of the form. In query mode, the Exit
                           command cancels the query.
                           NOTE: “X” replaces Red Door as the exit icon.


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Menu Layout
The Main Menu contains several ways to access forms.

         You can click on the appropriate Menu Item on the left to expand the desired menu. The
            drop down menu displays the contents of the folder highlighted.

         You can access a form directly by entering its name in the Direct Access field. You also
            have available to you a Personal Menu that can be customized to include the forms you
            need to access most often.

         Use the Exit Button (X) to end a form session, or to end a Banner session.




                                                                                       Menu Icon




             Form Icon




*rev 9/04




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OPENING FORMS
Forms can be accessed through menus or entering the seven character name into Direct
Access. CAUTION!!! It is highly recommended that you never have more than three forms
open at one time. Otherwise, your computer may experience problems.




    Enter 7-character form name
            or

         Accessing Forms while in another Form:
            Click on the File menu and select Direct Access. The Direct Access Form (GUAPARM)
            will appear. Enter the form name and press Enter*.




*rev 9/04




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Access Requisition Input Form

In the Banner system:




Entering a Requisition - FPAREQN
Type FPAREQN in the Direct Access box above right-side menu. Enter.




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The following form will open:




Type „Next‟ in the Requisition Box. This will system-create the requisition number.
Note: you will not see the actual number at this point.

Next Block.

This will bring up the following form for Requestor/Delivery Information:




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Requestor/Delivery Information




Requisition will still read Next. At this point you will not have a requisition number.

Order Date and Transaction Date will default.

Tab to Delivery Date. This is a required field. Type „D‟ and tab to insert the current
date. This will not print on the purchase order.

 If you have a specific delivery date, enter that date as Document Text (see page 9).


 Please note: The Comments field should remain blank as all comments must be
 entered as Document Text (see page 9).


Requester box defaults to user name.

COA (Chart of Accounts) defaults to appropriate Chart for user‟s profile.




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Tab to the Organization box. This is a required field. To complete:

       Type your organization number.

       or

       Click the flashlight to bring up the Organization Validation Form; search for your
       organization codes by scrolling or executing a query. Do not select any 3-digit
       codes as they are for accounting purposes only. Double click the desired name
       to return to the Requisition Entry: Requestor/Delivery Information Form – the
       system will insert the information.

E-mail, phone, and fax will default to user‟s information.

Tab to Ship-To. Required.

       Type your ship-to code.

       or

       Click the flashlight to bring up The Ship-To Validation Form; search for your
       ship-to code by scrolling or executing a query. Double click the desired code to
       return to the Requisition Entry: Requestor/Delivery Information Form – the
       system will insert the information.

Note: For inventory purposes, all computer hardware must be delivered to Information
Technology; all other equipment and furniture must be delivered to Central Receiving.


Complete the Attention To box. - Required.


Document Text

Document Text is not required, but if you need to add document text (text codes,
instructions for your buyer, Bid Number, quote number or other information pertinent to
the order), click Options on the toolbar and select Document Text*.


The Procurement Text Entry Form (FOAPOXT) will open:




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Procurement Text Entry Form




To insert a text code, click the flashlight at the Modify Clause box to bring up the clause
list as follows:


 A Text Code is a 3 digit code representing a commonly used clause or phrase that
 may pertain to your order, such as MHEC, Bid Order, No Shipping Charges, etc.
 Please refer to the list on Page 12.




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To insert the clause into the document, double click on the desired Clause number*. This
will return you to the FOAPOXT (Procurement Text Entry) form.

Click on Record on the menu bar or use the icon and select insert. The text will show in
the Text field:




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Save.


 Note: When you insert the clause from above, the following information will be printed on the
 document:

 001      State Contract        State Contact
 002      MHEC                  MHEC Contract
 003      Delivery              Please call 24 hours before delivery.
 004      Fiscal Year End       Delivery required no later than June 30th.
 005      Hazardous             Items on this order may contain hazardous materials.
 006      Proprietary           Proprietary item(s).
 007      Shipping              No shipping charges.
 008      Budget                Note to Budget: Call department when check is ready –
                                will hand deliver.
 009      Attachment            Attachment
 010      Check with Order      Check with Order.
 011      Standing Order        Standing Order
 012      Confirming Order      Confirming Order
 013      Bid Order             Bid Order
 014      Bid Printing Order    Bid Printing Order




If you have information to enter in document text, other than the standard modify/text
clauses above, such as the required delivery date, a note to your buyer, justification for
the order, special shipping instructions, a note to Accounting, bid number, quote number,
or any other information relative to the order, Next Block to text*.




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                                                                                          Print Box




            This will highlight in yellow. Type the desired text. Each line has a limit of 50
            characters without word wrap. To type additional text, down arrow to the next
            line until text is complete.

            The print box defaults to Print. If you do not want the information printed on the
            document, click the Print box to remove the checkmark.

            Click Save on the tool bar. Exit the form (X). (NOTE: The Red Door icon to the
            extreme right on the toolbar, has been replaced by X. All screens that display Red
            Door will now show X to exit in revised Banner.*) This will bring you back to
            the Requisition Entry: Requestor/Delivery Form portion of FPAREQN. The
            Document Text box (upper right corner of form) will now be checked.

             NOTE: Document Text is not used to complete the description of a line item on
             your order. The Item Text form found under Options when in the Commodity
             section is used for this purpose. (See page 18)*


Your form should now look like this:

*rev 9/04


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Next Block to bring up the Requisition Entry: Vendor Information Form. If you know the
Banner Vendor Code, you may enter it in the 1st vendor field and tab, or:

Click flashlight for vendor list.




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Dialog box will appear. Click Entity Name/ID Search (FTIIDEN) to search for the
vendor.




Perform a query with the % wildcard to locate your vendor by typing a few letters of the
name and then %. Example: Stap%.




Execute Query.


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       Double click the Last Name field to carry the vendor forward to the requisition.
To check for multiple addresses, double click the sequence flashlight in the Requisition
Entry: Vendor Information form to bring you to FOQADDR. Select the desired BU
address by double clicking on the sequence number. This will bring you back to the
vendor form. Tab to insert the proper address*.

If the vendor is not on file, you must obtain a W9 with original signature from the vendor
so that your buyer can create the vendor code.



 You will now have a requisition number. Please make sure to note this in your
 Purchasing log. You may now leave the document at any time to retrieve at a later point
 in time for completion.


Click Next Block to advance to the Requisition Entry: Commodity/Accounting Form.




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Commodity/Accounting Form




                                  U/M    Quantity   Unit Price




The cursor will be flashing at the Comm field. – Leave blank*

Tab to the Desc field. Enter the item you wish to order – this line allows 40 characters.

If the description is longer than this line, go to Item Text under Options on the toolbar.
The Procurement Text Entry Form will open.




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       To insert text:
              Next Block or Click on the first line of text. The field will highlight
              yellow. Refer to the Commodity Desc at the top of the form and continue
              the description of the item; model #, color, size, etc. Remember to include
              the who, what, where and why of what you are buying.

       Please watch the number of characters per line. There is no word-wrap capability
       – you must arrow down to the next line.

       Save. Exit the form (X). This will bring you back to the Requisition Entry:
       Commodity/Accounting. The Item Text box (under the Quantity box) will now
       be checked.

       (Remember: The Red Door icon to the extreme right on the toolbar, has been
       replaced by X. All screens that display Red Door will now show X to exit in
       revised Banner.)

Tab to Unit of Measure. Type the U/M or click the flashlight to access options. Double
click appropriate code to insert in the document if using the flashlight.

Tab to Quantity. Enter the quantity being ordered (no decimal point is needed).


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Tab to Unit Price. Enter the unit price of the item (the decimal point is not needed for
even $$)

Tab. You will see the Extended Cost to the right of the form.

 Note: If applying a discount, it must be entered as a dollar amount, not as a
 percentage.

The form will look like this:




To enter additional lines, click on the Desc field. Arrow down from the yellow highlight
to the next line and continue as needed.




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Note that the Comm Line Total will show the total of the line that is highlighted yellow.
The Doc CommTotal will show the total of the document. The document total does not
include the current item until you add another line or Next Block*.




                                                                                      Comm Line Total

                                                                                      Doc Comm Total




Repeat the steps above to create as many lines as needed.

When all lines are entered, Next Block to the FOAPAL Accounting block.

C defaults. Org (Banner department code) defaults.

Tab to index. Type in account index code (FRS account number). This will complete the
Fund and Program fields.

       If you don‟t know your account index code, click the flashlight to go to the search
       form. You can either scroll to highlight your department or enter a search - type
       the first few letters of your account name after the % in the find field, click find,
       double click on the appropriate index to bring it into your document.

Tab to account box. (This is the same as your FRS object code preceded by the number
7). You can type in the appropriate code, or search by clicking the flashlight.



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Your form will look like this:




              C    Index   Orgn   Acct




IMPORTANT TO NOTE - More than 1 FOAPAL:

If you are charging your purchase to more than one index or account, Doc Acctg at the
top right side of the screen must be unchecked before entering if there is more than one
line and index/account number*.

Enter item 1 with all information as noted on the previous page. Next block to the
FOAPAL and enter the Index # and the Account # that pertain to that line. Previous
block back to the Commodity area, arrow down to second line, and enter the second item
on line 2 and again Next Block to the FOAPAL below and enter the Index and Account
#s that pertain to that item. Repeat as many times as needed.

If only one line is entered, Next Block to the FOAPAL Accounting area, add the first
FOAPAL line, and enter the amount allotted that FOAPAL in the EXT box to the right.
Enter the second FOAPAL along with the dollar amount in the EXT box for that
index/account. Tab to complete the Document Acctg Total*.




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 IMPORTANT: Please review all information at this time for accuracy.

Next Block

Balancing/Completion Form




The Header must equal the Commodity that must equal the Accounting.

If Status = Balanced, click “Complete” to forward the document to the posting and
approval process. Once completed, this document cannot be changed or queried on this
form – you must use FPIREQN to query the document.

If you enter a requisition requiring an attachment such as a contract, you must enter the
requisition prior to the date(s) of service/event. Place “In Process” on the
Balancing/Completion form until the contract is completed and received.

Posting process is automatic you do not need to do anything once you hit complete.
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Once you click “In Process” or “Complete”, it brings you back to the first form in
FPAREQN.




You will see a message on the status bar that your requisition has been completed and
forwarded to the approval process.

Important: Do not “complete” the requisition if you are waiting for the contract to be
signed, or a vendor code created; rather hold the requisition “in process”. This will save the
document for retrieval and completion at a later point in time when all paperwork has come
Printing a Requisition
to Purchasing and you have entered the vendor on your requisition. This action does not
forward the document to the posting or approval process, but suspends it for future
Requisitions and completion. as a completed amount will be If you wish to retain a
manipulation cannot be printed(NOTE: The reqdocument form. deducted from your budget
copy of the requisition not show on it is suggested the req use Options on
on FGIBAVL, but will for your file, FGIBDST untilthat you is completed.) the tool bar If



If you receive the message, “Budget exceeded, sequence 1” check your budget
availability as you may need a budget transfer. For any other messages, contact your
buyer for assistance.

        At this time you will not be able to complete your requisition. Click the In
        Process button to save the document for retrieval at a later point in time.


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Requisition Approval
If you are an authorized approver, go to form FOIAINP to begin the approval process.




If you are not authorized to approve, you must notify the approver that there is a
requisition to approve. When he/she logs into Banner and enters any Finance form, they
will automatically be brought to form FOIAINP.


  For complete approval instructions, refer to the documentation for Banner 111 –
  Introduction to Banner Finance System.

Please note that the approver may only approve or disapprove the requisition; pending a
requisition is not an option in Banner.

Rev 9/04

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If the requisition is disapproved, an e-mail will be sent to you via the Banner system.
You will be notified of any e-mails when you log into Banner.

To view the messages, click “Yes” in the dialog box or to check for email click on the
Flying Envelope Icon at the top of the screen*.




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To see the reason why the requisition is disapproved, click the ! button. A dialog box
will appear showing the comment text as follows:




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HOW TO REPLY TO A MESSAGE IN BANNER………
Click icon for Send/Receive Messages:




Screen will open with current messages if any:




To reply to the highlighted message, go to Record on the Toolbar and select Insert:




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    A blank message will be inserted after the message you wish to reply to:




    Enter the recipient‟s name, date, your message, and an F in the System box:




System box
                                                                                  Message




    Click Save. You will see                                                         at
    the bottom of the screen.

    Your reply is sent!!!




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HOW TO SEND A NEW MESSAGE IN BANNER……..
Click icon for Send/Receive Messages:




Screen will open with current messages if any:




Click the Enter Query Icon:




This will blank out the screen:




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    Click the Cancel Query Icon:




    Enter the recipient‟s name, date, your message, and an F in the System box:




System box
                                                                                  Message




    Click Save. You will see                                                         at
    the bottom of the screen.

    The message is sent!!!




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  If the requisition is disapproved, you should:

         Supply requested information; or

         Go to FPAREQN to make any corrections.

  When all required information/corrections are done, the department will need to re-
  complete & re-approve the requisition. Once approvals are obtained, your buyer will
  transfer the requisition to a purchase order.

  To delete messages received on Banner, click on the “Complete” button, Save and then
Note – To delete messages received on Banner, click on the “Complete” button, Save,
  Red Door*.
and then Exit (X)*.

To search for a message open the view/send message icon,          then click the “enter
query” icon (F7), enter the Requisition # in Item field and execute query*.

  Document Approval Status:

  To view the approval status of the requisition, enter FOIAPPH in the Direct Access field.

  Enter the requisition number in the Document Code field.




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Execute the query to bring up the approval history:




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Changing a Requisition - FPAREQN
  A requisition can be changed until it is completed on the Balancing/Completion
  form or disapproved. Disapproval at any level sends it back to the requisitioner at
  which point it can be changed.


Exception: The only exception to this is the ability to add text to an approved requisition
by going to FOAPOXT:

            For Document Text: Enter REQ in the Type Box. Enter your requisition number in the
            Code box. Next Block to the Text lines and enter text as needed. Save and Exit (X)*.

            For Item Text: Same as above but also type in the line item you wish to add text to in the
            Item # box.

To correct a requisition, other than adding text as above, go to FPAREQN after it has
been disapproved. Enter the requisition number. Next Block until you come to the
form(s) that needs to be changed. Once all changes have been done, Next Block to the
Balancing/Completion form*.




Click Complete to forward to the approval process.
*Rev 9/04

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Canceling a Requisition

To cancel a requisition left “in process” or not completed:

Go to form FPAREQN – type in the requisition number.

Next Block to the form where your name appears as requestor.
Go up to Record and select “remove”. Repeat a second time to cancel the document.
A dialog box will appear noting “All Commodity & Accounting Records will be
Deleted”. Click OK. Verify that the req has been cancelled by referring to the
Status/Auto Hint line at the bottom of the form – Message will note “Deletion of
Requisition is completed”*.

To delete a requisition after it has been completed, posted and approved:

Go to form FPARDEL.

Type the requisition number in the Request Code field. The requestor‟s name will appear
in the next field.




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Next block. You will see a summary of the requisition.




Select Options. Select Access Cancel Date.



The following form will appear on top of the current form:




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Reason Code is required.

       Double click in Reason Code box to display Cancellation Reasons. Double click
       on selected reason and code will automatically insert into the cancellation form.

Click Options on the toolbar and select Process Cancellation. The following form will
appear showing that the cancellation is complete:




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Monitoring a Requisition – FOIDOCH
To monitor specific documents, type FOIDOCH in the Direct Access field to bring up
the Document History Form.

 This is a multi-functional form. You may monitor requisitions, purchase orders,
 receiving, and invoicing by entering the various document types:
         REQ = requisition
         PO = purchase order
         RCV = receiving
         INV = invoicing.

Type the appropriate code from above in the Doc Type field. For purposes of this
example, we will use the REQ code to illustrate monitoring of a requisition.


Type the requisition number in the Doc Code field.




Next Block to view the document history.

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                                                    Status Codes




                         Legend of Status Codes:

                                C = Completed
                                A = Approved
                                X = Cancelled
                                P = Paid
                                F = Final Reconciliation
                                R = Receipt Required
                                S = Suspended
                                O = Open
                                V = Void
                                H = Hold


To view a particular document (eg the requisition, purchase order, invoice, check,
receiving) highlight the document number. Click Options on the toolbar and select
(document type) Information.

The query form for the particular document type will open. Next Block to view the
document.

(X) to exit form.   Remember: “X” replaces Red Door as the exit icon.
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Monitoring All Open Encumbrances – FGIOENC

To monitor ALL open encumbrances, including travel, type FGIOENC in the Direct
Access field to bring up the Organizational Encumbrance List Form:




Enter your Index Code.

Next Block to display a list of all open encumbrances for that index including
requisitions, purchase orders, travel, and open orders:




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To view further detail on a particular encumbrance, click on the encumbrance number.
Click Options on the toolbar and select Query Detail Encumbrance Information.

The following screen will appear:




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Transactions




This form will display the FOAPAL accounting information, original document amount
(Enc), amount liquidated (Liq), remaining balance, and payments made.




(X) to exit.

Remember - “X” replaces Red Door as the exit icon*




*9/04




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Change Orders
Changes to the requisition can be made by the requisitioning department until the point
that the requisition is completed on the Balancing/Completion form or after disapproval
at any level. See Changing a Requisition for further details. (Page 33)

Once the requisition is assigned a purchase order number, your buyer must make all
changes. The signatory for the account must inform the buyer via e-mail as to the nature
of the change including the PO number, line item number, amount of change (unit price,
quantity, etc).

 Important note: A vendor cannot be changed on a a PO once it has been completed.
Important toto Note: A vendor cannot be changed on PO once it has been completed. A
 A PO PO must be done to correct the information. Your buyer must cancel the PO
newnew must be done to correct the information. Your buyer must cancel the PO and
 and a new new number correct*.
assignassign aPO number toto change the vendor.

Change Orders are noted as Sequences. The original purchase order remains the same.

To view a change to a purchase order, type FPIPURR (Purchase/Blanket Order Inquiry
Form) in the Direct Access box. Enter the purchase order number




Next block to bring up the purchase order. Select Document Text under Options to view
description of change order.


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Change order will be noted in text section:.


Receiving on a Purchase Order - FPARCVD
Type FPARCVD in the Direct Access Box. Next Block.




You will be directed to the following form:


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Type NEXT in the Receiver Document Code box. Next Block.

Receiving Method field is now required. Double click in box to bring up Receiving
Method List. Select appropriate method and click OK. You will be brought back to the
FPARCVD form. Select NA (not applicable) if none of the other selections apply*.

Next Block to Packing Slip block.

Packing Slip – this is a required field. If a packing slip number is not available, enter the
receiving document number noted at the top of the form, the date, or any other
information you feel would be helpful, to satisfy this requirement

Next Block to the Purchase Order block.

Type the number of the purchase order on which you are receiving (required). Tab to
verify PO information. Receive Items will be marked.

Save.

Go to Options on menu bar - Select Purchase Order Items. You will see the following
form:

*Rev 9/04


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Next Block.

Check the Add Item box (es) for each item you wish to receive.
Or – Check Receive All to receive the entire order. “X” to exit*.

(Remember: “X” replaces Red Door as the exit icon on all forms)*

You will be asked to close the form: click Yes.

You will be brought back to the FPARCVD form. Next block to the Commodity
FPARCVD form:




*9/04


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This form will show:
       receiving status of the item to date,
       which item you are currently receiving
       how many lines on the order.

Enter the quantity received and/or rejected in the Current box(es). Tab to default the
U/M (unit of measure).

NOTE: Receiving on Standing Orders and Confirming Orders is an unnecessary step*.
However, if you still wish to receive on Standing Orders, you must receive the dollar ($$)
amount, not the quantity.

If receiving on more than one line use the scroll bar to go to the next item.

Continue until all items have been received.

Select Access Completion under Options on the toolbar. The Completion form will
appear on the bottom half of your form.



*rev 9/04




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Click Complete to finalize the process or In Process to hold the document for future
modifications. Note: Clicking the Complete button completes only the receiving
document you are working on; it does not complete the entire Purchase Order, unless all
items have been received.

You will be returned to the FPARCVD form with the notation „Receiver Document
Y##### has been completed‟.

  If you clicked In Process, remember that you must return to this screen at a later time
  and click Complete to close the document.


X to exit*. (Remember: “X” replaces Red Door as the exit icon.)




*rev 9/04




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Adjusting or Canceling Receiving

Complete the FPARCVD Receiving Goods form as previously instructed, with the only
difference being the Adjust Items field must be marked in the Purchase Order block.




                                                               Purchase
                                                               Order
                                                               block




Select Options on menu bar. Select „Select Purchase Order Items‟. You will see the
following form.




                                                           Quantities
                                                           ordered and
                                                           accepted




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Highlight the PO Item line(s) to be adjusted. Check the Add Item boxes:




Save. X to exit.* (“X” replaces Red Door as the exit icon on all forms).

You will be asked to close the form: click Yes.

You will be brought back to the FPARCVD Receiving Goods Form.

Next block to the Commodity FPARCVD form:




*9/04




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Enter the quantity being adjusted in the Current box as a negative number. Tab to default
the U/M (unit of measure).




Continue until all items have been adjusted.

Go to Options on the menu bar. Select Access Completion.

The Completion box will appear on the bottom half of your form:




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Click Complete to finalize the receiving document or In Process to hold the document for
future modifications.

You will be returned to the FPARCVD form with the notation „Receiver Document
Y##### has been completed‟.

  If you clicked In Process, remember that you must return to this screen at a later time
  and click Complete to close the document.


Please Note: Adjustments to receivings are done only to reduce the quantities accepted
on prior receiving documents. If additional quantities should be received, a new
receiving document would be done as noted on page 39 for those items.

Deleting a Receiving Document

To delete a receiving number that hasn‟t been completed, enter the document number
(Y#) on FPARCVD. Next Block to the Receiving Method. Go up to Record and select
“remove”, then repeat. You will receive a message that the record has been deleted*.



*Rev 9/04

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APPENDIX




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List of Forms
                                                    Function of Form:
Form:        Form Name:
                                                    Searches for vendors in the Banner
FTIIDEN      Entity Name/ID Search Form             system

                                                    Create a requisition or change a
                                                    requisition or change a disapproved
FPAREQN      Requisition Entry Form
                                                    requisition

                                                    To add document text or item text to an
FOAPOXT      Procurement Text Entry Form
                                                    approved requisition
                                                    View completed requisition
FPIREQN      Requisition Query Form
                                                    Cancel a requisition
FPARDEL      Requisition Cancel Form
                                                    Shows levels of approvals of given
FOIAPPH      Document Approval History
                                                    Monitor document history including
                                                    requisition, purchase order, receiving,
FOIDOCH      Document History Form
                                                    and invoicing

                                                    Shows requisitions not transferred to
FPIORQF      Open Requisitions by FOAPAL Form       purchase orders by entering the Index #

                                                    Shows all open encumbrances by index
                                                    (requisitions, purchase orders, travel,
FGIOENC      Organizational Encumbrance List Form
                                                    and open encumbrances)

                                                    Receive on purchase order to allow
FPARCVD      Receiving Goods Form                   payment

                                                    Review receiving
FPIRCVD      Receiving Goods Query Form
                                                    Shows all open purchase orders by
FPIOPOF      Open Purchase order by FOAPAL          entering the Index #


             Purchase/Blanket/Change Order Query    View completed purchase orders and
FPIPURR
             Form                                   changes orders

                                                    Shows delivery status
FPRRCDL      Receiving and Delivery Report
                                                    Shows all addresses on record for the
SOADDRQ* Vendor Address Summary Form                vendor

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Banner Account Numbers
REGULAR EMPLOYEE RELATED EXPENSES 71101 (B)
                                                            (REVISED 8/04)
71101- Out of State Travel - Direct Pay
71102- In State Travel - Direct Pay
71104- Tuition - reimbursement or payment - Direct Pay
71105- Registration Fees - conferences, training, retreats (use 71419 if an entry fee) - Direct Pay
71106- Membership Dues & Licensing Fees - Individuals only - Direct Pay
71107- Housing Allowance- Payments made directly to employee
71108- Clothing Allowance - purchase or cleaning of work related clothing (Police)
71109- Employee Recognition -for authorized depts’ awards, eg Pride & Performance.


ADMINISTRATIVE EXPENSES - 71400 (E)

71401- Office & Admin Supplies - consumable supplies: pens, paper products (printer & copier paper), desk-top
commodities, books for the office, film & developing , ID cards, ADP supplies: cable, discs, forms, ribbons, continuous-
feed paper, zip drives
71402- Printing SUPPLIES - toner, developer, ink, FAX cartridges, photocopying, all printing related supplies -(excluding
paper)
71404- Printing EXPENSES - business cards, stationery, printing orders, binding (require Public Affairs prior approval)
71406- Postage - stamps, meters, overnight mail & express mail
71408- Telephone Expenses - basic monthly chgs,includ.cellphones
71409- Licenses for Software - software pkgs, upgrades, licenses
71412- Subscriptions: periodicals, newspapers, law books, journals Memberships by Depts, Online services - Direct Pay
71413- Advertising - cost of advertising in newspapers, TV, periodicals, & radio
71414- Exhibits/Displays - souvenirs, flags, banners, badges, tags, key chains, trophies - promotional material-flowers
71415- Bottled Water
71416 Indirect Costs
71419- Licenses, Fines -incurred by dept only! entry fees, towing reimbursements to students, inspection stickers,
permits
71420 – Interest Paid
71422- Hospitality Costs - food, beverages at college functions, lunches w/outside guests, flowers for bereavement,
recruitment travel: hotels, car rental, airfare, meals, rental of facilities. (use 1501 for Student Social Events)
71424- Donations/Memorials
71440 Insurance – per Budget office 8/19/98
71450 – Data Processing Equipment – Computer Equipment (up to 500.00) draws from 1099 pool account*
71452 – Educational Equipment (up to 1000.00) draws from 1099 pool account*
71453 – Facility Equipment (up to 1000.00) draws from 1099 pool account*
71454 – Office Equipment (up to 1000.00) draws from 1099 pool account*
71455 – Photocopy Equipment (up to 1000.00) draws from 1099 pool account*
71457 – Office Furniture (up to 1000.00) draws from 1099 pool account*
71458 – Telecommunications Equipment (up to 500.00) draws from 1099 pool account*
71459 – Medical Equipment (up to 1000.00) draws from 1099 pool account*
71460 – Law Enforcement Equipment (up to 1000.00) draws from 1099 pool account*
71461 – TV Broadcast Equipment, Media Equipment (up to 1000.00) draws from 1099 pool account*
71477- Staples Desk Top Delivery


FACILITY SUPPLIES & EXPENSES - OPERATIONAL-71500
                                                            (F)
71501- Food, Beverage & Preservation - provided to students- use 1598 for Housing Programs
71503- Kitchen & Dining Supplies
71504- Drugs - medicines, pharmaceuticals
71505- Lab Supplies - chemicals, testing material, gas cylinders, protective gear, photography chemicals
71506- Medical Supplies - first aid, medical gases (BOC)
71508- Toiletries & Personal Supplies - personal hygiene: eg-razors, toothbrushes, deodorant
71509- Clothing & Footwear
71510- Facility Furnishings - bedding, window coverings, area rugs, glass desktops, blinds, signs, clocks- AC/bulletin
boards affixed to a wall <$100



*New Banner Account Numbers for Small Equipment Purchases as of July 2004.




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71511- Laundry & Cleaning Supplies- items for operating a laundry or assoc w/cleaning of state property, eg: brooms,
mops, soaps
71513- Farm/Garden Expenses & Supplies - fertilizers, trees, bulbs, stone dust, road sand, pesticides, seeds, flowers,
71516- Library & Teaching Supplies - books, educational supplies, chalkboards, tickets for educational outings
71518- Recreational/Social Supplies- movie rentals, decorations, prizes, gift certificates, tickets for social functions,
items for operation of recreational facilities.
71519- Manufacturing Supplies - gloves, safety glasses
71525- Maintenence & Repair Tools/Supplies - electrical, plumbing, hardware, motor vehicle parts, small tools: electric
or manual, groundskeeping tools, etc.
71526- Floor Covering - wall-to-wall coverings, tiles, etc.
71527- Law Enforcement Supplies - eg: ammunition, badges, handcuffs, etc.
71528- Wholesale - items purchased for purpose of resale to departmental retail establishments, eg. candy, tobacco,
food & beverage for Rathskellar.
71598- Res Life & Housing & StudentPrograms - all inclusive


ENERGY EXPENSES - 71600 (G)

71603- Electricity
71605- Vehicle Fuel - gas & diesel fuel purchased for State vehicles.
71606- Building Fuel -used to produce heat, light, steam & power
71607- HVAC Supplies - filters, boiler treatment chemicals, freon
71608- Water/Sewage - water expenses & sewage disposal
71611- Natural Gas


CONSULTANT SERVICES - 71700 (Contract Required) (H)

71703- Info Technology Professionals - employed to instruct, advise, train or develop computer programs or install
71704- Advertising/Media Consultant - persons who develop communication strategies & advertising programs for the
media
71705- Arbitrators/Mediators - impartial parties hired to resolve controversial matters of dispute.
71706- Architects/Landscape Designers/Space Planners
71708- Graphic Art Consultant/Artists
71709- Attorneys - to provide legal services
71710- Auditors - to examine & render opinions on financial accounts, contract compliance, etc.
71712- Engineers - to offer mechanical, electrical expertise, etc.
71714- Health & Safety Experts
71715- Honoraria -fees given to persons for speaking or lecturing (may include flat fee which includes travel expense)
71716- Researchers-Scientists, archaeologists, etc.
71719- Management Consultants
71720- Medical Consultants - dentists, doctors, nurses, dietitians
71723- Program Coordinators - to design, evaluate, coordinate. implement programs,workshops,conferences &
establish criteria
71728- Writers - press releases, scripts, reports, newspaper copy
71730- Performers/Entertainers
71798- Consultant Travel & Expenses (Contract not required)*


OPERATIONAL EXPENSES -71900 (Contract Required) (J)

71901- Accreditation Review - cost assoc. w/accreditation review of facilities & programs by professional standards
boards- NCATE
71904- Art Models/Artwork
71905- Athletic Services - coaches, lifeguards, officiators, etc.
71908- Info Technology Cabling - to install & maintain telecommunications cabling
71909- Cleaners/Janitors
71910- Financial Services - lock boxes, collection agencies
71914- Transcription Services - depositions, meetings, hearings
71915- Off-site Storage
71918- Exterminators
71921- Hazardous Waste Removal - costs for assessment, disposal a/o removal of hazardous waste.
71923- Investigators/Inspectors
71925- Lab Services - outside lab work, eg. chemical analysis, blood screenings, etc.
71927- Laundry Services - Outside services
71928- Law Enforcement - details provided by local/State Police
71929- Messenger/Mail Service - delivery of goods, etc & mail preparation: sorting, stuffing, transporting to Post Office
71933- Photography Services - photographers
71939- Rubbish Removal - non-hazardous
71940- Security Services - To protect clients, workers, property
71942- Interpreters for the Deaf
71943- Snow Removal & Groundskeeping Services
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71944- Surveyors
71946- Temporary Help Services-to perform general office work
71950- Instructors/Lecturers/Trainers - people who provide instructional programs for departmental staff or the public.
71951- Translators/Interpreters- oral/written word, braille
71956- Food Services - persons who prepare & serve food
71957- Work-Study - payments to educational institutions who provide college students with part-time employment -
excludes payments to individuals.
71959- Movers
71960- Licensed/Professional Tradespersons - eg. plumbers, electricians, carpenters, locksmiths, piano tuners, towing
71998- Travel Expense for Operational areas


EQUIPMENT PURCHASES - 72000 (K) (See criteria below) *

72001- Info Technology Equipment – telecommunications equipment, software delivery w/system, hardware, printers
(items over 500.00)*
72002- Educational Equipment - used in a teaching setting; eg. microscopes, overhead projectors, lab or athletic
equipment (Items over 1000.00)*
72003- Facility Equipment - machinery, instruments, appliances (items over 1000.00)*
72004- Motor Vehicles - Includes passenger vehicles, trucks, vans-
72005- Office Equipment - typewriters, fax machines, beepers, shredders (items over 1000.00)*
72006- Photocopy & Printing Equipment (items over 1000.00)*
72007- Office Furnishings - partitions, lounge furniture, file cabinets, desks, credenzas, computer furniture, workstations
(items over 1000.00)*
72008 Telecommunications Equipment (items over 500.00)*
72009- Medical Equipment (items over 1000.00)*
72010- Law Enforcement Equipment - includes firearms (Items over 1000.00)*
72011- Heavy Equipment - bulldozers, cranes, backhoes
72012- Television Broadcasting Equip – Media Equipment (items over 1000.00)*
72013- Lawn & Grounds Equip - shredders, trimmers, snow throwers, compact tractors, chainsaws, tillers, lawn mowers
(items over 2000.00)*


EQUIPMENT LEASE-PURCHASE, LEASE, RENTAL AND
MAINTENANCE & REPAIRS -72100 (L)

Lease Purchase

72101- Info Technology Equipment - computer hardware, systems, peripheral equipment, & telecommunications
equipment
72102- Educational Equipment
72103- Facility Equipment - such as machinery, instruments, appliances, modular units, storage containers
72104- Motor Vehicles - includes cars, trucks, vans, marine vessels, lawn mowers >60hp, vans, President's car
72105- Office Equipment - includes beepers.
72106- Photocopying/Printing Equipment - duplicating & micrographics equipment.
72107- Office Furniture
72108 -Telecommunications Equipment
72109- Medical Equipment -. x-ray machines, blood gas analyzers.
72110- Law Enforcement Equipment - firearms, radar, walkie- talkies, breath analyzers
72111, 72112 & 72113 (see 72011, 72012, & 72013 for descriptions)

Equipment Rental or Lease

72121- Info Technology Equipment - computer hardware, word processors, software, systems & telecommunications
equipment
72122- Educational Equipment - microscopes, overhead projectors, lab equipment
72123- Facility Equipment - machinery, appliances, etc.
72124- Motor Vehicles - includes bus rental
72125- Office Equipment - beepers, FAX & postage machines
72126- Photocopying/Printing Equipment
72127- Office Furniture
72128 -Telecommunications Equipment
72129- Medical Equipment
72130- Law Enforcement Equipment
72131, 72132, 72133 (See 72011, 72012, & 72013 for descriptions)




*Rev 8/04
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Maintenance & Repairs (L) (Requires contract over $2,000.00)

72241- Info Technology Equipment - hardware, printers, word processors, maintenance of software,
telecommunications equip.
72242- Educational Equipment - microscopes, projectors, etc.
72243- Facility Equipment - machinery, appliances, etc.
72244- Motor Vehicles - installation of parts and repair
72245- Office Equipment - beepers, FAX machines, etc.
72246- Photocopying/Printing Equipment
72247- Office Furniture -includes floor mats, partitions
72248- Telecommunications Equipment
72249- Medical Equipment
72250- Law Enforcement Equipment
72251, 72252. & 72253 (see 72011, 72012, & 72013 for descriptions)


PURCHASED SERVICES & PROGRAMS -72300 (M)

72303- Contracts - payments for planned emergency services, such as an ambulance or standby.
72304- Bus Rental for Students
72307- Tuition & Educational Fees - tuition, dorm, board & incidental fees paid to enrich students in an established
curriculum at an accredited institution.
72310 - Grants


CONSTRUCTION & IMPROVEMENTS OF BUILDINGS/ MAINTENANCE OF INFRASTRUCTRE & LAND
ACQUISITION - 72400 (N) - Contract Required

72401- Architects/Designers
72402- Artists
72403- Attorneys
72404- Appraisers
72405- Construction Management
72406- Cost Estimators
72408- Engineers
72412- Testing Firms - for soil, concrete, etc.
72413- Survey Work
72414- Hazardous Waste Removal Services
72415- Building Construction
72416 - Land & Building Improvements - maintenance, including building management maintenance systems and
heating, air conditioning, ventilation & cooling systems. Work required to restore or modernize a bldg that results in
greater durability or extended life or to comply w/ code requirements. includes land - aeration, etc. (not day to day
maintenance)
72418- Initial Furnishings & Equipment Purchases
72419- Land Acquisition
72429- Drilling Contracts


MISC

72709- Student Stipends/Scholarships - reimbursement to students for expenses incurred, educational assistance,
book vouchers, fellowship payments

70060- Parking ticket reimbursements to the Town of Bridgewater
70620- An income account used to refund students who paid for tickets & then price was reduced (per Elaine in Budget)
Also used for monies collected to pay for caps & gowns for the Graduate Office.




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Procurement Text Clauses
001       State Contract       State Contract
002       MHEC                 MHEC
003       Delivery             Pls call 24 hours before delivery
004       Fiscal Year End      Delivery required no later than June 30th
005       Hazardous            Items on this order may contain hazardous material
006       Proprietary          Proprietary Item(s)
007       Shipping             No Shipping Charges
008       Budget               Note to Budget: Call dept when check is ready, will
                               hand deliver
009       Attachment           Attachment
010       Check with Order     Check with Order
011       Standing Order       Standing Order
012       Confirming Order     Confirming Order
013       Bid Order            Bid Order
014       Bid Printing Order   Bid Printing Order




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Sample log
Req. Number   Req. Date   PO #    Date       Vendor       Requested By      Date Rec‟d   Rec‟d Online/ Document
                                                                                         Number




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                                                                       President for Finance/Controller. Over $100,000.00      4.   Receive the Goods or Services. When the
STEPS TO SUCCESSFUL PURCHASING &                                       to $250,000.00 contracts should be forwarded to the          originating department takes receipt of the goods or
RECEIVING                                                              Vice President of Administration and Finance.                receives the services, that department should go into
                                                                       Contracts over 250,000.00 should be sent to the              the Banner System, Form FPARCVD and mark the
                                                                       President‟s Office for approval. The original                goods or services as received. It is easy to mark
This guide is intended as a quick reference tool – if you need
                                                                       contract must be forwarded to Purchasing prior to            receipt of individual line items in a purchase order,
further information, your buyer can provide you with further
                                                                       completing a requisition*                                    since not all goods may be received in the same
information and assistance. The highlights of Bridgewater‟s
                                                                                                                                    shipment or delivery date. Other than Standing
Purchasing and Receiving processes are covered below.
                                                                  3.   Create a Requisition by following these steps:               Orders and Check with Orders*, receiving is a
                                                                                                                                    REQUIRED step for all originating departments
     1.    Plan early to ensure your selected vendor is already
                                                                           Go to Banner Form FPAREQN and complete                  before a vendor can be appropriately paid.
           on Banner. In order to create a successful Purchase
                                                                            the Requisition Form and all sub-forms.
           Order in Step 2, the vendor must already be on file
                                                                                                                               5.   Contact Purchasing via email as soon as possible to
           with BSC. This step ensures each vendor has
                                                                           If you are an authorized approver, approve the          resolve any open PO.‟s which should be closed or
           provided tax ID and other information to the college
                                                                            requisition on form FOAUAPP. If a                       changed. It is beneficial to resolve quickly any
           as required for financial operations.
                                                                            supervisor‟s approval is necessary, notify the          PO‟s which may need to be closed for any reason, as
                                                                            supervisor that a requisition(s) needs approval.        the unexpended funds will be returned to the
          To confirm a vendor is already on file, go to Banner
                                                                            When a requisition is approved, it will be              originating department. It is especially important to
           Form FTIIDEN and look up the vendor by name.
                                                                            forwarded to your assigned buyer. If a                  not leave this process until the busy end-of-year
                                                                            requisition is disapproved, an automatic email          activities. Waiting until the end- of -year processes
          To add a new vendor, the department must mail a
                                                                            message managed by the Banner System will               may result in confusion in determining the exact
           W9 and Terms and Conditions to the vendor.
                                                                            notify the originating department immediately.          budgetary expenditures planned for the current fiscal
           Upon receipt of the information, the department
                                                                                                                                    year and the critical process to determine how much
           should forward the documents to your assigned
                                                                           Monitor approval status using Form FOIAPPH.             money, if any, is available.
           buyer in the Purchasing Office. Once received, your
                                                                            The buyers within Purchasing will perform a
           buyer will enter the information into Banner. Please
                                                                            daily review of all department approved            6.   Monitor Budgetary Year- to-Date expenditures. Use
           attach a note w/your name & phone extension should
                                                                            requisitions. This includes verification of data        the following Banner Forms to monitor expenditures
           a question arise.*
                                                                            and compliance with college and state                   encumbered or spent against your budget.
                                                                            requirements. If a requisition is correct and                  Banner Screen FGIBDST can be used to
          Note: The time to complete this process is highly
                                                                            complete, Purchasing will create a purchase                        review encumbrances. This form will
           dependent on the vendor‟s prompt response. Your
                                                                            order with a system-assigned PO number. The                        show only completed purchase orders,
           department could experience a long delay should the
                                                                            buyers will send the original P.O. to the vendor                   not pending requisitions.
           vendor not promptly return the W9 and Terms and
                                                                            with a copy of the P.O. to the Accounting                      Banner Screen FGIBAVL can also be
           Conditions. Follow-up by the department to the
                                                                            Department.                                                        used to review encumbrances. This form
           vendor will expedite the process.
                                                                                                                                               will show requisitions approved by the
                                                                            If a document is incorrect and/or incomplete                      department.
     2.    When using account numbers for consultant
                                                                            the buyer will disapprove the requisition and                  Banner Screen FGIOENC will show
           services (71700); operational expenses (71900);
                                                                            email via the Banner System which will notify                      detailed history, P.O. changes, spent $ per
           maintenance & repairs (72200 if over $2,000); or
                                                                            the originating department immediately.                            P.O.
           construction & improvement of building (72400); a
                                                                            Departments should make all the necessary
           contract is required. Again, plan early. Send the
                                                                            requisition changes, re-complete and re-
           contract to the vendor as soon as possible.
                                                                            approve the requisition. It is only after
           Contracts must be typed and complete. In
                                                                            completing the re-complete and re-approve
           accordance with the college‟s contract delegation
                                                                            steps will the requisition be forwarded to your
           policy, any contract over $1,000 up to $100,000.00
                                                                            Buyer.
           must be signed by Darlene Costa, Associate Vice
                                                                                                                                               *Rev 8/04




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DOCUMENT INFO