Electronic Requisitioner's Guide to wbr Banner by theelixer

VIEWS: 205 PAGES: 70

									                     Electronic
                   Requisitioner’s
                   Guide to Banner
                           Version 7.x
             Internet Native Banner (INB) Version




Created February 2, 1999                                     Modified June 14, 2005
Confidential Material         Property of UMDNJ Proprietary Information of SCT
                           This page left blank intentionally




Created February 2, 1999                                               Modified June 14, 2005
Confidential Material                   Property of UMDNJ Proprietary Information of SCT
                                                     Table of Contents
Requisition Form (FPAREQN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
       How to Create Requisitions Using This Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
       Key Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
       Requestor/Delivery Information Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
              Options for Requestor/Delivery Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
       Vendor Information Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
       Commodity/Accounting Information Screen - Commodity Block . . . . . . . . . . . . . . . . . . . . . 7
              To Enter Additional Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
              Options for the Commodity/Accounting Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
       Commodity/Accounting Information Screen - Accounting Block . . . . . . . . . . . . . . . . . . . . . 9
              To Split the Document between Two Indexes/Accounts . . . . . . . . . . . . . . . . . . . . . . . 9
       Balancing/Completion Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
       Copying From an Existing Requisition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
       Editing An Existing Requisition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Low Dollar Purchase Order Form (FWAPURR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                       13
     Key Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   13
     Document Information Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                13
     Requestor / Delivery Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            15
             Options for Requestor/Delivery Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                        16
     Vendor Information Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            16
             Finding a Vendor Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 17
     Commodity/Accounting Information Screen - Commodity Block . . . . . . . . . . . . . . . . . . . .                                         18
             To Enter Additional Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               19
             Options for the Commodity/Accounting Window . . . . . . . . . . . . . . . . . . . . . . . . . . .                                 19
     Commodity/Accounting Information Screen - Accounting Block . . . . . . . . . . . . . . . . . . . .                                        19
             To Split the Document between Two Indexes/Accounts . . . . . . . . . . . . . . . . . . . . . .                                    20
     Balancing/Completion Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .              21
     What To Do Once the Order is Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                       21
     Copying From an Existing Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                       22
     Editing An Existing Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  22

Document History Form (FOIDOCH) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                23
     How to use This Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          23
     How to See Your Document’s Status Using Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . .                                  23
     How to See More Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            24

Requisition Query Form (FPIREQN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               25
       How to Use The Key Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            25
       How to Find A Buyer Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .              25
       Document Information Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .              25

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   Confidential Material                                                                                         Property of UMDNJ
           Requestor/Delivery Information Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    26
           Vendor Information Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            26
           Requisition Commodity/Accounting Data Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                                26
                  How To View Item or Document Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                            27
           Other Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   27
           How to Search for a Requisition Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                      27

Purchase/Change Order Query Form (FPIPURR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                             28
       How To Use The Key Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    28
       Document Information Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    28
       Requestor/Delivery Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    28
       Vendor Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            29
       Commodity/Accounting Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                        29
       How To View Item Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 30
       Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   30
       Viewing A Change Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  30

Invoice/Credit Memo Query Form (FAIINVE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                           31
       How to Use The Key Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  31
       How Do I View the Date the Check Was or Will Be Cut? . . . . . . . . . . . . . . . . . . . . . . . . . .                                      31
       How Do I See What Items Were Paid on This Invoice? . . . . . . . . . . . . . . . . . . . . . . . . . . . .                                    31
       How Do I View What Index Was Charged on this Invoice? . . . . . . . . . . . . . . . . . . . . . . . . .                                       31
       Invoice/Credit Memo Header Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                        32
       Commodities Information Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                     32
       Accounting Amounts Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  32
       Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   32

Check Payment History Form (FAICHKH) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                           33
      How to Use the Key Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                   33
      Check Information Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                33
      Advanced Uses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          33
      Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .    33

Open Purchase Orders by FOAPAL Form (FPIOPOF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                                    34
      How to Use This Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               34
      Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .    34
      Advanced Uses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          34

Purchase Orders by Vendor Form (FPIOPOV) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                           35
       How to Use This Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .              35
       Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   35
       Finding a Vendor Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 35

Vendor Detail History Form (FAIVNDH) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

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          How to Use The Key Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  36
          Invoice Data Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            36
          Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   36
                 Finding a Vendor Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                      37

Vendor Invoice Query Form (FAIVINV) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
      How To Use The Key Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
      Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Detail Encumbrance Activity Form (FGIENCD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                                39
       How to Use The Key Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                     39
       Viewing Multiple Accounting Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                            39
       Viewing the Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                   39
       Explanation of Key Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  39
             Key Block Indicators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                     39
             Balance Block Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                     39
             Transaction Block Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                       39

Commodities for Review Form (FOICOMM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                               41
     How to Get to This Form Through Other Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                                    41
     How to Use the Key Block If You Are Coming to this Form Directly . . . . . . . . . . . . . . . . .                                                 41
     How to Get a Printout of This Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                           41

General Message Form (GUAMESG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
      How To Access This Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
      How to Delete Read Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

How to Access Self - Service For Finance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Accessing Self - Service for Finance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Viewing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
      Notes On Viewing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
      Finding a Document Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Approve Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Electronic Requisitioner Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  51
       Exercise 1 - Entering a 1 Line Item, 1 Accounting Entry Requisition . . . . . . . . . . . . . . . . .                                            51
       Exercise 2 - Entering a Multi Line Item, 1 Accounting Entry Requisition . . . . . . . . . . . . . .                                              52
       Exercise 3 - Entering a Multi Line Item, 2 Accounting Entry Requisition . . . . . . . . . . . . . .                                              53
       Exercise 4 - Formatting a Standing Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                           55
       Exercise 5 - Copying a Requisition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                       55
       Exercise 6 - Reviewing a Completed Requisition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                                 55

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          Exercise 7 - Entering a 1 Line Item, 1 Accounting Entry Purchase Order . . . . . . . . . . . . . . 55

Banner Keystroke Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Forms Included in the Electronic Requisitioner Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Getting Help For Banner Finance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Banner Purchasing / Accounts Payable Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . 61
      Purchasing - Related Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
      Accounts Payable - Related Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Non Salary Expense Account For Use With Electronic Requisitions . . . . . . . . . . . . . . . . . . . . . . . . 63




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Requisition Form (FPAREQN)
Use this form to create requisitions, or edit requisitions that were marked as “In Process” or were
disapproved. You cannot view completed requisitions using this form. Instead, use FPIREQN to view
completed reqs.
Please note that the required fields are “boxed” or highlighted in the illustrations below.

How to Create Requisitions Using This Form

Key Block
1.      Have the system assign a requisition number by leaving the
        Requestion field blank. Note: You should make sure to
        note your requisition number down once the system generates
        it so that you can follow it through the system.

2.      Use the Next Block command ( or C-d ) or go to Options, Requestor/Delivery
        Information to move to the next block.

Requestor/Delivery Information Block




3.      The Order Date should be left as today’s date. The Transaction Date defaults to today’s
        date. This field determines the Fiscal Year and Accounting Period that the transaction falls
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        into. There are two times you may need to change the Transaction Date. One is if you want to
        enter a requisition in the next fiscal year. Then you would enter a date of 01-JUL-200n in the
        Transaction field. The second would be if you have a requisition disapproved and you want
        to go back and edit it to make it go through the approval process - you may have to change the
        Delivery By date and Trans Date if the accounting period is no longer open.

4.      The Deliver By date is required. You must enter a date in this field (you cannot enter ASAP
        or RUSH). The Deliver By date must be later than the Transaction date. The date must be
        entered in the format DD-MMM-YYYY. For example: February 25, 2004 should be entered
        as 25-FEB-2004.

5.      The Requestor field is required and should default in from your Banner UserID. If not, enter
        your name in this field.

6.      The Chart of Accounts and Organization fields are required. Enter 1 (one) for Chart of
        Accounts and your org number (index number) for organization.

7.      The Phone number is for internal use only, and is optional. Enter the 5-digit phone number of
        the requestor, or if off campus, enter the complete phone number. If you need to enter the
        whole phone number, do not use dashes or hyphens.

8.      The Email and Fax fields are optional.

9.      Enter the appropriate Ship To information. Make sure to enter the code for the appropriate
        receiving dock where the item is being shipped.

10.     Enter the name, building, and room of the person to whom the requisition should be shipped to
        the attention of in the Attention To field.

11.     Use the Next Block command ( or C-d
        ) or go to Options, Requestor/Delivery
        Information or click on the Vendor tab to move to the next block.

Options for Requestor/Delivery Block
•    To create text associated with the document as a
     whole rather than a specific item, go to Options,
     Document Text on the menu. When you enter
     this form, the purchase req header information
     will appear. Click underneath the word Text or
     use Next Block. You can then enter text. If you
     want to enter more than one line of text, use Next Record. When you are done, click on the
     Save      button, then click on Exit     .

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Vendor Information Block
12.   Enter the Vendor name and
      address in the second (long)
      vendor field. Optionally, if you
      know the vendor number, you can
      enter that in the first (short) vendor
      field.

13.   Use the Next Block command
      ( or C-d ) or go to
      Options, Commodity /
      Accounting Information
      Information or click on the
      Commodity/Accounting tab to move to the
      next block.

Note: Although the Vendor and the vendor name fields are optional, you should enter one of
them.

Commodity/Accounting Information Screen - Commodity Block
Note: Even though you can see both the Commodity and Accounting sections of this screen, you must
use the Next Block function to get to the Accounting section.




14.   Your cursor should be in the Commodity field. Press Tab to move to the Commodity
      Description field. Enter a model or catalog number and a detailed description of your item
      (whatever you would enter under Catalog Number and Description on the paper requisition
      form). You are limited to a 50 - character description. Press Tab to move to the U/M field.

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      Note: If you need to enter more text, go to Options, Line Item Text, then use Next Block to
      enter your text. When your text entry is done, click on Save, then Exit (see below for more
      detailed information).

15.   Enter the U/M (Unit of Measure). You can click on the U/M search button to see the valid list
      of U/M values. (If you use List of Values, use your up and down arrow keys to scroll through
      the list, then double-click on the unit of measure you need. You can also search pop-up
      windows such as the U/M window by pressing the first letter of the code you are looking for (for
      example, press ‘B’ if you are looking for a unit of measure having to do with ‘Box’). Press Tab
      to move to the Quantity field.

16.   Type in the Quantity, then press Tab, and enter the Unit Price for this item. The system
      calculates the extended price.

      Note 1: The Quantity refers to the Unit of Measure. If your U/M is DZ (Dozen) and your
      quantity is 5, it means you are buying 5 dozen.
      Note 2: Do not enter dollar signs or commas in the Unit Price field.
      Note 3: You must have the right Quantity (IE: each, 1 or as needed) and the Correct Unit Price
      in all PO’s for any account codes listed below (remember that any invoice of over $500.00 also
      generate tags, but as long as you ONLY input the RIGHT QUANTITY there will not be a
      problem) . This simple procedure determines the number of tags that Banner assigns to the
      particular PO’s.

706000   Additions and Improvement                   706133 Medical Equipment
706101   Building and Grounds (Minor)                706134 Education and Rehabilitation Equipment
706102   Building Acquisition                        706135 Grant Equipment
706103   Land Acquisition                            706136 All Other Equipment
706104   Demolition                                  706137 Computer Equipment
706105   Asbestos Removal                            706138 Workstations - Movable Equipment
706106   Signage                                     706199 Interdepartmental Recoveries
706107   External Arch/Engr.                         Construction in Progress codes::
706108   External Constr. Mgmt.                      706201 CIP-Capitalized
706109   External Planning                           706202 CIP-Land
706110   Owners Cost                                 706202 CIP-Land Improvements
706111   Artwork                                     706203 CIP-Land Improvements
706112   Vehicles                                    706204 CIP-Buildings
706115   Inspection Services                         706205 CIP-Fixed Equipment
706116   Permits and Fees                            706206 CIP-Major Movable
706117   Survey Services                             706207 CIP-Architectural and Engineering Fee
706118   Testing Services                            706208 CIP-Planning and Design
706122   Design Contingency                          706209 CIP-Construction Management Fees
706123   Project Contingency                         706210 CIP-Construction Contingency
706124   Reimbursable                                706300 Equipment-IDT
706125   Internal Financial Fees                     706301 Computer Store IDT
706131   Office Equipment
706132   Household and Security Equipment

To Enter Additional Items

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Select Next Record or press b to enter additional items. Follow steps 14 through 16 again.

Note: The form lists the first 4 item descriptions, but only one set of U/M, Quantity and Unit Price at
a time. To view the additional information, if any, use the Next Record and Previous Record
functions.

17.    Use the Next Block command (         or C-d ) to access the Accounting information.

Options for the Commodity/Accounting Window
•    If you want to see a list of your commodities, click on the Review Commodity Information
     button. This form will list all items on your requisition so far. It displays up to eleven items at a
     time.

•      If you need to enter more information for a specific item, make sure your cursor is on that item,
       then go to Options, Line Item Text. Use Next Block to enter the text, then click on Save,
       then Exit.

Commodity/Accounting Information Screen - Accounting Block




18.    Make sure COA (Chart of Accounts) is entered as 1.

19.    Tab to the Index field, and then your index number. The Fund, Orgn, and, Prog, fields will
       default in.

20.    Tab to the Account field, and enter the proper account number. If you have purchased a fixed
       asset (any tangible item with a value over $5,000), you must enter an account code beginning
       with 706.

21. Tab twice to the Locn field. Enter a location code (a two-digit building code, followed
    immediately by your room number if necessary). Unless told otherwise, leave the Activity and
    Project codes blank.

If your entire requisition is assigned to one index and account number, you can use Next Block to
access the Completion Block. The system will automatically assign the entire dollar amount of the
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    Confidential Material                                                         Property of UMDNJ
requisition to the index/account combination you entered.
To Split the Document between Two Indexes/Accounts
If you need to assign the requisition to more than one account or Index number, you can create
multiple accounting sequences and distribute the amounts on a percentage or amount basis.

•      You can manually enter the dollar amounts. If you choose
       this option, create the first accounting sequence by following
       step 1, Tab to the USD field, then enter the dollar amount to be
       assigned to this account. Use Next Record to create a new blank accounting sequence. The
       Remaining Comm Amt should now display the balance you still need to account for. Follow
       steps 18 through 21 above, then again Tab in the USD field and enter the amount for the
       second account number. Repeat these steps for as many account numbers as necessary. Keep in
       mind that the dollar amounts you enter have to add up to the dollar amounts for the req as a




       whole. The Remaining Commodity Amount will keep you informed of how many dollars
       you have not assigned. For the last accounting entry, to force the computer to add up all totals,
       use the Previous Record function, or press the t key. The Remaining Commodity
       Amount should now be 0 (zero).

•      You can manually enter the percentages and have the form calculate the amounts. Follow
       the steps above for “manually enter the dollar amounts”, except that you will want check the
       box next to E x t., then Tab to the USD field, then enter the
       percentage for the account you entered. Please note that even
       though you are typing in percentages, Banner will automatically
       convert the percentages to actual dollar amounts. The
       Remaining Commodity Amount will keep you informed of how many dollars you have not
       assigned, not how much percent.

       Note: You can move from one accounting sequence to another with the Next Record and
       Previous Record functions.

22.    Use the Next Block command (         or C-d ) to access the Balancing/Completion Block.

Balancing/Completion Block
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    Confidential Material                                                         Property of UMDNJ
The Balancing/Completion Block of the Requisition Form is a summary block that displays the header, commodity, and
currency information and summarizes the requisition totals. It serves as a convenient double check of the commodity and
accounting tables. These totals must be equal before you can complete the requisition.

23.     To complete and post this requisition, click on the Complete    icon. You should get a
        message in the Auto-Help line saying: Document Completed and Forwarded to the Posting
        Process . If not, you may have marked it as In Process by mistake. To exit the form, but
        maintain the data for this requisition, click on the In Process indicator. This will enable you
        to edit the document at later date.

You may also review all your information by pressing Next Block to return to the Requestor Block,
or pressing Previous Block to return to the Requisition Accounting Data Block.

        Note 1: You can review the information you entered by moving from block to block; however
        you must go to the Balancing/Completion Block and select either Complete or In Process.

        Note 2: If you entered multiple accounting records, you may want to verify that they were
        recorded properly before you complete the transaction. Do this by using Previous Block to
        bring you back to the Accounting Data Block. You can check each accounting entry by using
        your up and down arrows keys to view each entry. Then use Next Block to return to the
        Balancing/Completion block.

Copying From an Existing Requisition
1.      On the menu, click on Options, Copy; or click on the Copy                icon.

2.      The Copy dialog box should appear (see picture at right). Enter the requisition number in the
        Request field. (You can perform a search on
        requisition codes if necessary by clicking on the
        Request field). Click on the OK box. This should
        copy the requisition you selected to your new
        requisition. You must enter a new Deliver By date.

3.      Make any changes BEFORE you save the new
        document. Also make sure to write down the NEW requisition number assigned to the
        document.




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     Confidential Material                                                                  Property of UMDNJ
Editing An Existing Requisition
If you have an unfinished requisition, or you exited the requisition form before completing the req, or
you need to edit a requisition that was disapproved, here’s what to do:

1.      In the Key Block, instead of leaving it blank, enter the requisition number, then press Next
        Block. All of your previously entered data will show up. You can then complete the
        requisition, or enter any data that was missing, then complete.

Note: If you exited the form by mistake and did not complete a req, you can go back into the form
and the requisition number should pop in.




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     Confidential Material                                                       Property of UMDNJ
Low Dollar Purchase Order Form (FWAPURR)
Use this form to create Purchase Orders for $5,000 or less that are not standing orders. Please use
the requisition Form (FPAREQN) for orders over $5,000 or for any standing order.

Please note that the fields to be entered are “boxed” or highlighted in the illustrations below.

Key Block
1.      Have the system assign a purchase order number by leaving
        the Purchase Order field blank. Note: You should make
        sure to note your purchase order number down once the
        system generates it so that you can follow it through the
        system.

2.      Use the Next Block command (         or C-d ) or go to Options, Requestor/Delivery
        Information to move to the next block.

Document Information Block




1.      Your cursor should be in the Blanket Order field. Press Tab. The Order Date should be left
        as today’s date. Press Tab. The Transaction Date defaults to today’s date. This field
        determines the Fiscal Year and Accounting Period that the transaction falls into. If you want to
        enter a purchase order in the next fiscal year, then you would enter a date of 01-JUL-200n in
        the Transaction Date field. Otherwise, you would leave it as today’s date. Press Tab.

2.      The Deliver By date is required. You must enter a date in this field (you cannot enter ASAP
        or RUSH). The Deliver By date must be later than the Transaction date. The date must be
        entered in the format DD-MMM-YYYY. For example: February 25, 2004 should be entered
        as 25-FEB-2004.


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3.      Press Tab twice to move to the Buyer Code field. Please enter the appropriate code based on
        your school and campus. Do not enter any other codes except those in the list below::

            Buyer Code   School/Unit

            CIN          Cancer Institute of New Jersey
            CAB          Center for Advanced Biotechnology and Medicine
            CAA          Central Administration
            CHC          Chandler Health Center
            COE          Continuing Education
            EOH          Environmental & Occupational Health Sciences Institute
            GSB          Graduate School of Biomedical Sciences
            NJD          New Jersey Dental School
            NJM          New Jersey Medical School
            RWC          Robert Wood Johnson Medical School-Camden
            RWP          Robert Wood Johnson Medical School-Piscataway
            SHP          School of Health Related Professions
            SON          School of Nursing
            SOM          School of Osteopathic Medicine
            SPH          School of Public Health
            UBN          University Behavioral Health Care- Newark
            UBP          University Behavioral Health Care- Piscataway
            UNH          University Hospital
            UNP          University Programs

4.      Use the Next Block command ( or C-d ), go to Options, Requestor/Delivery
        Information, or click on the Requestor tab to move to the next block.




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     Confidential Material                                                        Property of UMDNJ
Requestor / Delivery Block
1.      The Requestor field is required and should default in from your Banner UserID. If not, enter
        your name in this field. Note: You can enter someone else’s name in this field. However, keep
        in mind that this field can be searched later on to see a list of all the requisitions you created, so
        if you are entering someone else’s name, you will have to search for their name, not yours.
        Press Tab.




2.      The COA (Chart of Accounts) and Organization (Index) fields are required. Enter 1 (one) for
        Chart of Accounts and your org number (index number) for organization.

3.      The Phone number is for internal use only. Enter the 5-digit phone number of the requestor, or
        if off campus, enter the complete phone number. If you need to enter the whole phone number,
        do not use dashes or hyphens.

4.      The Email and Fax fields are optional. Press Tab.

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     Confidential Material                                                            Property of UMDNJ
5.      Enter the appropriate Ship To information. Make sure to enter the code for the appropriate
        receiving dock where the item is being shipped. Press Tab.

6.      Enter the name, building, and room of the person to whom the purchase order should be
        shipped to the attention of in the Attention To field.

7.      Use the Next Block command ( or C-d ) or go to Options, Requestor/Delivery
        Information or click on the Vendor tab to move to the next block.

Options for Requestor/Delivery Block
•    To create text associated with the document as
     a whole rather than a specific item, go to
     Options, Document Text on the menu.
     When you enter this form, the purchase req
     header information will appear. Use Next
     Block. You can then enter text. If you
     want to enter more than one line of text, use
     Next Record. When you are done, click
     on the Save      button, then click on Exit    .

Vendor Information Block
8.      Enter the Vendor number (this is mandatory for purchase orders) in the first (short) vendor
        field. If you do not know the vendor number, see below for instructions. Press Tab.




Note: You may change the default Address Seq if necessary.


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     Confidential Material                                                      Property of UMDNJ
(Optional) If desired, Tab to Contact, and enter the contact name or number of someone within the
vendor’s shop. Discount should be left as 73, and Class Code should be left as L. Otherwise,
leave all the other fields blank.

9.      Use the Next Block command ( or C-d ) or go to Options, Commodity /
        Accounting Information Information or click on the Commodity/Accounting tab to move
        to the next block.



Finding a Vendor Number
1.   Click on the Search button to the right of the Vendor field.

2.      Click on Entity Name/ID Search.


3.      Put your cursor in the Last Name field, and type in the
        name of the vendor. If necessary for
        consultant vendors, you can also type
        in a First Name. If in doubt about the
        exact spelling of a vendor, use the
        wildcard (the “%” sign in Banner). For
        example, if you were looking up Apple
        Computers, you could enter “ Apple%
        “ in the last name box.

4.      Press the 8 key, or click on Execute
        Query     to see your results.


5.      Double-click on the ID number
        of the vendor, or click on the
        Select    icon, for the vendor
        you want to use.




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     Confidential Material                                                  Property of UMDNJ
Commodity/Accounting Information Screen - Commodity Block
Note: Even though you can see both the Commodity and Accounting sections of this screen, you must
use the Next Block function to get to the Accounting section.




1.      Your cursor should be in the Commodity field. Press Tab to move to the Commodity
        Description field. Enter a model or catalog number and a detailed description of your item
        (whatever you would enter under Catalog Number and Description on the paper requisition
        form). You are limited to a 50 - character description. Press Tab to move to the U/M field.

        Note: If you need to enter more text, go to Options, Line Item Text, then use Next Block to
        enter your text. When your text entry is done, click on Save, then Exit (see below for more
        detailed information).

2.      Enter the U/M (Unit of Measure). You can click on the Search       button to see the valid list of
        U/M values. (If you use List of Values, use your up and down arrow keys to scroll through the
        list, then double-click on the unit of measure you need. You can also search pop-up windows
        such as the U/M window by pressing the first letter of the code you are looking for (for
        example, press ‘B’ if you are looking for a unit of measure having to do with ‘Box’). Press Tab
        to move to the Quantity field.

3.      Type in the Quantity, then press Tab, and enter the Unit Price for this item. The system
        calculates the extended price.

        Note 1: The Quantity refers to the Unit of Measure. If your U/M is DZ (Dozen) and your
        quantity is 5, it means you are buying 5 dozen.
        Note 2: Do not enter dollar signs or commas in the Unit Price field.
        Note 3: Please enter the right Quantity (IE: EA for each, BX for box, etc) and the correct Unit
        Price in all PO’s except Standing Orders (for standing orders, you should use the Requisition
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     Confidential Material                                                        Property of UMDNJ
        Form (FPAREQN)). This will insure that your items are paid correctly.

To Enter Additional Items
Use Next Record (         or press b ) to enter additional items. Follow steps 1 through 3 above
again.
Note: The form lists the first 4 item descriptions, but only one set of U/M, Quantity and Unit Price at
a time. To view the additional information, if any, use the Next Record and Previous Record
functions.

4.      Use the Next Block command (         or C-d ) to access the Accounting information.

Options for the Commodity/Accounting Window
•    If you want to see a list of your commodities, click on the Review Commodity Information
     button. This form will list all items on your purchase order so far. It displays up to eleven items
     at a time.

•       If you need to enter more information for a specific item, make sure your cursor is on that item,
        then click Options, Line Item Text. Use Next Block to enter the text, then click on Save,
        then Exit.

Commodity/Accounting Information Screen - Accounting Block




5.      Make sure COA (Chart of Accounts) is entered as 1.

6.      Tab to the Index field, and then your index number. The Fund, Orgn, and, Prog, fields will
        default in.

7.      Tab to the Account field, and enter the proper account number. Please note that you cannot
        use this form to purchase a fixed asset, therefore you cannot enter an account code beginning
        with 706.

8.      Tab twice to the Locn field. Enter a location code (a two-digit building code, for example, D2
        represents the UH Hospital). Unless told otherwise, leave the Activity and Project codes
        blank.


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     Confidential Material                                                        Property of UMDNJ
9.      If your entire purchase order is assigned to one index and account number, you can use Next
        Block to access the Completion Block. The system will automatically assign the entire dollar
        amount of the purchase order to the index/account combination you entered. If you want to split
        your order between two or more indexes or accounts, follow the directions below. Once your
        accounting information is balanced, then use Next Block to access the Completion Block.

To Split the Document between Two Indexes/Accounts
If you need to assign the requisition to more than one account or Index number, you can create
multiple accounting sequences and distribute the amounts on a percentage or amount basis.

•       You can manually enter the dollar amounts. If you choose
        this option, create the first accounting sequence by following
        step 1, Tab to the USD field, then enter the dollar amount to be
        assigned to this account. Use Next Record to create a new blank accounting sequence. The
        Remaining Comm Amt should now display the balance you still need to account for. Follow
        steps 18 through 21 above, then again Tab in the USD field and enter the amount for the
        second account number. Repeat these steps for as many account numbers as necessary. Keep in
        mind that the dollar amounts you enter have to add up to the dollar amounts for the req as a




        whole. The Remaining Commodity Amount will keep you informed of how many dollars
        you have not assigned. For the last accounting entry, to force the computer to add up all totals,
        use the Previous Record function, or press the t key. The Remaining Commodity
        Amount should now be 0 (zero).

•       You can manually enter the percentages and have the form calculate the amounts. Follow
        the steps above for “manually enter the dollar amounts”, except that you will want check the
        box next to E x t., then Tab to the USD field, then enter the
        percentage for the account you entered. Please note that even
        though you are typing in percentages, Banner will automatically
        convert the percentages to actual dollar amounts. The
        Remaining Commodity Amount will keep you informed of how many dollars you have not
        assigned, not how much percent.

        Note: You can move from one accounting sequence to another with the Next Record and

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     Confidential Material                                                         Property of UMDNJ
        Previous Record functions.
        Note: You can move from one accounting sequence to another with the Next Record and
        Previous Record functions.

10.     Use the Next Block command (            or C-d ) to access the Balancing/Completion Block.

Balancing/Completion Block
The Balancing/Completion Block of the Purchase order Form is a summary block that displays the header, commodity,
and currency information and summarizes the purchase order totals. It serves as a convenient double check of the
commodity and accounting tables. These totals must be equal before you can complete the purchase order.

1.      To complete and post this requisition, click on the Complete    icon. You should get a
        message in the Auto-Help line saying: Document Completed and Forwarded to the Posting
        Process . If not, you may have marked it as In Process by mistake. To exit the form, but
        maintain the data for this requisition, click on the In Process indicator. This will enable you
        to edit the document at later date.

You may also review all your information by pressing Next Block to return to the Requestor Block,
or pressing Previous Block to return to the Purchase Order Accounting Data Block.

        Note 1: You can review the information you entered by moving from block to block; however
        you must go to the Balancing/Completion Block and select either Complete or In Process.

        Note 2: If you entered multiple accounting records, you may want to verify that they were
        recorded properly before you complete the transaction. Do this by using Previous Block to
        bring you back to the Accounting Data Block. You can check each accounting entry by using
        your up and down arrows keys to view each entry. Then use Next Block to return to the
        Balancing/Completion block.

What To Do Once the Order is Complete

Important ! Please read !
After your order is approved, you will receive an email through your University email account with
an attachment containing a PDF version of your purchase order. After your document is approved,
you may place your purchase order with the vendor by phone, e-mail, fax or mail. You can print out
the PDF attachment and forward it to the vendor if a hard copy is required. If a hard copy is required,
please complete the "Authorized Signature" line as directed.
      Please note: if you do not contact the vendor with information about your order, they will have
      no way of knowing it exists, as YOU are performing the function of the buyer from the
      Purchasing Department


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     Confidential Material                                                                Property of UMDNJ
Copying From an Existing Purchase Order
1.      On the menu, click on Options, Copy; or click on the Copy       icon.

2.      The Copy dialog box should appear (see picture at right). Enter the purchase order number in
        the Request field. (You can perform a search on purchase
        order codes if necessary by clicking on the Request field).
        Click on the OK box. This should copy the purchase order
        you selected to your new purchase order. You must enter a
        new Deliver By date.

3.      Make any changes you want to the document before you click on the Complete         icon.

4.      Please make sure to write down the NEW purchase order number assigned to the document.

Editing An Existing Purchase Order
If you have an unfinished purchase order, or you exited the purchase order form before completing,
or you need to edit a purchase order that was disapproved, here’s what to do:

1.      In the Key Block, instead of leaving it blank, enter the purchase order number, then press Next
        Block. All of your previously entered data will show up. You can then complete the purchase
        order, or enter any data that was missing, then complete.

Note: If you exited the form by mistake and did not complete the PO, you can go back into the form
and the purchase order number should pop in.




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     Confidential Material                                                      Property of UMDNJ
Document History Form (FOIDOCH)
The Document History Form does three things for you: Shows you the status of your documents; ties document numbers
together for you; and allows you to view detail on the document that are displayed.


How to use This Form
1.      Enter the Doc(ument) Type (see below for a list). Press Tab.
2.      Enter the document
        number in the Doc(ument)
        Code field. The document
        type and number must
        match; for example, if you
        enter PO for type you must
        enter a PO number.
3.      Use the Next Block
        command ( or C-d
        ) to view your information.
4.      Once you see your data,
        click on the document you
        want to view, then click on the appropriate button in the Options menu.

The common document types are:
REQ (Requisition)
PO (Purchase order)
INV (invoice)*
CHK (Check)

* - - such things as Request for Checks, Travel Advances, Travel Expense reports, and
honorariums are considered invoices here at UMDNJ)

How to See Your Document’s Status Using Status Codes
In addition to the document number, the system indicates the status of each document.
Some status Indicators:

(A) Approved         (C) Completed       (F) Final Reconciliation     (P) Paid
(R) Receipt Required (S) Suspended (O) Open                     (X) Cancelled

For requisitions and user-created purchase orders (created using the Low Dollar Purchase Order
Form [FWAPURR]) a status of ‘ ’ (blank) indicates the document is not complete (either never
completed, or disapproved); a status of ‘C’ means complete but not approved; a status of ‘A’ means
approved by the business manager or grants analyst; a status of ‘X’ means canceled. After approval,
requisitions go to Purchasing where they are assigned a buyer. See the documentation for the
Requisition Query form (FPIREQN) to see how to look up a buyer.


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     Confidential Material                                                                Property of UMDNJ
Note: you can also see when a document was approved by clicking on Options, Approval History.
Once you come to that form, enter your document number and press Execute Query.

Once the buyer is assigned to a requisition, the buyer creates a PO number, and completes the PO.
Generally, purchasing department-created POs will always have a status of ‘A’ unless the PO is a
change order.

Once the PO is sent out, a vendor invoice is received by the Accounts Payable. Once that document
is entered into Banner by our AP department, the UMD invoice number will appear into FOIDOCH.
A status of ‘ ’ (blank) indicates that no check was cut yet. A status of ‘P’ indicates that that particular
invoice was paid. Remember that some POs, specifically standing orders, may have many invoices,
some of which have been paid, and some may not. If you see an invoice with a status of ‘ ’ (blank),
you can go to the Invoice Query form (FAIINVE) to see when the check will be cut. See the
documentation for that form to see where to look for that information.

Finally, most checks will have a status of ‘ ’ (blank). Occasionally, a check will have a status of ‘X’
(canceled) or ‘V’ (voided).

How to See More Detail
FOIDOCH displays related document numbers for Requisitions, Purchase and Change Orders,
Checks, Invoices, Fixed Asset Adjustments, and Fixed Asset Tags. You can simply click on the
number of the document you want to see, then go to Options, and click on the link for that type of
document (for example, if you have a PO highlighted, the link will say “Purchase Order Query”).
You may see multiple document numbers within a window. For example, there may be multiple
invoices for one PO. If necessary, you can use Next Record “b” to scroll through the list of
documents. Put your cursor on the document you want to see, then click on the appropriate link in
the Options menu to navigate to the detail or query form for that document.




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  Confidential Material                                                            Property of UMDNJ
Requisition Query Form (FPIREQN)
Use FPIREQN to query requisitions created on FPAREQN.

How to Use The Key Block
1.      Enter the request number if you know it. Otherwise, click on the
        Search      to search for a Req number (see below). If you are coming
        to this form from FOIDOCH, the req. num will default in.
2.      Use the Next Block command ( or C-d ) or go to Options,
        Document Information to view your information.

How to Find A Buyer Name
1.      Navigate to the Commodity/Accounting block
        by either pressing Next Block ( or C-
        d ) repeatedly, going to the Options menu,
        and clicking on Commodity/Accounting, or
        right-clicking and accessing the Options menu.
2.      Once there, go to Options, Commodity
        Supplemental Information. You should see the
        buyer name and phone. Click Close when done.

Document Information Block
This block displays the dates and other information
for the document as a whole.
•     Order Date is the date the order was
      placed or entered.
•     Transaction Date determines the fiscal
      period the order falls into.
•     Delivery Date is the date that the order
      should be delivered by.
•     Activity Date is the date the order was
      entered in the system.
•     Closed Date is the date the requisition
      was closed (made into a Purchase
      Order).
•     This block also displays the UserID of
                                                 Please remember,
      the creator of the requisition, and, if
                                                 you can right-click
      the requisition was copied, the original
                                                 on a blank area of
      requisition number.
                                                 any form to bring
                                                 up the Options list.



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     Confidential Material                                                      Property of UMDNJ
Requestor/Delivery Information Block
This block shows the requestor’s name and
Index (Organization) number, the Ship To
address, and the Attention To information.




Vendor Information Block
T
                                                           his block shows the vendor information,
                                                           including address (if a vendor number
                                                           was entered), and the Discount Code and
                                                           description.

                                                           Note: If a recommended vendor only
                                                           was entered, then no address information
                                                           will display unless the user enters it as
                                                           part of the vendor name.
Requisition Commodity/Accounting Data Window
This screen is actually two separate blocks - the Commodity information block, and the Accounting
block. Use Next Block and Previous Block to move between the two blocks.

•    The Commodity block displays the
     Commodity code and description for
     the first four items. To view
     additional descriptions, use the Next
     Record b command (there is no
     scroll bar on this part of the form).
•    The Unit of Measure (U/M),
     Quantity, and Unit Price
     displayed is for whatever item your
     cursor is on only.
•    Use the Next Record b function,
     or click on each item, to view
     information for that item. Also, the
     Extended Cost, Discount, Additional amount, Tax, and Commodity Line Total displayed is
     for the item your cursor is on as well.
•    The Document Commodity Total is for the entire document.
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    Confidential Material                                                    Property of UMDNJ
How To View Item or Document Text
If an item has associated text, the Item text box to the right of the item description will be checked
(see picture above). If the document as a whole has text associated with it, then the Document Text
box will be checked. You can then go to Options, Item Text (or Document Text) to view the text.
This will bring you to the Procurement Text Entry Form (FOAPOXT). Use the Next Block
command ( or C-d ), or simply click in the first line of text, under the word Text, to view the
text. You can use the scroll bars if necessary to view any additional text. Click Exit       when you are
done reviewing this text to return to your calling form.

•    The Accounting Block displays the accounting distribution information for the requisition. It
     displays the first three accounting distributions. If there are more than three distributions, use
     Next Record b to scroll through the remaining FOAPAL (accounting) distributions.

Other Options
•      If document text exists, you may click on the Options, Document Text link to view text
       associated with the document as a whole, rather than a specific item.

•      Click on Options, Commodity Supplemental Information if you want to see the Assigned
       Buyer’s name (you must be on the Commodity/Accounting page to see this link), or the PO
       number assigned to this req. Click Close to exit this screen.

•      Click the Options, Review Commodity Information link to view up to eleven (11) items at a
       time. Click Exit to return to the Requisition Query form.

•      If an item has extra text associated with it, a check mark will appear in the Item Text field.
       Click on Item Text, then use Next Block, to view this text. Please keep in mind that only the
       text for the item your cursor is on will display here. Use Exit to return to the Requisition form.

How to Search for a Requisition Number
If you need to search for a requisition number, do the following:

Click on the Search       icon next to the Requisition field. You can query on the Request #,
Requestor, Request Date, Organization, Deliver by Date, and Vendor fields (not Vendor name, but
rather Vendor number), as well as the Completed and Approved fields. If you query on a date, it
must be entered in the following format: DD-MMM-YYYY. If you query on your name, make sure
you type it in exactly as it is spelled in Banner. If you put something in after your name, either put
that in as well, or use a wildcard (the % sign). Once you enter your criteria, click the Search     icon.
You can use the scroll bar to view all of your items if necessary. Put your cursor on your req number
and click the Select      icon once you find the req number you are looking for.




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    Confidential Material                                                          Property of UMDNJ
Purchase/Change Order Query Form (FPIPURR)
Use FPIPURR to look up information about purchase order (regular or standing orders), or change order documents.

How To Use The Key Block
•      Enter the purchase order number if you know it. Otherwise, click on the Search icon to
       search for one or use FOIDOCH and enter a requisition number.
•      Use the Next Block command ( or C-d ) or go to Options, Document Information
       to view your information.

Note: you can also use FPIOPOF or FPIOPOV to search for a PO number if you don’t have either a
PO number or a requisition number.

Document Information Block
This block displays date information for the purchase order.
• The Order Date is the date the PO
  was created.
• The Trans(action) Date is the date
  the order went into effect.
• The Print Date is the last time the
  PO was printed.
• The Activity Date is the last date
  the PO was changed (useful for
  determining if a change order has
  been applied).
• You can also see the assigned buyer
  (Buyer Code) if you need to
  contact someone in Purchasing.

Note: A quick way to tell if a PO has had a change to it is to compare the Trans Date and the Activity
Date. If they are different, there has probably been a change order requested. See Viewing A Change
Order later in this section for more
information.

Requestor/Delivery Information
This screen shows the Requestor
information, the Ship To address, and the
person who the item is being sent to
(Attention To:).




    Electronic Requisitioner Guide                                                                   Page 28
    Confidential Material                                                                Property of UMDNJ
Vendor Information
This block shows the Vendor name and address,
the Discount Code, FOB Code and Class
Code.




Commodity/Accounting Information
This block shows all of your items
and the accounting information for
the document. In the Commodities
section, you can see the
Description of the first four items.
You will see the Unit of Measure
(U/M), Quantity and Unit Price
of the first item. To see information
on any other items, use the Next
Record “b” function. You can
also view accounting information
for the document at the bottom of
the page.

If you would like to see up to 11 items at a time, go to the Options menu, and click on Review
Commodity Information.




  Electronic Requisitioner Guide                                                          Page 29
  Confidential Material                                                       Property of UMDNJ
How To View Item Text
If an item has associated text, the Item text box to the right of the item description will be checked
(see picture above). You can then go to Options, Item Text to view the text. This will bring you to
the Procurement Text Entry Form (FOAPOXT). Press Next Block, or simply click in the first line
of text, under the word Text, to view the text. You can use the scroll bars if necessary to view any
additional text. Click Exit when you are done reviewing this text to return to your calling form.

Options
•      The Document Information, Requestor/Delivery Information, Vendor Information, and
       Commodity/Accounting Information Options links will link to those block on the form.

•      The Options, Document Text link will allow you to view text associated with the document as
       a whole. Click Exit when you are done reviewing this text.

•      The Options, Review Commodity Information link will allow to view the description and
       other information of up to 11 items at a time. You must be on the Commodity/Accounting page
       to see that option item. Click Exit when you are done reviewing this information.

Viewing A Change Order
The following directions assume you are in the key block. If you are not, click on the Rollback button
   to go there.

To view a change order, enter the Change Seq # along with the Purchase Order or Blanket Order
number and select Next Block. To view the original order, enter a zero (0) in the Change Seq #
field. Any additional changes will be numbered 1, 2, etc.

Note: If you enter ‘0’ in the Change Sequence field and you get a message saying “The document
does not exist”, it means there were no changes to that document.




    Electronic Requisitioner Guide                                                          Page 30
    Confidential Material                                                       Property of UMDNJ
Invoice/Credit Memo Query Form (FAIINVE)
This form allows you to query our internal invoices. You can see information about the due or paid date of a check, the
commodities paid on an invoice, and the dollar amount of the invoice.
Note: You may not be able to access certain Blocks of this form. This depends on the type of invoice selected (Direct Pay,
Regular, or General Encumbrance) and the information entered in the invoice.


How to Use The Key Block
•     Enter an invoice number (if you accessed this form through FOIDOCH, the invoice number will
      default in). If you don’t know the invoice, click on the Invoice Number search button to select
      one or exit this form and use FOIDOCH to find it.
•     Use Next Block to access the Invoice/Credit Memo Header Block. The key block will display
      various information based on the type of invoice.

Type of Invoice - The type of invoice document being queried.
   Direct Pay - A direct pay invoice type does not reference a purchase order.
   Regular - A regular invoice type references a purchase order.
   General Encumbrance - A general encumbrance invoice type references a General Accounting
   Encumbrance.

If the Type of Invoice = Regular, this field displays the purchase order document number
associated with this invoice. If the Type of Invoice = General Encumbrance, this field displays the
document number for the General Accounting Encumbrance referenced to this invoice.

Note: This field does not appear if the Type of Invoice = Direct Pay.

How Do I View the Date the Check Was or Will Be Cut?
To view the check cut date, go to the first data block (Invoice/Credit Memo Header). The check cut
date is displayed in the Payment Due field.

How Do I See What Items Were Paid on This Invoice?
To view the items that were paid, go to the Commodity Information block. What was actually paid on
this invoice is in the Approved field.

Please check the Record Counter in the lower left hand corner to see if more than one item was
included on this invoice. Use the Next Record command to view any additional items.

How Do I View What Index Was Charged on this Invoice?
First go to the Accounting Amounts block. Then, using Options, go to the Accounting Distribution
block. This will display the index and account that was charged for this invoice.




    Electronic Requisitioner Guide                                                                        Page 31
    Confidential Material                                                                     Property of UMDNJ
Invoice/Credit Memo Header Block
This block displays information including date information, vendor invoice code, address code, and
discount code.

•     Invoice Date is the date on the vendor’s invoice.
•     Transaction date is the date the invoice was entered into our system.
•     Check Vendor information will display if the check is going to someone other than the vendor.
•     Vendor Inv # displays the vendor’s invoice number. You can click on the Invoice icon to view
      information about the vendor invoice.
•     Payment Due field displays the date the check is due or has been cut.

Commodities Information Block
The Commodities Information Block tells you how many items, and how many of each item, were
paid for on this invoice. If this is a regular invoice, this block will display the PO number. For each
item, you will see the Quantity, Unit Price, and Extended Price of units Ordered, Accepted,
Invoiced, and Approved. You will also see any discount, additional amounts, or tax for each item.
To see multiple items, use the Next Record command. If the Hold box is checked, the Payment
Due date is disregarded and payment will be deferred until someone removes the hold. If the Final
Payment Ind. is marked, this indicates a final payment.

Accounting Amounts Block
The Accounting Amounts Block displays the accounting amounts per account distribution. To see
which index/account combination the Invoice was charged to, use the Accounting Distribution
Information option.

Options
•     Use Options, View Vendor Address to view the vendor address.
•     Use Options, View Document Status to see if the document is Open or Paid, Completed,
      Approved or in Suspense.
•     To view the Item Text on the original Purchase Order, use the Item Text option, then press
      Next Block. Click on the Exit button when you are done viewing the text.




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    Confidential Material                                                       Property of UMDNJ
Check Payment History Form (FAICHKH)
This form allows you to view information such as date, amount and invoice number for a particular check.


How to Use the Key Block
•    Enter a check number (if you are accessing this form from FOIDOCH the check number should
     default in). If you don’t know the check number, click on the Check Number search button to
     select one or exit this form and use FOIDOCH to find it.
•    Enter 04 for a Bank code. If you enter an improper Bank Code you will get the error message:
     “Invalid combination of check number and bank code”.
•    Use Next Block. The form displays invoices that are associated with this check and displays the
     vendor invoice code and check amount. You may need to scroll through a list of UMD invoice
     numbers to find the vendor invoice number you are looking for.

Check Information Block
Document Number is our internal invoice number; Vendor Invoice Code displays the vendor’s
invoice number and Vendor Invoice Amount for the Document Number your cursor is on.

Please note that the Vendor Invoice Code and Amount will change as you scroll through the
various Document Numbers.

Advanced Uses
Occasionally we send out checks to a vendor with multiple departments’ bills included in one check,
and a vendor will apply the entire check to only one department. If this happens, scroll through the
list of UMD invoice numbers on the left until you find the vendor invoice number on the right in
question. Do a print screen (click on the Print icon in the toolbar), then you can fax the printed page
to the vendor so that they can properly apply the payment to the correct department(s).

Options
Click on Options, Document Inquiry link for more information about an specific invoice.




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    Confidential Material                                                                   Property of UMDNJ
Open Purchase Orders by FOAPAL Form (FPIOPOF)
FPIOPOF provides a list of open purchase orders for a given index number. This form tends to be somewhat slow and
unresponsive!! You can use FGIOENC or FPIOPOV as a substitute. This form can be useful, however, if you are trying
to find a PO number when you don’t know it and don’t know the requisition number that goes with it.


How to Use This Form
•    Chart of Accounts should be 1. If not, enter it.
•    Enter your Index number. The desired Fund, Organization, and Program codes will default in.

•    Use Next Block.
•    A summary of purchase and commodity information for those purchase orders in your index will
     display. If necessary, you may scroll through this list using the or b keys. To enter a query on
     a different index number, click on the Rollback button.

Options
Click on the Options, Query Purchase Order link to view the details of the PO your cursor is on.

Click on the Options, View Commodities link to view the descriptions for all Line Items.


Advanced Uses
To list all PO’s only once:
Notes: This form shows each line item for Purchase Orders individually. For example, if an open PO
has ten items it will be listed 10 times.
Click on the Enter Query        button. Tab to the Item field. Type in the number 1. Click on
Execute Query        . This will display only the first item for all PO’s. This method assumes, of
course, that every open PO has an open item #1.




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    Confidential Material                                                                Property of UMDNJ
Purchase Orders by Vendor Form (FPIOPOV)
You can view information on a specific vendor and a specific index number with this form. You can view open, closed, or
all POs, and you can also filter the data by index number and fiscal year. This form can be used to find a PO number if
you know the vendor and index number.


How to Use This Form
•      Enter the desired Vendor code. If you don’t know it, click on the Vendor field button to select
       an existing vendor (see below for instructions).
•      Click in the Status field choice. The default status is Open.
•      Tab to the Fiscal Year field. The default is the current fiscal year. You can leave it as is, or
       change it to another fiscal year.
•      (Optional) You can enter an index number in the Organization field to see only those POs for
       your index number.
•      Use Next Block to display the purchase order information attached to that vendor.

You can use the key to move down a screen at a time or use the down arrow (Next Record) to
scroll through the list of purchase orders.
Also, please note the horizontal scroll bar. Sliding that to the right will display Date and U/M (unit
of measure) fields.

Options
•     If you want to see detailed information about a PO, put your cursor on the PO number and click
      the Options, Query Purchase Order Information link to access FPIPURR.

•     If you have a PO with many items and you want to see up to 11 at a time, put your cursor on the
      PO code you want to see and click the Options, Review Commodity Information link to access
      FOICOMM.

Finding a Vendor Number
5.     Click on any Vendor field button. Click on Entity Name/ID Search Form (FTIIDEN) to go to
       the vendor lookup form.
6.     Click in the Last Name field. Type the name of the vendor. Searching on names is case
       sensitive, so be sure to enter initial capitals only!
7.     Click on the Search button. If you get a message saying:
                      FRM-40301: Query caused no records to be retrieved. Re-enter.
       then try an alternate spelling of the name, or leave the last part of the name off entirely and put a
       wildcard (%) at the end instead (for example, Apple Compute% instead of Apple Computers).
       Then click on the Search button again.
8.     Once you get some data back, click on the name of the vendor you are looking for, then click on
       the Select button, or simply double-click on the Vendor number, to return with the vendor
       number to your original form.
     Electronic Requisitioner Guide                                                                     Page 35
     Confidential Material                                                                  Property of UMDNJ
Vendor Detail History Form (FAIVNDH)
Using this form, you can look up detailed information on the invoices for a specific vendor. Information includes the
vendor invoice number, invoice amount, due or paid date, and check number. You can also look up travel advances and
Requests For Checks that were paid to employees by using their SSN as the vendor number.


How to Use The Key Block
•    Enter the Vendor number, or click on the Flashlight icon to query on a vendor code (see Finding
     A Vendor Number, below, for instructions).
•    Select an invoice Selection option from the pull-down list (you have the choice of All, Credit
     Memo, Open, or Paid).
•    Select a Fiscal Year. The current year defaults into the query. You can change to a previous
     year, or leave the field blank to search all fiscal years.
•    When you have made your selection, use Next Block.

Invoice Data Block
•    The Vendor Invoice column lists the vendor’s invoice number.
•    The Invoice column is our internal invoice number.
•    Appr Ind indicates whether or not the invoice document is approved.
•    VIC Ind shows whether the document is consolidating a vendor invoice.
•    C/M Ind indicates whether or not the document is a credit memo.
•    O/P Ind indicates whether the invoice is open or has been paid.
•    Cancel Ind indicates whether or not the document has been cancelled.
•    Due/Paid Date displays the payment due date if the invoice is not paid or the check date if the
     invoice is paid. Note: If a check number is displayed in the Check field, the invoice has been
     paid.
•    Check displays the check number used to pay the invoice.
•    Total displays the total dollar amount ONLY FOR THOSE RECORDS YOU HAVE VIEWED.
     To see a total of all records, use the Query Total for all records option.
•    Use the TAB key or the scroll bars to access the Due/Paid Date and Check fields.

Options
•    For more detailed information, put your cursor on the Invoice you want to view and click on
     Options, View Invoice Information link to see information about our invoice.
•    To see a list of commodities from the PO, click on Options, Commodity Information link.
•    You can also View Vendor Invoice by clicking on Options and then that link.
•    To see all records and the total for all records, click on Options, Query Total for all records
     link.
•    You can also see more information on the check by clicking on the        icon above the Check
     column.




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    Confidential Material                                                                   Property of UMDNJ
Finding a Vendor Number
1. Click on the Search button to the right of the Vendor field.

2.     Click on Entity Name/ID Search.


3.     Put your cursor in the Last Name field, and type in the
       name of the vendor. If necessary for
       consultant vendors, you can also type in
       a First Name. If in doubt about the exact
       spelling of a vendor, use the wildcard
       (the “%” sign in Banner). For example,
       if you were looking up Apple
       Computers, you could enter “ Apple% “
       in the last name box.

4.     Press the 8 key, or click on Execute
       Query     to see your results.


5.     Double-click on the ID number
       of the vendor, or click on the
       Select    icon, for the vendor
       you want to use.




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     Confidential Material                                        Property of UMDNJ
Vendor Invoice Query Form (FAIVINV)
This form can be used to find a UMD document number if you only have a vendor invoice number or know a day or
month that the invoice was created. Once you find either a UMD invoice number or PO number, you can then go to
FOIDOCH and look up that document.


How To Use The Key Block
This form works in two steps or stages.
1. First, enter a vendor number. If you don’t have a vendor number, see Finding a Vendor Number
    in the instructions for FAIVNDH or FPIOPOV. Then press Next Block.

2.     Enter the vendor’s invoice number in the Vendor Inv # field.
                                                   - or -
3.     Enter a date in the Vendor Inv Date field. You can enter a month by entering a % sign, then
       the month’s abbreviation, then a dash and the year. For example, to see all invoices for that
       vendor in July 2003, you would enter %JUL-2003.

4.     Press the Execute Query button on the toolbar, or press F8 on your keyboard to view the
       results.

Note: If you get an error message saying “Query caused no records to be retrieved. Reenter.” then
one of four things has happened:
    a) The invoice has not been received or entered by Accounts Payable.
    b) Accounts Payable has entered the invoice, but added or changed the Invoice number. For
    example, if an invoice comes from a Standing Order, AP frequently adds the month or an extra
    number to the original invoice number. If you think this might have happened, try adding a
    wildcard (the % sign) to the end of the invoice number.
    c) You mis-typed the invoice number.
    d) The invoice number doesn’t match the vendor number.

       If the invoice has not been entered, you may need to go to one of the PO lookup forms, either
       FPIOPOF or FPIOPOV, or try looking up your index’s open items on FGIOENC.

If you entered a date, you may get multiple invoices. You can then use the scroll bar on the right or
the up and down arrow keys on your keyboard to view the various documents.

Options
Click on the Options, Document Query link to see details of the invoice.




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     Confidential Material                                                                Property of UMDNJ
Detail Encumbrance Activity Form (FGIENCD)
This form displays the balance and all transactions that have been posted against an encumbrance. You can get a list of
opens encumbrances from the Organization Encumbrance List form (FGIOENC), then get a list of balances and all
transactions posted to the encumbrance from this form.


How to Use The Key Block
• Enter the encumbrance number, then use Next Block.
If you are coming to this form from FGIOENC, the Document number will already be entered.

Viewing Multiple Accounting Records
If you have split an encumbrance between two or more different indexes or accounts, you can use the
Next Record command to view the balances on each accounting entry.

Viewing the Transactions
Press Next Block to get to the bottom part of the screen. Use the Next Record command to scroll
one item at a time, or the key to scroll a page at a time, to view all the transactions that make up
the balance.

Explanation of Key Fields
Key Block Indicators
    Status – Status is either Open or Closed.
    Type – Type can be E for general encumbrance, P for Purchase order, R for reserved.

Balance Block Fields
    Sequence - indicates the number of the accounting entry.
    Commit Ind - U is uncommitted (current year); C is committed (prior year).
    Enc - Original encumbrance amount.
    Liq - how much was spent
    Bal - remaining balance

Transaction Block Fields
   Doc Code - UMDNJ document number (for invoices, NOT the vendor invoice number). Type -
   transaction type. Some common types are as follows:




  Electronic Requisitioner Guide                                                                         Page 39
  Confidential Material                                                                      Property of UMDNJ
BD01    Permanent Adopted Budget            ICEI   Cancel Invoice with Encumbrance
BD02    Permanent Budget Adjustments        ICEP   Cancel Invoice with Encumbrance
                                                   Cancel Credit Memo w/o
BDZ1    Permanent Adopted Budget UMDNJ      ICNC
                                                   Encumbrance
BDZ2    Permanent Budget Adjustment UMD     ICNI   Cancel Invoice without Encumbrance
CSH1    Receipt - Cash                      INEC   Credit Memo with Encumbrance
CSH2    Receipt - Check                     INEI   Invoice with Encumbrance
DNEI    Check - Invoice w encumbrance       INNC   Credit Memo without Encumbrance
DNNC    Check - C/M w/o encumbrance         INNI   Invoice without Encumbrance
DNNI    Check - Invoice w/o encumb          J099   Interfund Cash Transfer Entry
E032    Encumbrance Liquidation             PCRD   Cancel Purchase Order
E090    Year End Encumbrance Roll           POLQ   Purchase Order Liquidation
ICEC    Cancel Credit Memo w/ Encumbrance   PORD   Establish Purchase Order




Electronic Requisitioner Guide                                                Page 40
Confidential Material                                             Property of UMDNJ
Commodities for Review Form (FOICOMM)
This form lists the description, quantity, and total amount for each item from the document number you requested. This
form is useful if you want to get a screen print, or view online, many items at once for a requisition or PO. If you are
going to this form from FPIREQN or FPIPURR, the document number (header information) will default in.


How to Get to This Form Through Other Forms
To get to this form from either the Requisition Query form (FPIREQN) or the Purchase Order query
form (FPIPURR), first navigate within those forms to the Commodity/Accounting block. You can
use the Next Block command to move to that part of the form, or go to the Options menu and click
on Commodity/Accounting. Once there, go to Options, Review Commodity Information (see picture
at right).

How to Use the Key Block If You Are Coming to this Form Directly
•     Enter the document type, or use the drop-down box to select one.
•     Enter the document number.
•     Use Next Block.

How to Get a Printout of This Screen
You can use the Print button        on the Banner tool bar to print out a screen shot. 11 line items will
fit on the screen at one time. If you have more than 11 items, use your b key or the d key to see
the rest of the items, then do another print screen. Do this as many times as necessary to get a
complete printout of your requisition.




    Electronic Requisitioner Guide                                                                         Page 41
    Confidential Material                                                                      Property of UMDNJ
General Message Form (GUAMESG)
This form allows you to view messages sent by another user, usually to tell you of a disapproved
requisition.

How To Access This Form
When you log on, you will be notified if
you have messages. If you click Yes, you
will be brought to the message form where
you can view your messages. If you click
No, you can still get to the message form by
clicking on the View/Send Messages
button on the Tool Bar.

You can also type GUAMESG into the Go To box.

How to Delete Read Messages
To delete messages you have read and dealt with, click on that message, click on the Complete
button, then click Save.




  Electronic Requisitioner Guide                                                          Page 42
  Confidential Material                                                       Property of UMDNJ
How to Access Self - Service For Finance
•     Using a Web browser such as Internet Explorer or Netscape, go to the Banner INB Home Page
      at https://baninb.umdnj.edu. Note: IE version 6.0 or higher, or Netscape 6.2 or higher is required
      for PCs; IE version 5.1 or higher is required for MACs.
•     Click on Self-Service for PROD Database. This will open up a new browser window.




•     Click on the link that says “Enter Web Self Services [Employee, Faculty, Finance and Student]”.




                                                                                    Click Here




    Electronic Requisitioner Guide                                                           Page 43
    Confidential Material                                                        Property of UMDNJ
•     You should now see a screen that says “User Login”. Towards the bottom of the screen, you’ll
      see a place to put your User ID and PIN number. This is NOT your Banner User ID and
      password. Rather, it is the same User ID and PIN number you would use to access the Web For
      Employees area. Enter your User ID and PIN, and click the Login button. If you get stuck, or
      don’t know your UserID and PIN, you can call the Service Center at 3-3200 (732-743-3200) and
      have them walk you through the process of logging in.




•     Note: The first time you log into the Self – Service page, the system will tell you that your
      password has expired. This is to allow you to enter a password that only you will remember.
      Enter this new password, and please make a note of what you changed it to.

•     Now, you can either click on the link at the top that says Finance, or click towards the bottom
      where it says “Financial Information”.




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Accessing Self - Service for Finance
1.     Go to the MY UMDNJ portal by either typing in the web address http://my.umdnj.edu into your
       web browser, or going to the University home page (http://www.umdnj.edu) and clicking on the
       MY UMDNJ link at the bottom left.

2.     Log in to the portal using your
       portal username (your email name)
       and your password (initially set to
       the last 4 numbers of your Social
       Security number). If you cannot log
       into the portal, please call the
       Service Center at 3-3200.

3.     Once you are logged in, you should see a
       box labeled Banner Self - Service in the
       lower middle section of the portal page.
       Click on the Finance link to go to the Self -
       Service for Finance page. (If for some
       reason the Finance link does not display, go
       to one of the other links, view some data,
       then log off and log back on. This should fix the problem).

4.     You should now see the Self-Service for Finance main menu.


        View Documents and Approve
        Documents will be discussed in
        this guide. Encumbrance Queries
        and Budget Queries are covered
        in the Self-Service for Finance
        class. You will NOT be able to
        retrieve data from these choices
        if you only have Electronic
        Requisitioner access.




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Viewing Documents
You can view documents by looking up the document number if you know it, or searching for it if you
don’t. You can also search for documents that were created by a specific Username.

1. Select the type of document you want to view. Your choices are:
   • Requisitions
   • Purchase Orders
   • Invoices (this includes
       vendor invoices, travel
       reports, requests for
       checks, and honoraria)
   • Journal Vouchers
   • Encumbrances (QPO’s),
       and
   • Direct Cash Receipt (not
       used here at UMDNJ).
2. Enter the document number. If
   you don’t know the document
   number, see below “Finding a
   Document Number” for
   additional help.
3. Optionally, you can enter a submission number, or a change sequence number. You would enter a
   change sequence number for a Purchase Order if you want to view something other than the most
   current version of the PO.
4. Check off whether or not you want to see Accounting Information (by default, YES is checked).
5. Check whether or not you want to see Document Text (by default, Printable is selected. In most
   cases, Printable and All are identical).
6. To view the document, click on the View Document button. To view who approved the document
   and when, click on Approval History .

Notes On Viewing Documents
1. If the document doesn’t exist, you will get a STOP error message, saying “Unable to query
   information for Document NNNNNNNN”. Use your browser’s BACK button to go back to the
   selection screen to correct the information.
2. You can view documents in Web for Finance. However, there is no Web For Finance search that
   would display results similar to the Document History Form (FOIDOCH). Therefore, if you are
   trying to find purchase order numbers from requisitions, or documents such as invoices or checks
   related to a purchase order, you may want to go into Banner itself and look up that data on the
   Document History Form, or try to find related documents within Self-Service for Finance by using
   the Encumbrance Query lookup feature.



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Finding a Document Number
1.        On the View Document
          screen, select the
          Document Type you
          want to search for.
2.        Click on the Document
          Number button. This will
          bring you to the
          Document Lookup screen.
3.        You must enter one of the
          following (those fields
          noted with a RED
          asterisk): D o c u m e n t
          Number (at least part of it,
          since you won’t know the
          whole number), User ID
          (that would be your
          Banner Username),
          Activity Date, Transaction
          Date, or Vendor ID.
          a.      To search for a
                  document number, you can enter a part of the number then use a wildcard. For example,
                  if you are searching for a PO number, and only know the last 6 digits, you can enter
                  “%123456” (without the quotes). This will give you all POs that end in 123456. Or, if
                  you know the beginning of the number, you can enter something like P0123% , which
                  will result in a list of all PO’s that start with P0123. (Please note that UMD purchase
                  orders start with P and the number zero, not P and the letter O).
          b.      Your Username will default into the User ID field. If you are searching for a document
                  you created, you can leave it in. If it is NOT a document you created (such as a Purchase
                  Order), you must take it out. You can replace it with the Username of the person who
                  created the document you are searching for, if you know it.
          c.      You can put in a month and year combination for Activity Date. Activity Date is the last
                  date that there was activity on the document. For a requisition, that would be the date it
                  was created. For a purchase order, it could be the creation date, and it also could be the
                  last change order date.
          d.      You can put in a month and year combination for Transaction Date. Transaction Date is
                  the date that the creator of the document wanted the document to post. Most of the time,
                  for requisitions and Purchase Orders, the Activity Date and Transaction dates are the
                  same. However, there are times when the Transaction Date is different (such as when
                  creating a requisition for a future fiscal year).
          e.      You can enter a Vendor ID if you know it. Most requisitions, journal vouchers and
                  encumbrances will NOT have vendor IDs. Purchase Orders and Invoices WILL have
                  vendor IDs.
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4.      Optionally, you can select Approved and Completed indicators. Your choices are All, Yes, and No.
        If you know your document was not completed, for example, you would want to select that
        option, as it will reduce the possible number of documents your search will return.
5.      When you are done making all your choices, click on Execute Query. This should bring you back
        a list of documents that meet all of your search criteria.
        a.       If your query was unsuccessful, you will receive a message saying ‘Query returned no
                 records’. You can then exit the document lookup entirely by clicking on the Exit Without
                 Value button. You can try searching again by clicking on the Another Query button.
Once you have your list, you can click on the document number link to return the value to the View
Document page. If you want to cancel your search at this point, click on the Exit without Value button
to return without a value to the View Document page. If you want to redo your search, click on the
Another Query button. Please note that these last two buttons are at the bottom of the list of documents.




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Approve Documents
There are three uses for this section. One would be for those people who are approvers. You can now
approve or disapprove documents using Self Service for Finance. The second would be for those who
create requisitions. You can now disapprove your own requisitions if, for some reason, you realize you
need to edit your document AFTER you clicked complete on the Requisition Form. The third use would
be to view the documents in someone else’s queue. You would not be able to actually approve or
disapprove someone else’s documents, however.

6. Once you have clicked on Approve Documents at the
    main Finance screen, you will see a box similar to the
    one at right.
7. Your username should have defaulted in. You can
    change the username to someone else’s to view
    documents in their queue, but you will not be able to
    make changes if the username is not your username.
    You can also leave the User ID blank if you want to
    see who the approver for a specific document is.
8. Optionally, you can enter a document number. This would be useful if you needed to see whose
    queue a document was in.
9. Lastly, select either “Documents for which you are the next approver” or “All documents which you
    may approve”.
    a. You would select the first choice if you were an approver. In that case, you would leave both
        User ID and Document Number blank. This would display all documents in your queue.
    b. You would select the second choice if you are a requisitioner who wants to disapprove his or her
        own requisitions. You would also select the second choice, and enter a document number, if you
        wanted to see the approval status of a document.
10. Click the Submit Query button to see the results of your query parameters.
11. After you click on Submit, you should see a screen similar to the one below.




12. You now have three choices.
    a. To view information about the document, click on the document number.
    b. To see approval history, or see who is supposed to be approving this document, click on the
       History link.

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   c. If you are looking at a document you created, you will be able to disapprove it. The word
        Disapprove will have a link that you can click on to disapprove the document.
Note: If you click on Disapprove, a screen will come up that will allow you to perform that action, or
cancel.




13. If you want to perform another search, click on the Another Query button.




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Electronic Requisitioner Exercises
Exercise 1 - Entering a 1 Line Item, 1 Accounting Entry Requisition
Key Information Block
1. Go to the form FPAREQN.
2. Press NEXT BLOCK.

Requestor/Delivery Information Block
3. Order Date should be left as today’s date. Press TAB.
4. Transaction Date defaults to today’s date. Only change it if it is the end of one fiscal year, and you
    want to make the order for the next fiscal year. Press TAB.
5. Enter the Delivery Date. It must be a date, and must be greater than today’s date. Press TAB twice.
6. The Requestor’s name should default in. If it doesn’t, enter your name. Press TAB.
7. Chart of Accounts should be 1. If it isn’t, enter 1. Press TAB.
8. Enter the Organization number (index number) for this requisition. Press TAB twice.
9. Enter your phone number. Press TAB to move to the Ship To field.
10. Enter the Ship To code. If you don’t know it, click on the Flashlight icon for a complete list, then
    double-click on the code you want.
11. Move to the Attention To box. Enter the name, building, and room number of the person to whom
    the item(s) should be shipped. Press NEXT BLOCK.
12. (Optional) If you want to enter text for the document as a whole, click on the Document Text link
    in the Options menu.

Vendor Information Block
13. There are two Vendor fields. The first (shorter) field is for a vendor number enter it if you know one.
    Otherwise, TAB to the second (longer) vendor field and enter the name and address of a
    recommended vendor. Press NEXT BLOCK.

Commodity Block
Note: Once you go to the commodity block, the system assigns a number to your requisition.
Please note it down at this point.
14. Your cursor should be sitting in the Commodity field, which is the commodity code number. Press
    TAB. Type in a detailed description of the commodity (the same description you would use on a
    paper requisition under “description”. Press TAB. (Optional - If you need more than one line of text
    for a description, click on Item Text link in the Options menu tp enter additional text. Then press
    SAVE, then EXIT). Press TAB.
15. Enter the Unit of Measure if you know it. If you are not sure, click on the Flashlight icon to see a
    list of values, then double-click on the item you want to use. Press TAB.
16. Enter the quantity for the U/M you chose. Press TAB.
17. Enter the price per unit. Press TAB. The system computes the extended price for you.
18. Press NEXT BLOCK.

Accounting Block
19. The Chart of Accounts field should display 1. Press TAB.
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20. The current fiscal year should display. Press TAB.
21. Enter the Index number. Press TAB 3 times to move to the Account field. Enter the account number
    (see attached handout for valid account numbers).
22. Press TAB twice and enter your location code (2-digit building code and room number). You are
    almost done! Use NEXT BLOCK to go to the completion block.

Balancing/Completion Block
23. To complete the requisition, click on the Complete button. You will be brought back to the key block,
    and a message should display in the auto-help line that your document (number) was completed and
    forwarded to the Approval process. From here it will be approved (hopefully!), assigned a buyer,
    then converted to a PO. Click on the Exit icon if you want to exit this form.


Exercise 2 - Entering a Multi Line Item, 1 Accounting Entry Requisition
Key Information Block
1. Go to the form FPAREQN.
2. Press NEXT BLOCK.

Requestor/Delivery Information Block
3. Order Date should be left as today’s date. Press TAB.
4. Transaction Date defaults to today’s date. Only change it if it is the end of one fiscal year, and you
    want to make the order for the next fiscal year. Press TAB.
5. Enter the Delivery Date. It must be a date, and must be greater than today’s date. Press TAB twice.
6. The Requestor’s name should default in. If it doesn’t, enter your name. Press TAB.
7. Chart of Accounts should be 1. If it isn’t, enter 1. Press TAB.
8. Enter the Organization number (index number) for this requisition. Press TAB twice.
9. Enter your phone number. Press TAB to move to the Ship To field.
10. Enter the Ship To code. If you don’t know it, click on the Flashlight icon for a complete list, then
    double-click on the code you want.
11. Move to the Attention To box. Enter the name, building, and room number of the person to whom
    the item(s) should be shipped. Press NEXT BLOCK.
12. (Optional) If you want to enter text for the document as a whole, click on the Document Text link
    in the Options menu.

Vendor Information Block
13. There are two Vendor fields. The first (shorter) field is for a vendor number enter it if you know one.
    Otherwise, TAB to the second (longer) vendor field and enter the name and address of a
    recommended vendor. Press NEXT BLOCK.

Commodity Block
Note: Once you go to the commodity block, the system assigns a number to your requisition.
Please note it down at this point.



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14. Your cursor should be sitting in the Commodity field, which is the commodity code number. Press
    TAB. Type in a detailed description of the commodity (the same description you would use on a
    paper requisition under “description”. Press TAB. (Optional - If you need more than one line of text
    for a description, click on Item Text link in the Options menu tp enter additional text. Then press
    SAVE, then EXIT). Press TAB.
15. Enter the Unit of Measure if you know it. If you are not sure, click on the Flashlight icon to see a
    list of values, then double-click on the item you want to use. Press TAB.
16. Enter the quantity for the U/M you chose. Press TAB.
17. Enter the price per unit. Press TAB. The system computes the extended price for you.
18. Press the DOWN ARROW or click the Next Record function icon to create a new commodity record.
    You will note that the commodity information you entered clears at this time. Follow steps 14
    through 17 for your second commodity. Repeat these steps as many times as necessary. A
    requisition can hold up to 999 items. Use NEXT BLOCK.

Accounting Block
19. The Chart of Accounts field should display 1. Press TAB.
20. The current fiscal year should display. Press TAB.
21. Enter the Index number. Press TAB 3 times to move to the Account field. Enter the account number
    (see attached handout for valid account numbers).
22. Press TAB twice and enter your location code (2-digit building code and room number). You are
    almost done! Use NEXT BLOCK to go to the completion block.

Balancing/Completion Block
23. To complete the requisition, click on the Complete button. You will be brought back to the key block,
    and a message should display in the auto-help line that your document (number) was completed and
    forwarded to the Approval process. From here it will be approved (hopefully!), assigned a buyer,
    then converted to a PO. Click on the Exit icon if you want to exit this form.


Exercise 3 - Entering a Multi Line Item, 2 Accounting Entry Requisition
Key Information Block
1. Go to the form FPAREQN.
2. Press NEXT BLOCK.

Requestor/Delivery Information Block
3. Order Date should be left as today’s date. Press TAB.
4. Transaction Date defaults to today’s date. Only change it if it is the end of one fiscal year, and you
   want to make the order for the next fiscal year. Press TAB.
5. Enter the Delivery Date. It must be a date, and must be greater than today’s date. Press TAB twice.
6. The Requestor’s name should default in. If it doesn’t, enter your name. Press TAB.
7. Chart of Accounts should be 1. If it isn’t, enter 1. Press TAB.
8. Enter the Organization number (index number) for this requisition. Press TAB twice.
9. Enter your phone number. Press TAB to move to the Ship To field.


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10. Enter the Ship To code. If you don’t know it, click on the Flashlight icon for a complete list, then
    double-click on the code you want.
11. Move to the Attention To box. Enter the name, building, and room number of the person to whom
    the item(s) should be shipped. Press NEXT BLOCK.
12. (Optional) If you want to enter text for the document as a whole, click on the Document Text link
    in the Options menu.

Vendor Information Block
13. There are two Vendor fields. The first (shorter) field is for a vendor number enter it if you know one.
    Otherwise, TAB to the second (longer) vendor field and enter the name and address of a
    recommended vendor. Press NEXT BLOCK.

Commodity Block
Note: Once you go to the commodity block, the system assigns a number to your requisition.
Please note it down at this point.

14. Your cursor should be sitting in the Commodity field, which is the commodity code number. Press
    TAB. Type in a detailed description of the commodity (the same description you would use on a
    paper requisition under “description”. Press TAB. (Optional - If you need more than one line of text
    for a description, click on Item Text link in the Options menu tp enter additional text. Then press
    SAVE, then EXIT). Press TAB.
15. Enter the Unit of Measure if you know it. If you are not sure, click on the Flashlight icon to see a
    list of values, then double-click on the item you want to use. Press TAB.
16. Enter the quantity for the U/M you chose. Press TAB.
17. Enter the price per unit. Press TAB. The system computes the extended price for you.
18. Press NEXT BLOCK.

Accounting Block
19. The Chart of Accounts field should display 1. Press TAB.
20. The current fiscal year should display. Press TAB.
21. Enter the Index number. Press TAB 3 times to move to the Account field. Enter the account number
    (see attached handout for valid account numbers).
22. Press TAB twice and enter your location code (2-digit building code and room number).
23. TAB to the USD field. Enter the dollar amount you want to assign to this account (note: you can also
    assign by percentages. In that case, you should check the % box and enter a percentage number in
    the USD column next to the Ext. field. See the Electronic Requisitioner’s Guide for more
    information).
24. Press the DOWN ARROW or click the Next Record icon. Follow steps 19 through 23 again. If you
    are only entering two records, the dollar amount should add up to the total dollar amount of the
    requisition. When you are done entering the last accounting record, press the UP arrow. The
    Remaining Commodity Amount field should display 0.00. You can use your up and down arrows
    to view your records. When you are finished reviewing, press NEXT BLOCK to go to the
    completion block.


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Balancing/Completion Block
25. To complete the requisition, click on the Complete button. You will be brought back to the key block,
    and a message should display in the auto-help line that your document was completed and forwarded
    to the Approval process. From here it will be approved (hopefully!), assigned a buyer, then
    converted to a PO. Click on the Exit icon if you want to exit this form.


Exercise 4 - Formatting a Standing Order
Use the directions for Exercise 1 with the following differences:
• The Unit Price should be 1 (One Dollar). This allows Accounts Payable to pay off small increments
   of your order without closing it out.
• Make sure the Delivery Date is the last effective day of the order. This is really for informational
   purposes only, and will not delay the receipt of your order.
• Make sure the description of the item says: Standing Order for {whatever you’re buying}
• The Unit of Measure (U/M) should always be EA (Each).
• The Quantity should be the total dollar amount of the order.


Exercise 5 - Copying a Requisition
1. Go to the form FPAREQN.
2. Click on the Copy icon.
3. Enter the requisition number in the Request field. (Optional - press TAB to verify the vendor name).
   Click OK. This should copy the requisition you selected to your new requisition.
4. Please note that any fields containing dates may need to be updated. Also, any changes you make
   need to be made BEFORE you save the new document.

Exercise 6 - Reviewing a Completed Requisition
Key Information Block
1. Go to the form FPIREQN.
2. Enter one of the requisition numbers you created in the previous exercises. Use NEXT BLOCK.

Requestor Block, Commodity Block, Accounting Block
3. Use the Next Block and Previous Block commands to move from block to block. You cannot
   navigate within a block on this form.
4. If you have more than one record within the Commodity or Accounting blocks, use the UP and
   DOWN arrow keys to view the records.

Exercise 7 - Entering a 1 Line Item, 1 Accounting Entry Purchase Order
Key Information Block
1. Go to the form FWAPURR.
2. Press NEXT BLOCK.

Document Information Block

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3. Leave the Blanket Order field blank. Press TAB.
4. The Order Date should be left as today's date. Press TAB.
5. The Transaction Date defaults to today's date. Only change it if you want to enter a purchase order
   in the next fiscal year. Then you would enter a date of 01-JUL-200n in the Trans Date field. Press
   TAB.
6. Enter the Deliver By date. You must enter a date in this field (you cannot enter ASAP or RUSH).
   The Deliver By date must be later than the Transaction date. Press Tab twice.
7. Enter the appropriate buyer code based on your school and campus. See the complete directions for
   FWAPURR for a full list of buyer codes.
8. The NSF Checking box should be left checked. Press Next Block.

Requestor / Delivery Information Block
9. The Requestor field is required and should default in from your Banner UserID. If not, enter your
    name in this field. Press TAB.
10. The COA (Chart of Accounts) should be 1. I fit isn’t, enter it. Press TAB.
11. Enter your org number (index number) for organization. Press TAB twice.
12. Enter the 5-digit phone number of the requestor, or if off campus, enter the complete phone number.
    If you need to enter the whole phone number, do not use dashes or hyphens. Press TAB.
13. The Email and Fax fields are optional. Press TAB to move to the Ship To Code box.
14. Enter the appropriate Ship To information. Make sure to enter the code for the appropriate receiving
    dock where the item is being shipped. Press TAB.
15. Enter the name, building, and room of the person to whom the purchase order should be shipped to
    the attention of in the Attention To field.
16. (Optional) To create text associated with the document as a whole rather than a specific item, go to
    Options, Document Text on the menu. Press NEXT BLOCK. You can then enter text. If you want
    to enter more than one line of text, use Next Record. When you are done, click on the Save button,
    then click on Exit.
17. Use Next Block to go to the Vendor Information Block, or use Options, Vendor Information.

Vendor Information Block
18. Enter the Vendor number (this is mandatory for purchase orders) in the first (short) vendor field. If
    you do not know the vendor number, see the FWAPURR detailed information for instructions. Press
    TAB.
19. Use the default Address Code and Seq#.
20. (Optional) If desired, TAB to Contact, and enter the contact name or number of someone within the
    vendor's shop.
21. Discount should be left as 73. Press TAB.
22. Class Code should be left as L. Otherwise, leave all the other fields blank.
23. Use Next Block to go to the Commodity / Accounting Block.
Note: Once you go to the commodity block, the system assigns a number to your purchase order.
Please note it down at this point.

Commodity/Accounting Information Screen - Commodity Block
24. Press TAB to move to the Commodity Description field.

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25. Enter a model or catalog number and a detailed description of your item (whatever you would enter
    under Catalog Number and Description on the paper requisition form). You are limited to a 50 -
    character description. Press TAB.
26. Enter the U/M (Unit of Measure). You can click on the U/M search button to see the valid list of U/M
    values. (If you use List of Values, use your up and down arrow keys to scroll through the list, then
    double-click on the unit of measure you need. You can also search pop-up windows such as the U/M
    window by pressing the first letter of the code you are looking for (for example, press ‘B' if you are
    looking for a unit of measure having to do with ‘Box'). Press Tab to move to the Quantity field.
27. Type in the Quantity, then press Tab, and enter the Unit Price for this item. The system calculates
    the extended price (see Exercise 2 if you need to add more items).
28. Press NEXT BLOCK.

Commodity/Accounting Information Screen - Accounting Block
29. Make sure COA (Chart of Accounts) is entered as 1.
30. TAB to the Index field, and then enter your index number. The Fund, Orgn, and, Prog, fields will
    default in.
31. TAB to the Account field, and enter the proper account number. If you have purchased a fixed asset,
    you must enter an account code beginning with 706.
32. TAB twice to the LOCN field. Enter a location code (a two-digit building code, followed
    immediately by your room number). Unless told otherwise, leave the Activity and Project codes
    blank.
33. Press NEXT BLOCK to access the Completion Block.

Balancing / Completion Block
34. To complete and post this purchase order, click on the Complete icon. You should get a message
    in the Auto-Help line saying: Document Completed and Forwarded to the Posting Process . If not,
    you may have marked it as In Process by mistake. To exit the form, but maintain the data for this
    purchase order, click on the In Process indicator.




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                               Banner Keystroke Chart
 FUNCTION                                 KEY COMMAND
 FORM
  Clear Form/Rollback                     Shift-F7
 BLOCK
  Next Block                              Ctrl-PgDown
  Previous Block                          Ctrl-PgUp
 FIELD
  Clear Item/Field                        Ctrl-U
  Duplicate Item/Field                    F3
  Next Item/Field                         Tab or Enter
  Previous Item/Field                     Shift-Tab
  Delete Backward                         Backspace
  Delete Character                        Delete
 RECORD
  Clear Record                            Shift-F4
  Delete Record                           Shift-F6
  Duplicate Record                        F4
  Insert Record                           F6
  Next Record                             Down Arrow
  Previous Record                         Up Arrow
  Next Set of Records                     Page Down
  Previous Set of Records                 Page Up
 QUERY
  Cancel Query                            Ctrl-Q
  Count Query Hits                        Shift-F2
  Enter Query                             F7
  Execute Query                           F8
  Exit with Value                         Shift-F3
  Wild Card                               %
 OTHER
  Save /Accept /Commit                    F10
  Exit                                    Ctrl-Q
  List of Values                          F9
  Applications Menu                       Alt key
  Print                                   Shift-F8
 CURSOR MOVEMENT
  Left                                    Left Arrow
  Right                                   Right Arrow
  Move Left One Word                      Ctrl-Left Arrow
  Move Right One Word                     Ctrl-Right Arrow
  Scroll Up                               Page Up
  Scroll Down                             Page Down
 HELP
  Display Error                           Shift-F1
  Help                                    F1
  Show Function Keys                      Ctrl-F1
Revised April 9, 2003

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Forms Included in the Electronic Requisitioner Role
Form Abbr.     Form Name            Form Description
FAIINVE        Invoice/Credit memo Allows the user to query internal invoices related to purchase orders,
               Query Form           displaying accounting information and due dates for a specific invoice.
FAICHKH        Check Payment        Allows you to view summary information about checks, including date and
               History Form         amount.
FAIVINV        Vendor Invoice       Allows you to look up a vendor’s invoice number and associate it with a
               Query Form           UMD document number.
FAIVNDH        Vendor Detail        Provides an online list of vendor transactions for all vendors in the system.
               History Form
FGIENCD        Detail Encumbrance Provides an online query of detailed activity for all encumbrances as well
               Activity Form        as remaining balances and transaction history.
FOAPOXT        Procurement Text     Allows the user to associate text with a specific document.
               Entry Form
FOICACT        Commodities and      Displays all commodities and accounting for a given document.
               Accounting for
               Review Form
FOICOMM        Commodities for      Displays all commodities for a given document.
               Review Form
FOIDOCH        Document History     Displays the document history and status of a given document, and relates
               Form                 requisitions, purchase orders, invoices, and checks.
FPAREQN        Requisition form     Used to enter requisitions online.
FPIOPOF        Open Purchase        Lists all open purchase orders filtered by index number.
               Orders by FOAPAL
               Form
FPIPOPOV       Purchase Orders by Lists all purchase orders sorted by vendor; you can filter by open, closed,
               Vendor Form          canceled po’s, and also by fiscal year.
FPIORQF        Open Requisitions by Lists all open requisitions filtered by index number.
               FOAPAL Form
FPIPOHD        Purchase Order       Provides summary information for all po’s
               Validation Form
FPIPURR        Purchase/Blanket/Ch Allows the user to view current or changed purchase order information.
               ange order Query
               Form
FPIREQN        Requisition Query    Provides the user the ability to query all information related to a specific
               Form                 requisition.
FTVLOCN        Location Code        Lists all location codes for the University, including inactive codes.
               Validation form
FWAPURR        Low Dollar PO Form Allows users to create a PO for $1,000 or less.
GUAMESG        General Message      Allows a user to view or send a message.
               Form
Form names in bold are specifically included in the documentation.




  Electronic Requisitioner Guide                                                                   Page 59
  Confidential Material                                                                Property of UMDNJ
Getting Help For Banner Finance
•    For changing or resetting passwords, technical or computer-related problems, or if the Banner forms
     do not seem to be working, call the Service Center at 3 - 3200 (732-743-3200).

•    For questions about Banner forms or fields, call Larry D’Ambrosa at (732) 235 - 9549 (New
     Brunswick). You can email Larry at dambrol@umdnj.edu. For scheduling information or help
     concerning training classes, please call Paula Barbosa at 2-3090, or email euctrain@umdnj.edu .

•    For questions about Purchasing services or policies, or about Banner, send email to
     purchasing@umdnj.edu, or go to their web site at http:/www.umdnj.edu/purchweb.

•    For questions about Accounts Payable services or policies, or about Banner, send email to
     accounts_payable@umdnj.edu, or go to their web site at
     http://www.umdnj.edu/cntrlweb/accounts%20payable%20home%20page.html.

•    For other finance related questions, you may want to look at the Controller’s Office web page. You
     can get there by clicking http://www.umdnj.edu/cntrlweb/.

•    If you need access to other Index numbers or other forms within Banner, please call your
     Business manager or Fiscal Rep.

•    On the UMD web site (http://www.umdnj.edu) you can go to:
     http://istweb.umdnj.edu/IST_services/training/banner/index.cfm . You can get to training
     schedules, course descriptions, download our internal documents, and see a list of Banner
     Frequently Asked Questions (FAQs).




    Electronic Requisitioner Guide                                                           Page 60
    Confidential Material                                                        Property of UMDNJ
Banner Purchasing / Accounts Payable Frequently Asked
Questions
Here is a list of some commonly asked questions concerning the Banner Finance system. The answers listed here are
intended to be as short as possible. All of these forms are discussed in detail elsewhere in this guide.

Purchasing - Related Questions
How do I track the progress of my requisition?
From the main menu, go to FOIDOCH. Type in REQ for the Doc Type and the requisition number for the Doc Code. Use
NEXT BLOCK. Next to the requisition number, you will see the approval status. An Approved status of A means it has
been approved by a business manager or fiscal rep. A status of C means it has completed, but not yet approved. This
screen will also show you if a PO number has been assigned and, if so, what the number is. You can also go to FPIREQN
for more detail.

How do I find my requisition number if I don't know it?
In Banner:
From a main menu, go to FPIREQN. Click on the Search icon, or press the F9 key. Press Enter Query. If you know the
requester's name, TAB to that field and enter it exactly. If you know the request date, TAB to that field and enter the date
format DD-MMM-YYYY (for example 01-JAN-2003). You can also TAB to Organization and enter your index number.
Once you entered your search criteria, press Execute Query.
In Self-Service for Finance:
Click on View Documents. Enter the appropriate document type. Click on the Document Number button. Make sure the
UserID is the ID of the person who created the document. Set any other additional information (dates, approval status,
etcetera). Click the Execute Query button. You should see a list of the documents that were created by the username you
entered, and that meet your criteria. You can click on the document number to view it.

How do I get a printout of my requisition or purchase order?
In Self-Service for Finance:
Go to View Document. Enter the document type and the document number. Click on View Document. Use the Print
feature in your web browser to print the entire req or PO.

How do I check the remaining balance on Purchase Orders or other encumbrances?
Go to FGIENCD. Type in the encumbrance number (Requisitions, PO's, and QPO's can be entered). Use NEXT BLOCK.
In the field labeled Balance: you will see the balance. Use NEXT BLOCK again. You will see a list of all transactions
posted against that encumbrance.

How do I determine whether a Vendor has been paid for a particular PO?
Go to FOIDOCH. Type in PO, press TAB, then type in the PO number. Use NEXT BLOCK. If a check has been cut, the
check number will show in the Check block of the form. If you want to see the details of the check, click on the Check
number, then click on the Document Inquiry button.

How do I track manually submitted P.O. change orders or close-out requests?
Go to FGIENCD. Type in the PO number. Use NEXT BLOCK.The field labeled Enc: will show you the encumbrance
amount. It should show the new amount. To see if a PO has been closed out, look in the field labeled Status:. It should
say C (for Closed).

How do I verify that a P.O. was charged to the right index/account?
Go to FPIPURR. Type in the PO number. Use NEXT BLOCK five times to move to the Accounting block. The index and
account will show on this screen. If there is more than one accounting string, the screen will show something other than
Seq#: 1 of 1. Press the DOWN ARROW to view additional records.


  Electronic Requisitioner Guide                                                                             Page 61
  Confidential Material                                                                          Property of UMDNJ
Accounts Payable - Related Questions
How do I know if and when a vendor has been paid?
• If you know the PO or req number: Go to FOIDOCH. Type in the document type (PO or REQ), press TAB if necessary,
then type in the document number. Use NEXT BLOCK. If a check has been cut, it will show in the Check block. To see
when the check was cut, click on the desired check number, then go to Options, Check Info. When you get to the Check
Payment History Form, you must enter 04 as the Bank: code. Use NEXT BLOCK. All the check information should show
on your screen.
• If you don't know the PO or req number: See How Do I Find A Requisition Number?, above, for instructions on how to
find a requisition number. Once you find it, use the instructions above.

If an item hasn't been paid for, can I see when a check is scheduled to be cut?
Go to FOIDOCH. Type in the document type (PO or REQ), press TAB, then type in the document number. Use NEXT
BLOCK. If an invoice has been entered, the number will show in the Invoice block. If no invoice number shows, an
invoice hasn't been entered by AP and you cannot tell when a check will be cut. If an invoice number shows, click to
select the Invoice number, then go to Options, Invoice Info to go to the Invoice Query Form (FAIINVE). Use NEXT
BLOCK. The vendor's invoice date shows in the Invoice Date: field. The date the invoice was entered into the system
shows in the Transaction Date: field. The date the check will be cut shows in the Payment Due: field.

How do I find a vendor number?
For many Purchasing and AP forms, you need to know a vendor number. To find a vendor number, click on any Vendor:
field. In the Entity Name/ID Search Form, TAB to the Last Name field. Type in the beginning part of the vendor name,
followed by a percent sign (be careful - the search is case sensitive!). Use Execute Query or click on the Search button.
Use the UP and DOWN ARROW keys or the scroll bars to view the results. If the vendor shows up, you can double-click
on the vendor number to return the number to your original form. If the vendor doesn't show up, use ENTER QUERY to
start a new search. Make sure you type the name in mixed case. You may also try to type in less of the name. Then follow
the directions again.

How can I find out what invoices were paid on a check?
Go to FAICHKH. Type in the check number. Type 04 in the Bank: field. Use NEXT BLOCK. Our internal invoice
number shows in the Document Number: field. The vendor's invoice number shows in the Vendor's Invoice Code:
field. If there are multiple UMD invoice numbers, use your UP and DOWN ARROW keys to move through the numbers.
The vendor invoice number on the right will change as you scroll through.

How do I see what has been paid to a particular vendor?
Go to FAIVNDH. Type in the vendor number (see How Do I Find a Vendor Number, above, if you don't know it). Click
in the Selection: field to choose All, Open, or Paid invoices, or Credit Memos. Use NEXT BLOCK. Use the vertical
scroll bars to view all transactions. Use the horizontal scroll bars to see more detail.

How do I see detailed information on an invoice?
Go to FAIINVE. Type in the invoice number. Use NEXT BLOCK. The first screen will show you pertinent dates, the
vendor invoice number, and the Due Date for cutting the check. Use NEXT BLOCK. This screen shows you what items
on the PO have been paid with this invoice (you may need to use your UP and DOWN ARROW keys to scroll through the
list of items). To see the accounting distributions, navigate to the Accounting Amounts block, then go to Options,
Accounting Distributions.




  Electronic Requisitioner Guide                                                                          Page 62
  Confidential Material                                                                       Property of UMDNJ
Non Salary Expense Account For Use With Electronic Requisitions
ACCOUNT   DESCRIPTION                        Utilities
   Materials & Supplies-Direct            701151     Utilities-Gas
701101    Computer Hardware               701152     Utilities-Electric
701102    Allocated Utility Cost          701153     Utilities-Oil
701103    Printing and Office Supplies    701154     Utilities-Water
701104    Vehicular Supplies              701155     Utilities-Sewer
701105    Microcomputer Software          701199     Automatic Supply Allocation

701106
          Household and Security             Interdepartmental Recoveries (IDTs)
          Supplies
                                          701202     Offset Printing IDT
701107    Clothing
                                          701203     Catering IDT
701108    Medical Supplies (Chargeable)
                                                     Video-Biomed Communications
701109    Drugs (Chargeable)              701204
                                                     IDT
          Intravenous Solutions           701205     Engraving IDT
701110
          (Chargeable)
                                          701206     General Stores IDT
701111    X-Ray Film
                                          701207     Bookstore IDT
          Blood and Blood Plasma
701112                                               Telecommunications IDT (Non
          (Chargeable)                    701208
                                                     Telepho
701113    Oxygen and Gas
                                                     Medical Supplies (Chargeable)
          Medical Supplies (Non-          701209
701114                                               IDT
          chargeable)
                                                     Intravenous Solutions
701115    Education Supplies              701210
                                                     (Chargeable)
701116    Clinic Supplies                            Medical Supplies (Non-
                                          701211
                                                     chargeable) I
701117    Library Binding
                                          701212     Uniform IDT
701118    Library Books
                                          701213     Drugs (Non-chargeable) IDT
701119    Library Journal Subscriptions
                                          701214     Dental Stores IDT
701120    All Other Supplies
                                          701215     Animal Care IDT
          Animals and Animal
701121
          Maintenance                     701216     Dietary Supplies IDT
701122    Library Media                   701217     Clothing Apparel IDT
701123    Food                            701218     Laboratory Supplies IDT
701124    Office Furniture                701219     Surgical Skin Closures IDT
701125    Implantable Medical Supplies    701220     X-Ray IDT
                                          701221     Equipment Storage IDT

 Electronic Requisitioner Guide                                                 Page 63
 Confidential Material                                              Property of UMDNJ
ACCOUNT   DESCRIPTION

701222    Equipment Management IDT        702116   Rent-Other
701223    Xerox IDT                       702117   Lease/Purchase
701224    Housekeeping Supplies IDT       702118   Laboratory Services-Internal
          Personal Computer Software-     702119   Administrative Expense
701225
          IDT
                                          702120   Medical Services Purchased
          Inventory
                                          702121   Recruiting Expenses
701301    Inventory Supplies
                                          702122   Records Management Services
701302    Inventory Issues
                                                   Educational Services
                                          702123
701303    Inventory Cost of Sales                  Purchased

701304    Inventory Adjustment            702124   Honorariums

701305    Inventory Discount              702125   Employment Agency Fees

701306    Inventory Freight               702126   Collection Agency Fees

701307    Inventory Storage               702127   Staff Training

          Inventory Late Payment          702128   Food Services Purchased
701308
          Charges
                                          702129   Bank Service Fees
   Services
                                          702130   Valet Parking Fees
702103    Video / Multimedia Production
                                          702131   Accrued Expenditures
          Household and Security
702104                                             Temporary Professional
          Service                         702132
                                                   Services
702105    Advertising
                                          702133   Statutory Review
702106    Subscriptions and Memberships
                                          702134   Audit Fees
702107    Legal and Investigative
                                                   Consulting & Research
                                          702135
702108    Subject Fees                             Services

702109    Postage                         702136   Other

          Entertainment and Meal                   Medical records and
702110                                    702137
          Functions                                Certificates

702111    Microfilm                       702138   Publication Cost

          Data Processing Services        702139   Shredding Costs
702112
          Purchased
                                          702141   PC Repairs
702113    Rent-Buildings and Grounds
                                          702142   Technology Training
          Rent-Records Management
702114                                    702143   PC Maintenance
          Storage
          Rent-Data Processing            702144   LAN Maintenance
702115
          Equipment

 Electronic Requisitioner Guide                                              Page 64
 Confidential Material                                           Property of UMDNJ
ACCOUNT     DESCRIPTION

702145      Technology Consulting           702179    Finova
702146      UMDware Computer Store             Long Distance Phone Service Expenses
702147      Medical Expense UHP             702181    Long Distance-Telephone

   Travel                                   702182    Long Distance-Calling Cards
702151      Air Travel                                Long Distance-Local Toll
                                            702183
                                                      Calls
702152      Land Travel
                                            702184    Long Distance-800 Service
702153      Mileage Reimbursement
                                                      Long Distance-Audio
702154      Hotel Accommodation             702185
                                                      Teleconference
            Meal Reimbursement-Travel                 Long Distance-Video Monthly
702155                                      702186
            Related                                   Charge
702156      Student Travel                            Long Distance-Video Monthly
                                            702187
                                                      Usage
702157      Travel
                                               Communications Services Clearing
702158      Subject Travel
                                            702191    Communications Services-Voice
702159      Foreign Travel
                                            702192    Communications Services-Data
   Insurance
                                            702194    CA Allocations
702161      Insurance-Crime
                                               Data Service
702162      Insurance-Fire/Property
                                            702196    Data Service-Inventory
702163      Insurance-Boiler
                                            702197    Data Service-Data Circuit
702164      Insurance-Automobile
                                                      Automatic Service Allocat-
702165      Insurance-General Liability     702198
                                                      Post FY96
702167      Insurance-Other                           Automatic Service Alloc-Pre
                                            702199
                                                      FY 96
   Local Phone Service Expenses
702170      Telephone                          Services-IDT

702171      Local Service-Cellular          702201    Interdepartmental Recoveries

702173      Local Service-Telephone         702202    Advertising IDT

702174      Local Service-One Time Charge   702203    Household and Security IDT

702175      Local Service-Voice Mail        702204    Special Events IDT

            Local Service-Video             702205    Records Management IDT
702176
            Conferencing                    702206    Arbitration Costs IDT
702177      Local Service-Video Usage       702207    Postage IDT
702178      Pagers                          702208    Microfilm IDT


 Electronic Requisitioner Guide                                                 Page 65
 Confidential Material                                              Property of UMDNJ
ACCOUNT   DESCRIPTION

702209    Data Processing IDT                Data Service IDT
702210    Library Computer Search IDT     702326    Data Service-Inventory IDT
702211    Shared Equipment Services IDT             Data Service-UMDnet
                                          702327
                                                    Activation IDT
702212    Vehicle Repair IDT
                                          702330    Pagers IDT
702213    Transportation Pool IDT
                                          702401    PC Repairs IDT
702214    Temporary Office Help IDT
                                          702402    Technology Training IDT
702215    Secretarial Pool IDT
                                                    UMDware Computer Store
   Local Telephone Service IDT            702403
                                                    Software IDT
702302    Local Service-Telephone IDT               UMDware Computer Store
                                          702404
                                                    Hardware IDT
          Local Service-One Time Charge
702303
          IDT                             702405    ACS Data Processing IDT
702304    Local Service-Voice Mail IDT    702406    SCT Data Processing IDT
          Local Service-Video              Maintenance Agreements (Recurring Maint.)
702305
          Conference IDT
                                          703101    RM-Building and Grounds
702306    Local Service-Video Usage IDT
                                          703102    RM-Vehicles
   Long Distance Service IDT
                                          703111    RM-Office Equipment
702311    Long Distance-Telephone IDT
                                                    RM-Household and Security
          Long Distance-Calling Cards     703112
702312                                              Equipment
          IDT
                                          703113    RM-Medical Equipment
          Long Distance-Local Toll
702313
          Calls IDT                                 RM-Education and
                                          703114
                                                    Rehabilitation Eqp
702314    Long Distance-800 Service IDT
                                          703115    RM-All Other Equipment
          Long Distance-Audio
702315
          Teleconfer IDT                     Non Recurring Maintenance
          Long Distance-Video Monthly     703201    NRM-Building and Grounds
702316
          Chg IDT
                                          703202    NRM-Vehicular Equipment
          Long Distance-Video Month
702317                                    703211    NRM-Office Equipment
          Usage IDT

    Communications Service Clearing IDT   703212
                                                    NRM-Household and Security
                                                    Equipmen
          Communication Services-Voice
702321                                    703213    NRM-Medical Equipment
          IDT
          Communication Services-Data               NRM-Education and
702322                                    703214
          IDT                                       Rehabilitation Eq
                                          703215    NRM-All Other Equipment



 Electronic Requisitioner Guide                                               Page 66
 Confidential Material                                            Property of UMDNJ
ACCOUNT   DESCRIPTION

                                           Bad Debt Expense
   Extraordinary
                                        705101    Bad Debt Expense
704101    Meal Allowance
704102    Deferred Compensation            Additions and Improvements

704103    RU Fringe Billed              706101    Building and Grounds

704104    Worker's Compensation         706102    Building Acquisition

704105    Municipal Retirement System   706103    Land Acquisition

704106    Cash Over/Short               706104    Demolition

          Scholarships,                 706105    Asbestos Removal
704107
          Stipends/Fellowships          706106    Signage
704108    Out Patient's Costs           706107    External Arch/Engr.
704109    Financial Aid                 706108    External Constr. Mgmt.
704110    Physical Examinations         706109    External Planning
704111    Reimbursement to Affiliates   706110    Owners Cost
704112    Sub-contracts                 706111    Artwork
704113    Sub-grants                    706112*   Vehicles
704114    Mortgage Escrow Fees          706115    Inspection Services
704115    Interest Expense and Income   706116    Permits and Fees
704116    Taxes                         706117    Survey Services
704117    Business Expense              706118    Testing Services
704118    Departmental Allotment        706122    Design Contingency
          Contributions and/or          706123    Project Contingency
704119
          Donations
                                        706124    Reimbursables
704120    Awards Refunded
                                        706125    Internal Finance Fees
704121    Expense Recovery
704122    Unbudgeted Award                 Equipment
                                        706131*   Office Equipment
   Overhead Expense
                                                  Household and Security
704124    Non - UMD Equipment           706132*
                                                  Equipment
704125    Equipment Retirement          706133*   Medical and Dental Equipment
704126    Loss on Sale of Investments             Education and Rehabilitation
                                        706134*
704127    IRB Fees                                Equipm

704128    Non Salary Allocations        706135*   Grant Equipment


 Electronic Requisitioner Guide                                             Page 67
 Confidential Material                                          Property of UMDNJ
ACCOUNT   DESCRIPTION

706136*   All Other Equipment
706137*   Computer Equipment
706138*   Workstations - Movable Equip
706199    Interdepartmental Recoveries

   Construction in Progress
706201    CIP-Capitalized
706202    CIP-Land
706203    CIP-Land Improvements
706204    CIP-Buildings
706205    CIP-Fixed Equipment
706206    CIP-Major Movable Equipment
          CIP-Architectural and
706207
          Engineering F
706208    CIP-Planning and Design
          CIP-Construction Management
706209
          Fees
706210    CIP-Construction Contingency

* - To be used for Capital
Equipmemt (tangible items over
$5,000)




 Electronic Requisitioner Guide                      Page 68
 Confidential Material                   Property of UMDNJ

								
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