Banner Documentation

Online Requisitioning

Online Requisition Documentation

Table of Contents...... 1

Requisition Form (FPAREQN)...... 2-7

Fast Facts: Document Level Accounting Requisition...... 8

Fast Facts: Commodity Level Accounting Requisition...... 9

Clause Entry Form (FOACLAU)...... 10

Remove a Requisition...... 11

Approvals Notification Form (FOIAINP)...... 12

User Approval Form (FOAUAPP)...... 13

Fast Facts: User Approval Form (FOAUAPP)...... 14

Document Approval History Form (FOIAPPH)...... 15

Approval History Form (FOIAPHT)...... 15

General Message Form (GUAMESG)...... 15

Encumbrance/Reservations Approval Form (FOQENCB)...... 16

Invoice/Credit Memo Approval Form (FOQINVA)...... 16

Journal Voucher Approval Form (FOQJVCD)...... 16

Purchase Order Approval Form (FOQPACT)...... 16-17

Requisition Approval Form (FOQRACT)...... 17

Document Approval Form (FOAAINP)...... 17

Online Requisitioning

Creating

Requests for supplies, equipment, and services normally originate within departments through BANNER.

The requisition form consists of several windows. You use the Requisition Form (FPAREQN) form to initiate the procurement process and to define the header information, requestor, commodity data, accounting data, balancing/completion data, and various other optional data screens. It is on the Requisition Form (FPAREQN) that you enter the items and accounting distributions for a purchase requisition.

Querying

The Requisition Query Form (FPIREQN) serves as a companion query form for the Requisition Form (FPAREQN). It is on the Requisition Query Form (FPIREQN) that you query information about the requisition in BANNER.

All information attached to the requisition defaults into the various fields and windows on this form.

You cannot make any changes in a Query screen. All fields are protected against update.

Follow the steps as listed on the attached pages for the proper procedure to query an online requisition.

Questions

If you have any questions, please call the Purchasing Office at x1242, anytime.

Requisition Form (FPAREQN)

Requisitions are created in BANNER using the Requisition Form (FPAREQN). This form opens to the Requisition Form Header Window, with the cursor in the Request field.

  • Request: ‘NEXT’ to have the system generate a new request number, or perform <List> to retrieve an established requisition number from the Requisition Validation Form (FPIRQST). NOTE: If you select and view an existing requisition, the vendor defaults, if it was entered.
  • To copy data from a completed and posted requisition to a new requisition, perform <Copy>. The copy window of FPAREQN opens. Enter a value in the Request field, or perform <List> to select the appropriate requisition number. Use the vendor field to verify that you have selected the correct requisition. To copy the information from the old document to the new document, perform <Save>. The requestor, vendor, commodity, and accounting information are carried forward to the new document. All suspense flags are set to Y. You must navigate through the new requisition to remove the document from suspense and complete it.
  • Perform <Field Next>.
  • Vendor: four options as follows:

Type in the vendor number if you know it. NOTE: If you use the same vendor(s) frequently, keep track of the number(s) for easy entry.

Leave the Vendor field blank, and Purchasing will choose the vendor for you.

Query a Vendor (see the instructions below).

Perform <Field Next> to the Vendor name field, and type in the Vendor name. You will need to put the vendor address in Document Text (in the next block), if this is a new vendor that you have never used before in BANNER.

How to Query Vendors

  • While in the Vendor field, perform <Count Query Hits>. This will take you to the Vendor Maintenance Form (FTMVEND).
  • Vendor: Perform <List>. This will take you to the Entity Name/ID Search Form (FTIIDEN).
  • Perform <Field Next> to the Last Name Field
  • Type the first few letters of the vendor’s name, followed by a wildcard (%). (Example: Type App% which equals Apple Computer, Inc.)
  • Enter ‘Y’ in the V column.
  • Perform <Query Execute>. If this query does not find the vendor, and it is a vendor that is commonly used, execute the query this way: Type a % before the first few letters of the vendors name, followed by a %. (Example: %App% which equals Apple Computer, Inc.)
  • Make sure your cursor is on the vendor you want to select.
  • Perform <Select>. BANNER will take you back to the Vendor Maintenance Form (FTMVEND).
  • To view the address to which the purchase order will be sent, perform <Block Next> twice until you are at the Vendor Address block of the form.
  • Perform <Record Next> until ‘BU’ is displayed in the Type Code block. This is the Purchasing address to which your order will be sent. If there is more than one Purchasing address, please note which address you would like Purchasing to use in the <Document Text>.
  • Perform <Exit>. This will take you back to the Requisition Header block, and the vendor number will default to the one you selected.
  • Perform <Field Next> one selection, and the vendor name will default into the header.
  • Choose <Block Next>.

The Requestor Window

On the Requestor Window, you identify the transaction and delivery dates, the requestor, the chart of accounts, and the organization. You can also enter and view document text in this window. If you are using a new vendor, you will type the address for the vendor in the document text selection (see instructions below). You must enter the Transaction date, the Deliver By date, the Requestor, Chart of Accounts (B) and Organization for your department before you can complete and approve the requisition.

  • Transaction: Enter today’s date. (Today’s date automatically defaults, but you may enter another date over it, provided that it is in an open accounting period).
  • Deliver By: Enter date. It must be later than the date you enter as the transaction date.
  • Requestor: Enter the name of the Requestor. NOTE: This field is printed on the Monthly Budget Statements, so make it understandable.
  • Phone: Enter the phone number of the requestor (Optional)
  • Chart of Accounts: ‘B’ will default.
  • Organization: Enter your department organization code that you want to use for this requisition.
  • Document Level Accounting: Leave checked for document level accounting, or uncheck for commodity level accounting.
  • Select <Document Text> (Optional). See below for instructions. NOTE: Special “ship to” instructions should be entered as document text. Perform <Next Block>.

Entering Document Text

Document Text is used to add pertinent information to the requisition for the Purchasing Department. Examples: (1) Ship-To address (2) A new vendor address, fax and phone number (3) Notes to the Purchasing Department. Document text is not printed on the Purchase Order unless Purchasing and/or the Department deems necessary.

  • Select <Document Text>. Perform <Block Next>.
  • Text: Type your text. To type in the next blank line, perform <Record Next>. NOTE: Separate different items in document text with a row of asterisks.
  • Perform <Save>.
  • Perform <Exit>. Perform <Block Next>.
  • At the top of the screen, your Requisition number will appear. Write the Requisition number on your back up.

Document Indicators Window

The Document Indicators Window will be programmed for the Document Level Accounting, with NSF Checking active. This means that if you overdraw your account, you will receive a warning for all NSF funds.

Requisition Commodity Data Window

On the Requisition Commodity Data block, enter descriptive and quantitative information about the commodity you request.

  • Your cursor appears in the Commodity field.
  • Commodity: Leave blank. Commodity codes are not being used at this time.
  • Desc(ription): Enter the description for the commodity.
  • Select <Line Item Text> (Optional). If you need to type additional text for the commodity, see the instructions below for Line Item Text.
  • U/M (unit of measure): If you do not know what unit of measure to use, select the U/M List of Values, and select from the choices given.
  • Quantity: Enter Quantity
  • Unit Price: Enter the Unit Price
  • Extended Price: automatically defaults, after the unit price is entered.
  • Document Level Accounting: If you want to enter more than one commodity and you chose document level accounting, perform <Record Next> to enter another commodity. This will give you a fresh screen to insert the appropriate information for the next commodity on this requisition.
  • Commodity Level Accounting: If you want to enter more than one commodity and you chose commodity level accounting, you must perform <Block Next> and enter the accounting to be attached to the commodity. (Go to Requisition Accounting Data Window and follow the procedures.)
  • After all commodities are entered, perform <Block Next>.

Entering Additional Information to the Desc(ription)

Sometimes, the description field does not give enough room for critical information. To add additional information on a commodity, use Line Item Text.

  • Select <Line Item Text>. This takes you to the Procurement Text Entry Form (FOAPOXT). Perform <Block Next>.
  • Text: Type the text you want to be included on the Purchase Order (Example: Part Numbers, Serial Numbers, Specific Descriptions, Sizes, Special Instructions). Whatever you type in here WILL be printed on the Purchase Order (unless Purchasing decides otherwise).
  • To type in the next blank line, perform <Record Next>.
  • After all text is entered, perform <Save>.
  • Perform <Exit>. This will take you back to the Requisition Commodity Data Block.

Navigation Options:

Review Commodities

This screen will let you review all the commodities tied to this requisition. To view, select <Review Commodities>.

Requisition Accounting Data Window

Use the Requisition Accounting Data Window to enter account distribution data for either the requisition document in total or to the individual commodities.

Vendor & Commodity Data default into the header of this window, and are display only here.

  • COA (Chart of Accounts): ‘B’ will default.
  • Fund: Enter the appropriate Fund for your department, or let default when the Orgn code is entered.
  • Orgn: Enter the appropriate Organization for your department, or let default from the Requestor window.
  • Acct: Enter the appropriate Account code.
  • Percentage/Amount: Enter the amount to be charged to the accounting distribution you just entered, either by typing in a percentage, or by entering the amount. If it is 100%, just type in 100 in the Percentage field. If it is 50%, type 50 in the Percentage field.
  • If you want to divide the accounting between more than one FOAPAL, follow the below instructions.
  • Commodity Level Accounting: If you are using commodity level accounting and wish to enter another commodity, perform <Block Previous> to return to the Requisition Commodity Data window.
  • Perform <Block Next>.

Dividing the Accounting Distribution

To divide the accounting distributions, follow these instructions:

  • Enter the accounting distribution and amount or percentage for the first record
  • Perform <Record Next>.
  • Enter the accounting distribution and amount or percentage for the second record
  • Repeat if you need to add more accounting distributions.
  • When you are finished entering all commodities and accounting distributions, perform <Block Next>.

Balancing/Completion Window

This is the final screen of the requisition. You can choose whether you would like to complete the requisition, or to save it, and continue at another point.

If you would like to look at the information that you have entered on the requisition before you complete it, you may perform <Block Next> to return to the previous pages of the requisition. NOTE: In the Requisition Commodity Data block, you must remove the check in the Access Completion field to be able to see the Requisition Accounting Data block. If you do not remove the check, you will go straight from the commodity data to the completion page, skipping the accounting data.

Choosing COMPLETE

This will complete the requisition, forwarding it through the approval process. After the completed requisition is approved, it will automatically be processed through to the Purchasing Department.

Choosing IN PROCESS

This will save the requisition information you have input, but will not complete it, or forward it through the approval process. It is your responsibility to complete this requisition.

Fast Facts: How to Create an Online Requisition

Document Level Accounting

Go to the Requisition Form (FPAREQN).

  1. Request: ‘NEXT’
  2. Vendor: Enter vendor number or <List> to search for vendor. This field may also be left blank for Purchasing to decide the vendor. Perform <Block Next>.
  1. Deliver By: The date commodity is needed.
  2. Requestor: The requestor name.
  3. Phone: The requestor telephone number.
  4. Chart of Accounts: ‘B’
  5. Organization: departmental Organization code.
  6. Document Text: Enter the “Ship To” address, vendor address, or other important information for Purchasing. Perform <Block Next>.
  1. Commodity: Leave blank.
  2. Desc: Enter the description of the desired commodity.
  3. Line Item Text: Enter additional commodity information if necessary.
  4. U/M: unit of measure
  5. Quantity: number to purchase
  6. Unit Price: amount per unit of measure
  7. To add more commodities, perform <Record Next> and repeat steps 10-16. Perform <Block Next>.
  1. COA: ‘B’
  2. FUND, ORGN, and PROG: Enter the appropriate accounting distribution
  3. Amount or Percentage: Enter the amount or the percentage of the purchase for the accounting distribution. To add more accounting distributions, perform <Record Next> and repeat steps 17-19. Perform <Block Next>.
  4. Perform <Complete> to forward the requisition to the posting/approval process or perform <In Process> to save the requisition and not forward it to the posting/approval process.
  5. Perform <Exit> to return to menu.

Fast Facts: How to Create an Online Requisition

Commodity Level Accounting

Go to the Requisition Form (FPAREQN).

  1. Request: ‘NEXT’
  2. Vendor: Enter vendor number or <List> to search for vendor. This field may also be left blank for Purchasing to decide the vendor. Perform <Block Next>.
  1. Deliver By: The date commodity is needed.
  2. Requestor: The requestor name.
  3. Phone: The requestor telephone number.
  4. Chart of Accounts: ‘B’
  5. Organization: departmental Organization code.
  6. Document Text: Enter the “Ship To” address, vendor address, or other important information for Purchasing. Perform <Block Next>.
  1. Commodity: Leave blank.
  2. Desc: Enter the description of the desired commodity.
  3. Line Item Text: Enter additional commodity information if necessary.
  4. U/M: unit of measure
  5. Quantity: number to purchase
  6. Unit Price: amount per unit of measure
  7. Perform <Block Next>.
  1. COA: ‘B’
  2. FUND, ORGN, and PROG: Enter the appropriate accounting distribution
  3. Amount or Percentage: Enter the amount or the percentage of the commodity for the accounting distribution. To add more accounting distributions for that commodity, perform <Record Next> and repeat steps 16-18.
  4. To add another commodity to the requisition, perform <Block Previous> and repeat steps 9-19. When you have entered all the commodities and accounting distributions, perform <Block Next>.
  5. Perform <Complete> to forward the requisition to the posting/approval process or perform <In Process> to save the requisition and not forward it to the posting/approval process.
  6. Perform <Exit> to return to menu.

Clause Entry Form (FOACLAU)

The Clause Entry Form (FOACLAU) is used to create and maintain clauses for requisitions and purchase orders.

If you have text that you use frequently, you can create a clause. The clause number should be easily remembered letters that correspond to your clause.

Creating a Clause

  • Enter the Clause Number: Use letters. Perform <Block Next>.
  • Enter a brief description of the Clause. Perform <Block Next>.
  • Enter your text.
  • Perform <Save>. Perform <Exit>.

Entering a Clause onto a Purchase Order or Requisition

  • Go to the header block.
  • Select <Document Text>. Perform <Block Next>.
  • Perform <Field Next> once to the Clause # Field, and enter the appropriate Clause #.
  • Perform <Record Next>.
  • Perform <Save>. Perform <Exit>.
  • You can now continue with your Requisition or Purchase Order.

Note:

  • You will not be able to see the actual clause text on your Purchase Order or Requisition until it is printed.
  • You can enter additional text before or after your clause.
  • You cannot enter a clause # and text on the same line.

Querying and Modifying Clauses

To see or change what a clause states, go into the Clause Entry Form (FOACLAU).

  • Enter the Clause Number you want to view (Or click on “Clause Number” for a listing). Perform <Block Next>.
  • View text. If you want to make any changes, you can do so at this point. Type over existing text.
  • If changes were made, perform <Save>. Perform <Exit>.

Remove An ‘In Process’ Requisition

A requisition that has been entered into BANNER and labeled ‘In Process’ can be removed from the system.

  • Go to the Requisition Form (FPAREQN).
  • Request: Enter the request # or perform <List> and <Select> the appropriate requisition.
  • Perform <Block Next> twice to the Requisition Commodity Data Block.
  • Access Completion: Do not <Select>.
  • Perform <Block Next> to the Requisition Accounting Data Block of the Requisition Form (FPAREQN). Perform <Record Remove>.
  • Perform <Block Previous> and <Record Remove> two times, or until the header block is removed. NOTE: The hint line will contain “Deletion of Requisition is Completed”.

Remove A ‘Complete’ Requisition