The Requisition Process

A Guide to Generating Banners Requisition for a Purchase Order

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

The Purchasing Process

Requisition
Purchase Order

Accounts Payable

Check

Bid

2
Purchasing Department

Invoice

4
8

10

6
7

Receiving Department

Files

5
Vendor

Now that you understand what position the requisition plays in the purchasing process,

lets begin

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

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

DO NOT CLICK ON THE SEARCH BUTTON ON THE RIGHT.

Note: Technically, this button is called the LOV button. It stands for list of values. When you click on it, a new window will open, and you can choose from a list of items that are available. You can also perform a search, which we will show you later in the presentation.

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

Then click on next block.

The latest version has replaced the options menu on the left side with tabs

Order date and transaction date will have defaulted in with the current date, as well as your contact information.

Enter a future date for the delivery date.

The comment field is optional.

Click on the LOV button to choose a delivery address.

Choose RECV then press OK.

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

Click the Options Menu Button, then on Document Text.

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

Save when finished.

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

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

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

Choose Entity Name/ID Search.

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

Banners search engine is case sensitive, so try all caps first.

Scroll down to see if the vendor youre looking for is listed here.

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

Scroll down to find your vendor.

Or click on the vendor name once to hi-light, then click on the select button.

Double click on the vendor name to bring it back to the requisition.

Click on next block. This will move page selection to the Commodity/Accounting tab

If it is not, click on the LOV button next to Seq# to pick another address.

Check the vendors address to make sure thats the right address to send a purchase order to.

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

The description field has limited space.

When the description is too long, keep typing till you run out of space. Then click on item text in the Options menu, to continue the description.

Notice the description from the previous page resurfaced here.

Click on next block.

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

Click the Exit button.

Notice the confirmation message.

Fill in the quantity.

Tab to U/M (Unit of Measure). Type in the measurement, or click on the LOV button to select from a list.

Notice Item Text is checked. Its an indication that the description for this item is continued in Item Text.

How much for each?

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

1. If only one item is being ordered, click on next block.

3. The description of the second item can be entered here.

2. Otherwise, keep tabbing until the cursor returns to the commodity description. Press the down arrow key from your keyboard to insert the next commodity.

Go through the same process as with the first item.

Theres no restriction to the amount of commodity you want to order. Just continue using each row for each item.

Notice the description to the second item is short. It does not need to continue in item text. Therefore, the item text box is not checked.

For training purposes, well order three items. This third item requires a continuation. So click on item text tab of the Options menu item.

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

Choose either yes to save, or no to erase what youd just put in. Then exit.

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

Unchangeable default: C (chart of accounts), Yr (fiscal year) Should be current year (July 1, - June 30).

Changeable defaults: Orgn (organization code), Prog (program code)

Make changes to Orgn code only if needed. Otherwise, tab to Acct and enter in the Acct code.

Skip Index code. Enter the fund code.

Consider the amount to be charged to this acct. You can choose to charge by % or by $.

To charge by %: Click on the box right below the % sign.

Tab over to USD and put in the percentage.

Tab through the USD section, and Banner will fill in the $ amount based on your percentage.

Notice the check mark is no longer there after Banner did the calculations.

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

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

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

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

Keep tabbing until the cursor gets to the second row of the FOAPAL accounting strings. Press the down arrow key on your keyboard to go to the second row.

Tab through to see the $ amount that is 75% of your commodity total.

Tab again to have the C and Yr filled in.

Notice the remaining commodity amount is specified here.

Fill in the Fund code.

Change Orgn to reflect the second cost center that will pick up the other 25% of the cost.

Continue to Acct code.

Again, check the % box.

Enter the percentage.

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

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

When everything is in balance, click on the Complete button.

Heres a summarization of the requisition. It is good practice to jot down the req number for future references.

Notice the confirmation message.

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

Enter the req # here to go back into the req and make changes. NOTE: The req # starts with an R, followed by 7 digits (numbers, not letters as in the letter O).

Click on next block until you get to the place that needs corrections and make the changes. Dont forget to click on complete once you are done.

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

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

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

For Document Type, choose REQ.

Enter the requisition number.

Click on next block.

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

This shows you where the items requested are to be charged, plus the amount on each.

When youre done reviewing, just exit.

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

Type in FOIDOCH. Then enter.

1. For Doc Type, put REQ.

2. Enter the req # (R_ _ _ _ _ _ _ )

3. Click on Next block to see the requisition and all other documents attached to it in the purchasing process.

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

This is how the Purchase Order

looks when printed

VENDOR COPY
Receiving address and ATTN line.

Information from Document Text.

Commodity description Item Text

REQUESTOR COPY

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

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