eva Purchasing & Banner Receiving Manual

Transcription

1 eva Purchasing & Banner Receiving Manual

2 Compliance Employees are responsible for knowing and complying with established University and State policies and procedures when creating/approving requisitions and/or purchase orders, completing receiving reports, requesting/approving a direct payment (e.g. personal reimbursement), requesting/approving a travel reimbursement, authorizing/making corporate card (i.e. P-card and travel card) charges, or approving another employee's P-card transactions (authorized approver). Employees involved in the procurement process are responsible for proper planning to ensure that they initiate the requirement sufficiently in advance to allow necessary internal approval(s), administrative/procurement leadtime, and vendor delivery leadtime. Failure to plan does not constitute an emergency or sole source procurement. All documentation provided in support of a procurement or payment transaction must be factual and becomes public information. Vendors routinely review procurement files to satisfy themselves that the procurement was conducted fairly, ethically, and consistent with procedures. Falsifying any documentation (e.g. providing non-factual documentation supporting a purchase transaction, altering/creating vendor invoices, improper receiving of goods/services, etc.), are serious breaches of policy. Failure to comply with established University and State policies and procedures may result in revocation of the employee s system access to eva and/or corporate card privileges, even for a first offense. Deliberate or recurring noncompliance or failure to perform required duties may constitute cause for disciplinary action up to and including termination in accordance with the Employee Standards of Conduct, the University s Rules and Procedures, the Promotion and Tenure Policies and Procedures, the University Policy for Administrative and Professional Faculty and Faculty Holding Administrative Appointments, and/or any other applicable University procedure.

3 Table of Contents A. Login to eva B. Purchasing Card Setup C. Non Catalog Order D. Un-registered Vendor Order (Used to process non-registered Vendor pcard orders) E. Punch-Out Catalog Order F. Change Orders G. Vendor Search I. eva II. Banner (FTMVEND) H. Full Receiving I. Partial Receiving J. Adjust Receiving K. Deleting Incomplete Receiving L. Purchase Order Query Screen FOIDOCH M. Helpful Hints

4 A. Login Instructions August 16, Virginia Commonwealth University A-1

5 Login to eva as a Buyer You can log in with either option eva Account LOGIN: Enter your eva Username eva password, then click Log in OR Agency Account LOGIN: Enter your VCU e-id and password Click on the entity (VCU) to login and Continue A-2

6 B. Purchasing Card Setup August 16, 2017 Virginia Commonwealth University B-1

7 Click on Preferences on this screen. Note: You should only add your Purchasing Card information to your eva account. You should not have anyone else s card, information stored in your preferences. B-2

8 Click Mange PCard Information. B-3

9 Click Create New PCard. B-4

10 Enter your PCard Number on the first line and confirm your PCard Number on the second line. B-5

11 Enter a unique name that you would like to name your PCard. B-6

12 PCard Holder Name: Enter your name as it appears on the card. Personal Liability: Defaults to no. PCard Type: Defaults to Purchase Card. Expiration Date: Enter the expiration date as it appears on your card. Note: you will need to update the expiration when the Pcard expires. Click Submit B-7

13 This screen shows that your PCard information is updated click OK. B-8

14 The PCard information will update over night. You will not see it on your Shop Now screen until the next day. If you have more than one card, select Create New PCard to add additional cards. B-9

15 We do not share pcards do not use this option to add users to your pcard. B-10

16 When your purchasing card information has updated this screen will show the added PCard information. *NOTE: If you use the Purchasing card:* 1) The order will require the Account Code and Index Code. 2) The order will still follow the same Approval Flow. 3) The order will not go over to Banner. B-11

17 C. Non Catalog Order August 16, 2017 Virginia Commonwealth University C-1

18 Click emall (Shop Now) to start creating your requisition. C-2

19 You can either click on Requisition on the left side of the screen OR Create at the top of the screen. C-3

20 Title: Name this a title that would be unique to you and your area. On Behalf of: Will default to your name (should not be changed) Use PCard: Uncheck the box if you will not be using you Purchasing Card. (This box will only be visible if you have loaded your PCard information in your Preferences.) See section B for directions. PCard number: Will default. Agency: Will default to 236, which is VCU s agency number and should not be changed. Fiscal Year: Will default to the current fiscal year. PO Category: R01 unless the item is on the exempt list. If the order is for an exempt category item use X02. Procurement Transaction Type: select appropriate transaction type. Header Cross Reference DO NO USE this field must be empty Click Create Non-Catalog Item. C-4

21 Full Description: Enter the description of the item you are ordering. The description should be descriptive, so that electronic Vendors will understand your order. Also, the first 50 characters in this field will be the only information in this field that will be sent to Banner. Commodity Code: Click on the drop down box beside of commodity. To search for codes you will click on Search for more. C-5

22 Once you select Search for more it will take you to the screen to choose a commodity code. In the box with Field: Name put in the product or service you are ordering. Once you type in the name of the item then click Search. C-6

23 Once you click the Search box a list of commodities will be displayed. Click Select next to the appropriate commodity description. The Commodity Code is filled in by your selection. C-7

24 Click on the drop down box next to Supplier to select your Supplier (Vendor) and select Search for more. C-8

25 Choose the Supplier you would like to purchase from. You can do a search in the Field: Supplier Name box by the Supplier name or TIN. (Note: The best way to search is by TIN) C-9

26 Once you select the Supplier you need to make sure the contact information is correct. Click on the select box next to contact. If the registration type is Self Registered the po category should be (R01) if it is State entered the po category should be (R01). (Note: If you are doing a State entered Vendor order the Banner V# must be on the line(s) in the Non-registered Vendor DUNS# box.) Add contract numbers to orders when you know what the correct contract number is. You select the Contract list drop down box and select not on list and this will bring a box up in the Contract # field to type in the contract number. C-10

27 This is the screen you will go to choose your contact information. Choose the ordering address by clicking on the Select box next to the correct address. You should never click New when doing a self registered Vendor order or state entered Vendor order. C-11

28 Supplier Part Number: Is not required, but can be used for part number if you have one. Contract #: Is not required, but can be used for a contract number if you have one. Supplier Auxiliary Part ID: Is not required, but can be used if you have the information. Quantity: Enter the quantity of what you are ordering. Unit of Measure: Enter in the unit of measure. To search for other units, click on the field or use the drop down arrow. The pull-down list will store recently used units. Price: Enter the UNIT price. Click UPDATE TOTAL Click OK C-12

29 This is Checkout review your order for accuracy. To add additional lines check your existing line and click Copy. After you copy the item put a check in the box beside the copied line item. Click Edit. This will allow you to modify the copied line item. Put a check in the No. box to enter accounting for the whole order and select Edit Make sure you to select the correct po category. Registration type of Self registered is R01. C-13

30 Click on select to find the 6 Digit Index Code if you know the code you can type it in box. Click on select to find the Account Code if you know the code you can type it. After you have completed everything on this screen click Next. C-14

31 Confirm that the 6 digit index code and account code are correct and click Done. C-15

32 If you are going to use split accounting click Prev on the top of the Checkout screen. Select the line you would like to split by clicking Split Accounting for the appropriate line. C-16

33 If using split accounting change it to dollar amount only. eva will allow you to split by the other options listed, but the information sent to Banner needs to be in dollar amounts. (Ex. Second screenshot below) To add more split lines click Add Split once all lines have been updated click Update. If all split lines have been added click OK. C-17

34 If everything is finalized, click Next to proceed to checkout. C-18

35 Scroll down to the bottom of the Checkout screen Confirm the Ship To and Deliver To information and add Need by Date and any comments in the appropriate boxes. Also, remember to check the appropriate box if you want your comments to be visible to the vendor. Once everything is complete click the Submit button and you have completed your order. C-19

36 This is the screen once your order is submitted. To view the status of your order, select View. C-20

37 Now, you can see that your order is waiting to be approved in the To Do tab. Only the orders that are to non-electronic Vendors will come back for a final approval. Click Approve and follow the prompts. C-21

38 Once your order has been approved, you can see the order under My Documents and the status should be Ordered. Note: Do not give out the EP# until the order status shows Ordered and it is available in Banner. Click on the PR number or Title of the order you would like to print. C-22

39 Click on the EP# or PCO# on the line item to print a copy of the order. C-23

40 Click on Print. C-24

41 You will have another screen open up with the print out of your report. C-25

42 D. Un-Registered Vendor Order Used to process non-registered Vendor pcard orders August 16, 2017 Virginia Commonwealth University D-1

43 Click emall (Shop Now) to start creating your requisition. D-2

44 You can either click on Requisition on the left side of the screen OR Create at the top of the screen. D-3

45 Title: Name this a title that would be unique to you and your area. On Behalf of: Will default to your name (should not be changed) Use PCard: Uncheck the box if you will not be using you Purchasing Card. (This box will only be visible if you have loaded your PCard information in your Preferences.) See section B for directions. PCard number: Will default. Agency: Will default to 236, which is VCU s agency number and should not be changed. Fiscal Year: Will default to the current fiscal year. PO Category: X02 if for an exempt category item or R01 for all other non-registered pcard orders. Procurement Transaction Type: select appropriate transaction type. Confirming Order; Do Not Duplicate: select if doing a confirming order. Click Create Non-Catalog Item. D-4

46 Full Description: Enter the description of the item you are ordering. The description should be descriptive, so that electronic Vendors will understand your order. Also, the first 50 characters in this field will be the only information in this field that will be sent to Banner. Commodity Code: Click on the drop down box beside of commodity. To search for codes you will click on Search for more. D-5

47 Click on the drop down box beside of Supplier and select Search for more. D-6

48 Click New to add the Supplier (Vendor). D-7

49 Create the Un-registered vendor. You must enter the Supplier Name only. All other fields are not required. This information will not be saved. D-8

50 Now the Supplier has been added, click Select. The new Supplier will be at the bottom to select. D-9

51 Click select to add the location information. D-10

52 Click New to create contact information. D-11

53 You must enter all the fields. You need a valid address and Tax Id Number. The Phone number needs to be 10 digits separated with dashes. The Tax Id # needs to be 9 digits with no spaces. * For non-registered Pcard orders use the Federal Tax ID# of D-12

54 Leave the DUNS# field blank Once you have entered all the correct information in the fields, click Save. D-13

55 Once the information is saved, click Select. D-14

56 Fill in other fields as needed. Be sure to click Update Total after you have entered your quantity and price. Click OK. D-15

57 If you need to add more line after you have entered your first line item on your order you will put a check in the box beside the line item. Click Copy. *This is very important so your order has the same PCO# for all the lines.* D-16

58 After you copy the item put a check in the box beside the copied line item. This will make an exact duplicate of the line copied. Click Edit. This will allow you to modify the copied line item. D-17

59 You will typically modify the Description, Quantity, Unit of Measure, Price and Commodity Code fields with the next item you would like to order from this Supplier. A Supplier change is not acceptable. You must create a new Requisition if you want to order from a different Supplier. After you have made all of your changes click OK. D-18

60 Repeat the previous steps if you require additional lines. Scroll down to the bottom of the page and put a check in the first box. This will put a check in all the boxes next to each line item. Click Edit. D-19

61 Scroll down to the bottom of the page and add your accounting information there are no dashes in the Index Code. NOTE: Split Accounting is not available for the entire order only by line item. Click Next. D-20

62 This screen indicates that the new accounting information has been added to each line item. Review the accounting information for accuracy. Click Done. D-21

63 Ship to: Will default to you, but with the drop down you can select another building. Deliver to: Will default to your information, but can be changed by typing over the information. Put your room number first and then you last name. Enter the Need-by-date. You may add comments in the Comments Box. You must put a check in the appropriate box, if the information is to be submitted to the Supplier. Click Submit. D-22

64 This is the screen you will get once you have submitted your order. To view the status of your order, select View. D-23

65 If you are the creator of the requisition you will need to go to the To Do section of eva and approve your order after the department Approver has finished approving so, you receive PCO#. Click Approve and follow the prompts. D-24

66 Once your order has been approved, you can see the order under My Documents and the status should be Ordered. Note: Do not give out the EP# until the order status shows Ordered and the order is in Banner. Click on the PR number or Title of the order you would like to print. D-25

67 Click on the PCO# on the line item to print a copy of the order. D-26

68 Click on Print. D-27

69 E. Punch-out Catalog Order August 16, 2017 Virginia Commonwealth University E-1

70 Complete the Title Page. Click Add from Catalog. E-2

71 Select Punch out Catalog from drop down selection Type in the name of the Supplier and then click Search. Choose the Supplier (Vendor) you are looking for by clicking on the supplier s name. This will take you to the Supplier s Website. E-3

72 Once you get to the Supplier s Website you can search for the item(s) you are purchasing. E-4

73 Each Website is uniquely designed, so you may be asked to complete information before submitting your order. On the example below, once you have finalized your order you must click Submit to Requisition. This will submit your order to eva. E-5

74 The items that you selected from the Supplier s website are carried over to your eva requisition. The items are not editable. To make changes you must go back to the Supplier s PunchOut catalog. Also, you cannot order from different Supplier s. To add Accounting details place a check in the box for the line item and click Edit. E-6

75 Scroll down and add Index Code and Account Code in the spaces provided. Click OK. E-7

76 Scroll down to the bottom of the screen. Confirm the Ship to and Deliver to information and add Need by Date and any comments in the appropriate boxes. Also, remember to check the appropriate box if you want your comments to be sent to the Vendor. Click Submit. *Note: All PunchOut catalog orders are submitted electronically to the Supplier* *You will not be able to add shipping/freight this will be paid automatically within a reasonable amount when the Vendor invoices.* E-8

77 F. Change Orders August 16, 2017 Virginia Commonwealth University F-1

78 Go to My Documents at the bottom on my home tab to find the order. Click on the PR number that you are making the change to. F-2

79 Once you click on the PR number you will get this screen. Click Change to make your changes to the order. F-3

80 Click OK to confirm that this is the order you want to change. F-4

81 Once you get to this screen scroll down to the bottom. F-5

82 If you want to edit the line put a check in the box and click Edit. If you want to add another line, click Copy. If you want to delete a line change the price to zero. F-6

83 You may change the Description, Quantity, Unit of Measure, Price or Commodity Code. *You cannot change the Supplier or Contact.* Once you have made your changes, click OK. F-7

84 You can see your changes on this screen. F-8

85 Scroll down to the Comments field and give the reason for your change and put a check in the appropriate box. Click Submit. F-9

86 Your change order has been submitted for approval. F-10

87 This screen shows that the order is waiting for approval and you can see that a V2 has been assigned to show that this is a second version to this order. Change orders take 2 days from the approval date to show up in Banner. F-11

88 & Banner Finance G. Vendor Search I. eva II. Banner (FTMVEND) May 6, 2014 G. I-1

89 G.I eva Vendor Search Click on Reports and Resource Center. G. I-2

90 Open the report General Vendor Information (101) G. I-3

91 Select I want data for one vendor Select Vendor Tax ID Enter in the Vendor s Tax Identification Number (TIN). *Searching by the TIN# is the best way to search, contact the Vendor to get the information. Run the Report G. I-4

92 If the Vendor is in eva their name will show up on the screen with all of their information. Click on the eva Vendor ID to verify the correct address. Verify Vendor Registration type Self- Registered (R01) or State-entered (R01). G. I-5

93 If Vendor is not found in eva, but is already in Banner contact Vendor create at with the Banner V#. If Vendor is not found in eva and is not in Banner, the department is responsible for obtaining a W-9 or a completed substitute W-9 form from the vendor. The W-9 or substitute W-9 must be submitted to Vendor Create at vendinfo@vcu.edu. Please allow at least 48 hours to have the Vendor created in the systems. Once created you will receive an notification from Procurement Services. G. I-6

94 G. II Banner Vendor Search Vendor Search Open FTMVEND Form 1. Start Banner by going to 2. When the main menu (GUAGMNU) appears, open the FTMVEND form. Go method: a. Type FTMVEND in the Go field. b. Press ; the FTMVEND form appears. Menu Navigation method click the following items to open them: a. SCT Banner b. Financial [*FINANCE] c. Accounts Payable [*FINAP] d. Accounts Payable Table Maintenance [*FINAPTAB] e. Double-click Vendor Maintenance [FTMVEND] to open it. The key block of the FTEMVEND form appears. G. I-7

95 Go method, enter FTMVEND here and press Menu Navigation method, open menus and click Journal Voucher Quick [FTMVEND]. G. I-8

96 Select the down arrow to go to the Search form. G. I-9

97 TAB to the Last Name field Enter the name of the Vendor. This field is case sensitive. Enter a % sign at the end of the Vendor name to search for the first word of the name. Enter a % before and after the Vendor name to search for that word to be in any part of the name. Select Execute Query. G. I-10

98 Select the vendor from the list by double clicking on the ID number or Name. G. I-11

99 The vendor is inserted into the FTMVEND form. Select Next Block or press +. G. I-12

100 The vendor information populates at the bottom of the form. G. I-13

101 Select the Address tab to see the address of the vendor. Verify this is your vendor. The Registration Number is the DUNs#. G. I-14

102 To search for another vendor, select the Rollback icon in the top menu. G. I-15

103 Select the down arrow to search for another vendor G. I-16

104 Banner Finance H. Full Receiving Virginia Commonwealth University May 18, 2012 Banner Finance, Posting Receiving H-1

105 Department Banner Receiving Guidelines The receiving function is an important and necessary control in ensuring funds are expended appropriately. Receivers should view and inspect all items to verify receipt. If the Receiver is not certain of receipt, supporting documentation such as an from the employee (other than the Approver) who did verify receipt must be obtained. Receiving needs to be completed as soon as the merchandise or service has been delivered. Not receiving in a timely manner will delay payment to the Vendor. Verify merchandise or service was received before processing receiving report. Packing slip for goods or from the individual that received the merchandise or service should be included in the departmental files. Receiving should not be completed in Banner unless the Departmental Receiver has knowledge that the merchandise or service was delivered. No Banner Receiver Report should be completed from a verbal request. Banner Finance, Posting Receiving H-2

106 Posting Receiving Opening The FPARCVD Form 1. Start Banner by going to 2. When the main menu (GUAGMNU) appears, open the FPARCVD form. Go method: a. Type FPARCVD in the Go field. b. Press ; the FPARCVD form appears. Menu Navigation method click the following items to open them: a. SCT Banner b. Finance System Menu [*FINANCE] c. Purchasing and Procurement [*FINPURCH] d. Receiving Processing [*FINRECV] e. Double-click Receiving Goods [FPARCVD] to open it. The key block of the FPARCVD form appears. Go method, enter FPARCVD here and press. Menu Navigation method, open menus and click Journal Voucher Quick [FPARCVD] Banner Finance, Posting Receiving H-3

107 Open a Receiving Document: Type NEXT in the Receiver Document Code field to assign a document number. Click (Next Block) or press +. Banner Finance, Posting Receiving H-4

108 A new Receiver Document Code is assigned. Click (Next Block) or press + to advance to the Receiving Header. The Date Received is defaulted to today s date. This can be modified. The Received By field defaults to the person who logged in. This cannot be modified. The Receiving Method and Carrier are not required fields. Click (Next Block) or press + to advance to Packing Slip. Banner Finance, Posting Receiving H-5

109 Enter the packing slip information into the Packing Slip field. This can be numbers and/or letters. If no packing slip is received, enter information that will help your department identify the goods or service. Click (Next Block) or press + to advance to Purchase Order field. Banner Finance, Posting Receiving H-6

110 Enter Purchase Order number. Press the Buyer and Vendor fields. Receive Items selection is defaulted.. The PO information will populate Banner Finance, Posting Receiving H-7

111 Select Purchase Order Items [FPCRCVP] from top menu under Options. A new page will open. Banner Finance, Posting Receiving H-8

112 To Receive all Items select Receive All. Select Save Banner Finance, Posting Receiving H-9

113 The box will indicate that your line items have been saved. Select OK. Click to exit screen. Banner Finance, Posting Receiving H-10

114 Click (Next Block) or press + to advance to next Form. Banner Finance, Posting Receiving H-11

115 Each line on your Purchase order is shown individually. The Final Received flag is selected as a default. The Ordered amount is defaulted as Quantity Received. UOM is defaulted to Purchase Order choice. Click (Next Block) or press + Banner Finance, Posting Receiving H-12

116 Click (Complete). Banner Finance, Posting Receiving H-13

117 The message on Auto Help Line should indicate that the document has been completed. Click (Exit) to return to the Main Menu. Banner Finance, Posting Receiving H-14

118 Banner Finance I. Partial Receiving Virginia Commonwealth University May 18, 2012 Banner Finance, Posting Receiving I-1

119 Department Banner Receiving Guidelines The receiving function is an important and necessary control in ensuring funds are expended appropriately. Receivers should view and inspect all items to verify receipt. If the Receiver is not certain of receipt, supporting documentation such as an from the employee (other than the Approver) who did verify receipt must be obtained. Receiving needs to be completed as soon as the merchandise or service has been delivered. Not receiving in a timely manner will delay payment to the Vendor. Verify merchandise or service was received before processing receiving report. Packing slip for goods or from the individual that received the merchandise or service should be included in the departmental files. Receiving should not be completed in Banner unless the Departmental Receiver has knowledge that the merchandise or service was delivered. No Banner Receiver Report should be completed from a verbal request. Banner Finance, Posting Receiving I-2

120 Posting Receiving Opening The FPARCVD Form 1. Start Banner by going to 2. When the main menu (GUAGMNU) appears, open the FPARCVD form. Go method: a. Type FPARCVD in the Go field. b. Press ; the FPARCVD form appears. Menu Navigation method click the following items to open them: a. SCT Banner b. Finance System Menu [*FINANCE] c. Purchasing and Procurement [*FINPURCH] d. Receiving Processing [*FINRECV] e. Double-click Receiving Goods [FPARCVD] to open it. The key block of the FPARCVD form appears. Go method, enter FPARCVD here and press. Menu Navigation method, open menus and click Journal Voucher Quick [FPARCVD] Banner Finance, Posting Receiving I-3

121 Open a Receiving Document: Type NEXT in the Receiver Document Code field to assign a document number. Click (Next Block) or press +. Banner Finance, Posting Receiving I-4

122 A new Receiver Document Code is assigned. Click (Next Block) or press + to advance to the Receiving Header. The Date Received is defaulted to today s date. This can be modified. The Received By field defaults to the person who logged in. This cannot be modified. The Receiving Method and Carrier are not required fields. Click (Next Block) or press + to advance to Packing Slip. Banner Finance, Posting Receiving I-5

123 Enter the packing slip information into the Packing Slip field. This can be numbers and/or letters. If no packing slip is received, enter information that will help your department identify the goods or service. Click (Next Block) or press + to advance to Purchase Order field. Banner Finance, Posting Receiving I-6

124 Enter Purchase Order number. Press the Buyer and Vendor fields. Receive Items selection is defaulted.. The PO information will populate Banner Finance, Posting Receiving I-7

125 Select Purchase Order Items [FPCRCVP] from top menu under Options. A new page will open. Banner Finance, Posting Receiving I-8

126 Click (Next Block) or press + to advance to Purchase Order field. Banner Finance, Posting Receiving I-9

127 Select the line you need to receive items on by checking Add Item. *This selects the line to be moved to the Commodity Review Page* Banner Finance, Posting Receiving I-10

128 Select more lines if necessary. Select Save. Banner Finance, Posting Receiving I-11

129 The line items Saved will disappear from this page. The bottom message indicates they have been applied and saved. Select Exit to return to Receiving Form. Banner Finance, Posting Receiving I-12

130 Click (Next Block) or press + to advance to Purchase Order field. Banner Finance, Posting Receiving I-13

131 Tab to navigate to each box. Indicate Quantity Received in Current box. Tab to select U/M. Use scroll bar on the side to navigate to each line item. *If Partial Receiving, Do not select Final Received * Banner Finance, Posting Receiving I-14

132 Review all line items to ensure accurate amount received, Final Receiving if required and Unit of Measure. Click (Next Block) or press + to advance to Purchase Order field. Banner Finance, Posting Receiving I-15

133 Click (Complete) Banner Finance, Posting Receiving I-16

134 The message on Auto Help Line should indicate that the document has been completed. Click (Exit) to return to the Main Menu. Banner Finance, Posting Receiving I-17

135 Banner Finance J. Adjust Receiving Virginia Commonwealth University May 18, 2012 Banner Finance, Posting Receiving J-1

136 Department Banner Receiving Guidelines The receiving function is an important and necessary control in ensuring funds are expended appropriately. Receivers should view and inspect all items to verify receipt. If the Receiver is not certain of receipt, supporting documentation such as an from the employee (other than the Approver) who did verify receipt must be obtained. Receiving needs to be completed as soon as the merchandise or service has been delivered. Not receiving in a timely manner will delay payment to the Vendor. Verify merchandise or service was received before processing receiving report. Packing slip for goods or from the individual that received the merchandise or service should be included in the departmental files. Receiving should not be completed in Banner unless the Departmental Receiver has knowledge that the merchandise or service was delivered. No Banner Receiver Report should be completed from a verbal request. Banner Finance, Posting Receiving J-2

137 Posting Receiving Opening The FPARCVD Form 1. Start Banner by going to 2. When the main menu (GUAGMNU) appears, open the FPARCVD form. Go method: a. Type FPARCVD in the Go field. b. Press ; the FPARCVD form appears. Menu Navigation method click the following items to open them: a. SCT Banner b. Financial [*FINANCE] c. Procurement and Payment [*FINPURCH] d. Receiving Processing [*FINRECV] e. Double-click Receiving Goods [FPARCVD] to open it. The key block of the FPARCVD form appears. Go method, enter FPARCVD here and press. Menu Navigation method, open menus and click Journal Voucher Quick [FPARCVD] Banner Finance, Posting Receiving J-3

138 Open a Receiving Document: Type NEXT in the Receiver Document Code field to assign a document number. Click (Next Block) or press +. Banner Finance, Posting Receiving J-4

139 A new Receiver Document Code is assigned. Click (Next Block) or press + to advance to the Receiving Header. The Date Received is defaulted to today s date. This can be modified. The Received By field defaults to the person who logged in. This cannot be modified. The Receiving Method and Carrier are not required fields. Click (Next Block) or press + to advance to Packing Slip. Banner Finance, Posting Receiving J-5

140 Enter the packing slip information into the Packing Slip field. This can be numbers and/or letters. If no packing slip is received, enter information that will help your department identify the goods or service. Click (Next Block) or press + to advance to Purchase Order field. Banner Finance, Posting Receiving J-6

141 Enter Purchase Order number of an order that has already been partially or fully received. Press. The PO information will populate the Buyer and Vendor fields. Receive Items selection is defaulted. Banner Finance, Posting Receiving J-7

142 Select Adjust Items at the bottom of the page Select Purchase Order Items [FPCRCVP] from top menu under Options. A new page will open. Banner Finance, Posting Receiving J-8

143 Click (Next Block) or press + to advance to the Line Item selection Banner Finance, Posting Receiving J-9

144 Quantity Accepted indicates the amount that has been received previously. Select Add Item next to the line(s) that need to be Modified or Voided Select Save Banner Finance, Posting Receiving J-10

145 It will indicate that the lines you selected have been saved Select OK Banner Finance, Posting Receiving J-11

146 Select Exit to return to Receiving Form Banner Finance, Posting Receiving J-12

147 Click (Next Block) or press + to advance to next Form. Banner Finance, Posting Receiving J-13

148 Tab to navigate to each field. Indicate a Negative Amount in Quantity Received in Adjusted field. Use scroll bar on the side to navigate to each line item. Banner Finance, Posting Receiving J-14

149 If Voiding Receiving, ensure that all lines have been Adjusted. Click (Next Block) or press + to advance. Banner Finance, Posting Receiving J-15

150 Click (Complete) Banner Finance, Posting Receiving J-16

151 The message on Auto Help Line should indicate that the document has been completed. Click (Exit) to return to the Main Menu. Banner Finance, Posting Receiving J-17

152 Banner Finance K. Deleting Incomplete Receiving Virginia Commonwealth University May 18, 2012 Banner Finance, Posting Receiving K-1

153 Department Banner Receiving Guidelines The receiving function is an important and necessary control in ensuring funds are expended appropriately. Receivers should view and inspect all items to verify receipt. If the Receiver is not certain of receipt, supporting documentation such as an from the employee (other than the Approver) who did verify receipt must be obtained. Receiving needs to be completed as soon as the merchandise or service has been delivered. Not receiving in a timely manner will delay payment to the Vendor. Verify merchandise or service was received before processing receiving report. Packing slip for goods or from the individual that received the merchandise or service should be included in the departmental files. Receiving should not be completed in Banner unless the Departmental Receiver has knowledge that the merchandise or service was delivered. No Banner Receiver Report should be completed from a verbal request. Banner Finance, Posting Receiving K-2

154 Deleting Incomplete Receiving Check FOIDOCH to see if you have any incomplete receiving document codes. If the Status field is empty that is an incomplete receiver. Banner Finance, Posting Receiving K-3

155 Go to FPARCVD and open the Receiving Document you need to delete: Type the Y# in the Receiver Document Code field. Click (Next Block once) or press +. Banner Finance, Posting Receiving K-4

156 Select Remove from the top menu under Record Banner Finance, Posting Receiving K-5

157 The message on Auto Help Line should indicate that the document has been deleted. Banner Finance, Posting Receiving K-6

158 Banner Finance L. Purchase Order Query May 18, 2012 Virginia Commonwealth University L-1

159 Banner Query Screen Opening FOIDOCH Form 1. Start Banner by going to 2. When the main menu (GUAGMNU) appears, open the FOIDOCH form. Go method: a. Type FOIDOCH in the Go field. b. Press ; the FOIDOCH form appears. Menu Navigation method click the following items to open them: a. SCT Banner b. Finance System Menu [*FINANCE] c. Purchasing and Procurement [*FINPURCH] d. Purchase Order Processing [*FINPO] e. Purchasing Query [*FINPOQRY] f. Double-click Document History [FOIDOCH] to open it. The key block of the FOIDOCH form appears. Go method, enter FOIDOCH here and press Menu Navigation method, open menus and click Journal Voucher Quick [FOIDOCH]. L-2

160 Open a Query Type PO in the Document Type to assign the type of document you are querying. Press Tab on your keyboard to go to the Document Code field. This is where you will put in the Purchase Order Number you are querying. Select Next Block to populate the Purchase Order information. L-3

161 By highlighting the Purchase Order number, the Options menu gives you the Query for the Purchase Order. L-4

162 By highlighting the Invoice number, the Options menu gives you the Query for the Invoicing. L-5

163 Once your Query has opened, to advance to the necessary Forms Click (Next Block) or press +. The Payment Due Date is when the check is cut and mailed to the Vendor. L-6

164 If the Status of the invoice is R the receiving has not been completed or either it is not completed correctly. Note: the list on the right side of the screen shows what each Status Indicators mean. L-7

165 Highlighting the Check number, the Options menu gives you the Query for the Checks. L-8

166 Highlighting the Receiving number, the Options menu gives you the Query for the Receiving. If you have any receiver codes that do not have a C in the status refer to the Deleting Incomplete Receiving section of the manual on steps to remove. L-9

167 Once your Query has opened, to advance to the necessary Forms Click (Next Block) or press +. L-10

168 Click (Next Block) or press +. L-11

169 Click (Next Block) or press +. L-12

170 To exit from the Query and return to FOIDOCH, select the Black X from the top menu. L-13

171 & Banner Finance M. Helpful Hints Virginia Commonwealth University May 22, 2017 M-1

172 Helpful Hints Departments should not check the box to include comments/attachments on purchase requisitions over $10,000. If this box is checked the comment cannot be deleted by the end user. And the comment cannot be removed by Purchasing The Bypass ERP Integration box should only be selected when instructed to do so by Procurement Services Staff. The New button should only be used for un-registered Vendor information. This button is not used to correct, add, edit or remove information about a self- registered or state entered Vendor. DO NOT USE the Header Cross Reference field in eva must be left blank Shipping/Freight should not be added as an additional line on punch-out catalog orders. Accounts Payable will pay this as an additional amount within reason when the Vendor invoices. If a Vendor has a punch-out catalog available in eva it should be utilized. Failure to comply with VCU & State Rule/Regulations may result in temporary or permanent suspension from eva. o Formal or informal violations o Sharing passwords o Purchase card violations o Continued misuse of the system It takes 2 days for change orders to come over to Banner An order will not show up in Banner until is shows a status of Ordered Receiving required report should be used to identify purchase orders that have invoices posted in Banner, but do not have a corresponding receiving report. When creating an order in eva to a non-registered Vendor using a pcard, do not select State-Entered Vendors. This will result in an error message indicating the Vendor does not accept the pcard. When creating non-registered Vendor pcard orders must select the New option to enter the Vendor information. Pcard orders do not integrate to Banner, so no W-9 is required. Do not create State-Entered Vendors for any pcard orders. Bypass integration on foreign Vendor orders after you have verified the Vendor has a Vendor record (V#) created in Banner. If the is not in Banner please send a W-8 form to vendinfo@vcu.edu. The unit price should only have 2 places after the decimal in eva, so round up to ensure that the order integrates to Banner with the correct amounts. M-2