PURCHASE REQUISITION TRAINING MANUAL. The following material describes how to use the screens associated with the Banner Purchase Requisition system.

Transcription

1 PURCHASE REQUISITION TRAINING MANUAL The following material describes how to use the screens associated with the Banner Purchase Requisition system. To Open the Program: Double click the Banner 7 icon on your desktop Click Banner-INB Forms 7/12/2007 1

2 Click Run Log on with your Banner username and password Click Connect or hit Enter on the keyboard 7/12/2007 2

3 To Research Existing Requisitions: Type FPAREQN in the Direct Access bar. Click the Search button 7/12/2007 3

4 Click the ENTER QUERY button Place your cursor in the REQUESTOR box and type your name (First then Last). You can search by any of the fields Organization, Vendor, etc. Then hit the F8 key or Execute Query button to run the query. Scroll through each requisition. When you locate the requisition you which to view, check to see if the COMPLETED box has a Y in it. If not, simply place your cursor in the Request # box and double click the mouse. If the COMPLETED box does have a Y in it, you may not access the document. When done viewing this list, click the Cancel query button 7/12/2007 4

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6 Beginning a Requisition 1. Check the vendor list to be sure the vendor is already in the system. Enter FTIIDEN in the Direct Access box and hit Enter on the keyboard The ID s are set up as letters pertaining to the vendor s name. In the ID Number box, type the first letter of the vendor s name followed by %. Then click the Execute Query button or hit F8 on the keyboard. 7/12/2007 6

7 Scroll through the list until you find the vendor you want. Remember/Write this ID down. You will need it later. If the vendor you need is not in the system, Regina Peeples with all the pertinent information about the vendor and request she add them to the list. 7/12/2007 7

8 Once you know the vendor is in the system. Click the Exit button main menu. to return to the 2. Type FPAREQN in Direct Access Press CTRL and PAGE DOWN on your keyboard or click the NEXT BLOCK button. 7/12/2007 8

9 Tab to DELIVERY DATE and double click in that box. Pick the delivery date. Click OK. Requestor and Organization should already populate for you. 7/12/2007 9

10 The required fields are Delivery date, requestor, Organization, Ship to, and Attention to. Tab through COMMENTS - PHONE and FAX. These fields are not required. Tab to SHIP TO Click the search button to select a location Tab to ATTENTION TO Enter your name or department Press Ctrl + Page Down, or click Next Block. Enter the Vendor code from Step 1. Vendor information will appear once you enter the code. 7/12/

11 Click the Save button or F8 on the keyboard. We do not use the DISCOUNT, TAX GROUP, or CURRENCY blocks. Click Ctrl + Page Down or click Next Block 7/12/

12 Comm - Do Not Use This Box. Tab to DESC. Type description of item or service you are ordering. Enter the Unit of Measure (U/M), Quantity, and Unit Price. Unit Price must include any discount! Do not complete Disc and Addtl Next click on the bottom left of the screen. 7/12/

13 Click Ctrl + Page Down or click Next Block Here you enter the following additional text about the item or service you are ordering: Department to deliver item to Name and phone extension Index and Account numbers Special instructions for Vendor/Purchasing/Shipping Typing XX means that it will skip a line Use the Down Arrow on the keyboard to move from line to line. If you do not enter this information here it will not be printed on the PO! 7/12/

14 When complete, click Save or press F8. Then click Exit Click Ctrl + Page Down or click Next Block Enter the Index (the department #) or click on the flashlight to search for it. 7/12/

15 Select the one that applies and click OK or double click it Tab to ACCT. Click on the flashlight and select the appropriate number. 7/12/

16 Tab through and do not enter anything in Prog, Actv, Locn, Proj, Ext, Disc, and Addtl Once the dollar amounts have been inserted, this page is finished. Click Ctrl + Page Down or click Next Block Print this Page prior to clicking COMPLETE 7/12/

17 Notice that the column to the right tells you that the requisition is balanced. That means that it is correct and there is money to pay for the item. Click Complete to be added later. if finished or click In Process if you have other items that will need 7/12/

18 To Cancel a Requisition or Make changes You will only be allowed to do this if everyone has not approved the requisition Go to FOADOCU. Next block to see existing requisitions 7/12/

19 Click the X under Deny Doc---the requisition is now disapproved (and has been taken out of the approval process so you can make necessary changes or delete it) Go to FPAREQN and enter requisition number and make necessary changes or delete. 7/12/

20 Helpful hints Watch the bottom left of your screen for messages from the system. For example, insufficient budget, which may appear after inserting account numbers. In this case, do not complete the requisition until your supervisor makes an amendment to that budget. How to start Requisition/Purchase Order Process? A. How do I find out if a vendor is in the system? FTIIDEN B. How do I create requisition? FPAREQN Complete Requestor/delivery information Complete item descriptions Correct way to do a blanket PO Using Multiple Accounts Item Text/ Document Text Complete/ In process button Req is completed now what? A. Who needs to approve Req? FOAAINP B. How do I view approval history? FOIAPPH C. What to do once a Req. is disapproved? GUAMESG D. Is Req approved? What is Req/PO number? FOIDOCH E. How do I delete a Req? Go to FPAREQN, type in Req. number: Record, Remove/ Delete, Delete (can only be used if Req is disapproved or not completed) F. How do I cancel or make changes to Req? FOADOCU (this can only be done if Req isn t approved. Purchase Order is finally complete. A. Complete RR (Receiving Report) referencing attached list is accepted agreed prices for services or products of blanket POs must be provided department that ordered/received is responsible for getting RR to Financial Services. B. How to check balance of PO? FGIENCD C. How to monitor open POs? FGIOENC D. How to Research existing Reqs? FPIREQN/ Query of Req E. How to Research existing POs? FPIPURR/Query of PO F. How to check available budget? FGIBAVL 7/12/