Arkansas State University. Internet Native Banner Initiating Requisitions

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1 Arkansas State University Internet Native Banner Initiating Requisitions Contents Creating a Requisition... 2 Checking the Status of My Requisition Deleting an Incomplete Requisition Denying a Requisition Canceling an Approved Requisition Finding a Requisition Number Inquiry Forms Revised February 2017

2 Creating a Requisition Check your budget availability on FGIBAVL. 1. Enter FPAREQN in the Go To field and press Enter 2. Click on the Next Block icon (or press the Ctrl + PgDn key simultaneously) 2

3 Requestor/Delivery Information Block 3. Tab to the Delivery Date field and enter the current date (enter a T and tab to default in today s date). 4. Enter Confirming for confirming invoices in the Comment field, otherwise leave blank. 5. The address listed in the Requestor/Delivery Information is where the PO will be sent. To add additional addresses, separate them using a colon (;) 6. Click on the Next Block icon to go to the Vendor Information tab 3

4 Vendor Information Block To search for a frequently used vendor, use the Vendor Quicklist on the Procurement web site: 7. To search in Banner, click on the Search icon next to the Vendor field 8. Click on the FTIIDEN link 4

5 For a vendor (non-person) search: 9. Using Mixed-Case, Tab to the Last Name field and enter a portion of the vendor s name using the wildcard (%) For example: Enter %Depot% to search for Office Depot 10. Click on the Execute Query icon or (F8 key) 11. Double-click on the vendor s ID to populate the ID in the Vendor ID field on the requisition form When the vendor does not exist in Banner, call Procurement Services for assistance. 5

6 After verifying the vendor does not exist, enter the Vendor s name in the Vendor Description field and enter the address information in the Document Text option. Do not include a person s social security number in the requisition. 12. Is the PO address correct? If not, click on the Address Type search icon 13. Scroll through the addresses to find the PO address. You MUST use the PO type. 14. Double-click on the Address Type field to select the address. When the address does not exist, click on the Exit icon. Enter the new address in Document Text. 6

7 15. Select Document Text from the Options Menu to enter additional text concerning the vendor and/or the order as a whole. 16. Enter the appropriate text in mixed-case (up to 50 characters/line) 17. To insert another line, click on the Next Record icon (press the down-arrow key) 18. Click on the Save icon and Exit. 19. Click on the Next Block icon to navigate to the Commodity/Accounting block For a person search: 20. Enter a portion of the Last Name and/or First Name using the % wildcard; For example: %Smith% (Use mixed-case) 21. Click on the Execute Query icon or (F8 key) 22. Double-click on the person s ID to populate the ID in the Vendor ID field on the requisition form 23. If the person does not exist in the system, please enter the name in the Vendor Description field and enter the address information in the Document Text option. Do not include a person s SSN in the requisition. 24. Click on the Next Block icon to navigate to the Commodity/Accounting block 7

8 Commodity/Accounting Block 25. Write down your requisition number. Use the Commodity Code List on the Procurement web site: to find the appropriate commodity description. 26. Enter the code in the Commodity Code field 27. Tab to the Description field 28. Remove the generic commodity description that populated 29. Enter the specific item description beginning with a noun 30. Select Item Text from the Options menu to enter more information in the Description field. Enter the appropriate text in mixed-case (up to 50 characters/line). To insert another line, click on the Next Record icon (press down arrow key). Click on the Save icon and then Exit 31. Tab to the U/M (unit of measure) field. The default is EA (Each). Click on the Search icon to select a different code 32. Tab to the Tax Group field. The default is U (default tax rate 8.5%). Click on the Search icon to select a different code 33. Tab to the Quantity field and enter the quantity desired 34. Enter the unit price in the Unit Price field (do not enter a $0 amount) 35. Tab until the cursor is located in the Commodity field again 36. Click on the Next Record icon (or the down arrow) to enter an additional commodity 37. Follow the same instructions to enter additional commodity lines 38. Click on the Next Block icon to navigate to the Accounting block J will default in the COA field. The current fiscal year will default in the Year field. 39. The Fund, Orgn, Acct, Prog will default in based on your Finance security and Commodity code. 40. Override the Fund, Orgn, and Prog as necessary. Do not override the Account. 41. Tab through the Amount fields to calculate all totals 42. To enter an additional FOAP, tab to the COA field 43. Click on the Next Record icon to enter the new FOAP 8

9 44. Pay close attention to the NSF Suspense checkbox. When checked, this indicates there is not sufficient funding in the account. Save and close the requisition and check the balances on FGIBAVL. The Budget office may need to override the NSF for certain requisitions. Contact the Budget Office at for budget assistance. 45. Click on the Next Block icon to navigate to the Completion block Balancing/Completion Block 1. Click on the Complete icon to complete the requisition. Make sure all Amount display a Status of BALANCED. Look at the Auto-Hint status line to confirm that the requisition is completed 2. Click on the In Process icon to save the requisition to complete at a later time 3. To return to a previous block to make changes, click on the Previous Block icon (Ctrl+PgUp on keyboard) 4. Write the requisition number on any documentation that will be sent to Procurement Services. If you do not have any back-up documentation, you do not have to send anything to Procurement Services. Print this page for your records if necessary. 9

10 Checking the Status of My Requisition 1. Click on the Check Banner Message link on the Main Menu a. A green check mark beside the link means new messages 2. The messages remain in pending status until you select the Complete radio button to delete them from the messages form 3. Click on the Save icon 4. Click on the Exit icon 10

11 Deleting an Incomplete Requisition *A requisition can only be deleted when the initiator does one of the following: does not complete the requisition, clicks on the In Process icon or denies the requisition. 1. Enter FPAREQN in the Go To field from the Main Menu 2. Press the Enter key on the keyboard 3. Enter the requisition document number in the Requisition field 4. Click on the Next Block icon 5. While still in the Header select Remove from the Records Menu 6. Select Remove Record again from the Record Menu- All Commodity and Accounting Records will be deleted 11

12 Denying a Requisition Note: Initiators can deny their own requisitions until the last person in the approval queue approves it. 1. Click on the Self-Service Banner (SSB) icon in mycampus. 2. Click on the Finance menu. 3. Click on the Approve Documents link. 4. Click Submit Query. 5. Click on the Disapprove link. 6. Click on the Disapprove Document button. Once this is done you will receive an stating the document has been disapproved. You can now login to Internet Native Banner (INB) and make corrections or delete the document. 12

13 Canceling an Approved Requisition *A requisition can be canceled after it has been approved. Please contact Procurement Services to help with canceling an approved requisition. 1. Enter FPARDEL in the Go To field from the Main Menu 2. Press the Enter key on the keyboard 3. Enter the requisition number in the Request Code field 3. Click on the Next Block icon twice 4. Click on the Reason search icon to select the reason for cancellation 5. Click on the Make Cancellation Permanent icon 6. Click on the Exit icon. 7. Notify Carol Barnhill in Procurement Services when cancelled. 13

14 Finding a Requisition Number If you have been timed out in the middle of processing a requisition or forgot to write down a requisition number, please use the following steps to find your requisition. 1. Go to FPAREQN 2. Click on the Search icon next to the Requisition field 4. On FPIRQST, click on the Enter Query icon (F7) 5. Tab oer to the Requestor Name field and type in the wildcard (%), the last name of the initiator and then the wildcard (%) again in mixed case. 6. Tab to the Request Date field. Type in the date the requisition was entered. The date format must be DD-MON-YYYY. 7. Click on the Execute Query icon (F8). 8. Double-click on the requisition number to complete it. Copying a Requisition to Create a New Request Only copy your own APPROVED requisitions. 1. Go to FPAREQN 2. Click on the Copy icon next to the Requisition field 3. Enter the requisition number you want to copy from. Press TAB to see the Vendor. Click on OK. 4. Complete the requisition by following the instructions on page 3 14

15 Inquiry Forms FPIREQN - Requisition Query The Requisition Query Form is the query form for the requisition. 1. Enter the Requisition Document Code 2. Click on the Next Block icon to navigate through the blocks. FOAAINP - Approvals 1. Enter the document number in the Document Code field 2. Click on the Next Block icon 3. The department that has not approved the requisition is listed under the Queue Description on the left side. The approver for that department is listed under User on the right side. The lowest number on the Queue Level is the next approver. If you have more than one level of approval, just use a mouse click (or page down arrow) to navigate to the next approver level. FOIAPPH - Document Approval History 1. Enter the document number in the Document Code field 2. Click on the Execute Query icon (F8 on keyboard) FOIDOCH Document History 1. Enter a Document Type in the Document Type field a. REQ-Requisition; PO-Purchase Order; INV-Invoice; CHK-Check; RCV- Receiving Document 2. Enter the document number in the Document Code field 3. Click on the Next Block icon 15

16 4. Click on the desired document number 5. Select the Information selection from the Options menu 6. To view what the status indicators are, select View Status Indicators from the Options menu Note: When looking at a check, enter 12 in the Bank field prior to clicking on the Next Block icon (enter 01 for checks printed prior to July 1, 2009) 16

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