INSTRUCTIONS FOR ENTERING AN ELECTRONIC REQUISITION IN BANNER 9. BRCC Purchasing

Transcription

1 INSTRUCTIONS FOR ENTERING AN ELECTRONIC REQUISITION IN BANNER 9 BRCC Purchasing

2 STEPS FOR ENTERING AN ELECTRONIC REQUISTION IN BANNER 9 1. Once you have logged into Banner, the Welcome screen will appear. Type in FPAREQN, then Enter or click on options given in listed below. (Page #). You must be Production mode so always check the upper left corner of the screen for (PROD)(BRCC). If it lists (NULL)(NULL) or (PROD)(NULL) then you must logout COMPLETELY and close the browser window to get back to production mode. 2. On the FPAREQN screen input NEXT, leave blank or input your own personal requisition number. By inputting NEXT or by leaving blank, Banner will automatically assign the next available requisition number (this Banner assigned requisition number will begin with an R and 7 numbers). Or you may input your own unique requisition numbering system (should be eight digits with letters and numbers) that you have created for your department/division. Keep a log sheet of the requisition number that you or Banner has assigned to each requisition. You can then use this requisition number to check on the requisition s progress on Self Service Banner or BannerXE 9 by going to FPIREQN. Click Next Block Down Arrow lower left corner of screen. (Page #) 3. On the Requisition Entry: Requestor/Delivery screen, input the following (Page #) Delivery Date (desired delivery date or anticipated delivery date based on quote from vendor) Requestor (your name) Organization number Phone (your phone number) Ship To (your campus or delivery location- use BRCCRC for Mid City or CONFNG if PO is for confirming purposes only) Attention To (if this is not automatically filled in then complete with your name or the person that will be receiving the delivery) SAVE before going to next screen Click Next Block Down Arrow lower left corner of screen. 4. Vendor Information screen, input Vendor. This is done by either entering the vendor s Banner number (starting with a N or L and is followed by 8 numbers) or searching for the vendor see (Pages 9-11) 4.1 To Search for a vendor by name: Click on box next to blank vendor name space the Option List will appear. Click on Entity Name/ID Search (FTIIDEN)

3 4.2 On the Entity Name/ID Search (FTIIDEN) screen choose the search criteria that you would like to use. See left side of screen Add Another Field. If you want to search by the vendor name choose Last Name. Input vendor name making sure to include the wildcard symbol % in front of and at the end of your search word(s). You can choose search options such as: Contains, Starts With, Ends With, etc. in order to make your search more specific. Click on the Go button on the right side of the screen. 4.3 On Entity Name/ID Search (FTIIDEN) screen, a list of vendor choices will appear. Double click on the correct vendor and you will be transferred back to the Vendor Information screen. If you do not find the vendor listed or if you know it is a new vendor, please submit a W-9 to Purchasing (Bland Washington and Hilary Stephenson). (page 11) 5. On the Vendor Information screen, Click Related (upper right hand corner of screen), Click on Document Text FOAPOXT, Click on the Green Go button on the upper right hand corner of the screen. On the FOAPOXT screen under Text type in general information about the purchase (Page 12). Use down arrow on keyboard to get additional lines. Example information: Requestor s name Purpose for Requisition State Contract Number and Item Line Number Any information that will explain the purchase to the approver, buyer and auditors. Click on Save lower right hand corner of screen. Click on X in the upper left corner of screen to return to the Vendor Information screen/tab. Click Next Block Down Arrow lower left corner of screen. 6. On the screen/tab Commodity/Accounting Nothing is entered under the Commodity Box. Click in the Description Box enter in a brief description of the item, U/M (Unit of Measure for example each or lot), Quantity and Unit Price. Use down arrow on your keyboard to enter a second line item. After you have entered in all line items, click Next Block Down Arrow lower left corner of screen. To input additional description or information relating to a specific line go to Related in the upper right corner of your screen the click on Item Text, Click GO, after detailed information is enter on the lines click on Save, click on X in upper left corner to get back to Commodity/Accounting. Click Next Block Down Arrow lower left corner of screen. (Page 13). 7. On the Commodity/Accounting screen (Looks like previous screen but now you have access to the bottom half of the screen). Index box leave this blank, Fund enter in the fund code, Acct enter in account code (be sure to include the campus code B_), Prog enter in program code unless computer has already fill this in correctly. After codes have been entered you must check the far left corner NSF Suspense. If the box next to this is checked then there are not funds available for this requisition. Do not complete the requisition until you have contacted the Office of Accounting of Finance to get the necessary funds transferred.

4 8. On the Balancing/Completion screen, review to see that Status is balanced. Click Complete. 1. Once you have logged into Banner, the Welcome screen will appear. Type in FPAREQN, then Enter or click on options given in listed below. (Page #) BANNER MAIN SCREEN

5 Type in FPAREQN and hit Enter or click on (FPAREQN) 2. On the FPAREQN screen input NEXT, leave blank or input your own personal requisition number. By inputing NEXT or by leaving blank, Banner will automatically assign the next available requisition number (this Banner assigned requisition number will begin with an R and 7 numbers). Or you may input your own unique requisition numbering system (should be eight digits with letters and numbers) that you have created for your department/division. Keep a log sheet of the requisition number that you or Banner has assigned to each requisition. You can then use this requisition number to check on the requisition s progress on Self Service Banner or Native Banner by going to FPIREQN. Click Next Block Down Arrow lower left corner of screen. (Page #)

6 Step 2 - leave blank or input your own personal requisition number and click green Go button Next Block Arrow 3. On the Requisition Entry: Requestor/Delivery screen, input the following: (Page #) Delivery Date (desired delivery date or anticipated delivery date based on quote from vendor); Requestor (your name); Organization number; Phone (your phone number); Ship To (your campus or delivery location- use BRCCRC for Mid City or CONFNG if PO is for confirming purposes only); Attention To (if this is not automatically filled in then complete with your name or the person that will be receiving the delivery) SAVE this screen then Click Next Block Down Arrow lower left corner of screen.

7 Fill in these fields 4. Vendor Information screen, input Vendor. This is done by either entering the vendor s Banner number (starting with a N or L and is followed by 8 numbers) or searching for the vendor

8 Enter Vendor Number if you have it or click on the drop down box ( ) to search for a vendor

9 4.1 Search for Vendor name. On the FTIIDEN screen search under Last Name and use % as a wildcard. Click Go button bottom left corner to search. To search by name click on FTIIDEN

10 4.2 On the Entity Name/ID Search (FTIIDEN) screen, choose Last Name then input vendor name making sure to include the wildcard symbol % in front of and at the end of your search word(s). Click on Go button on the bottom right corner of screen Choose Last Name to search by vendor name. Use % as a wild card symbol. This search is case sensitive. Example enter %Scott E% to search for Scott Equipment. Click the Go button on the right side of screen.

11 4.3 On Entity Name/ID Search (FTIIDEN) screen, a list of vendor choices will appear. Click on the correct vendor then on the SELECT button and you will be transferred back to the Vendor Information screen. If you do not find the vendor listed or if you know it is a new vendor, please submit a W-9 to Purchasing (Bland Washington and Hilary Stephenson). Click on correct vendor choice and click on SELECT 4.4 Banner will send you back to the Vendor Information screen.

12 5. In the Vendor Information screen, Click Related (upper right hand corner of screen), Click on Document Text FOAPOXT), Click on the Green Go button on the upper right hand corner of the screen. On the FOAPOXT screen under Text type in general information about the purchase. Use down arrow on keyboard to get additional lines. Example information: Requestor s name Purpose for Requisition State Contract Number and Item Line Number

13 Any information that will explain the purchase to the approver, buyer and auditors. Click on Save lower right hand corner of screen. Click on X in the upper left corner of screen to return to the Vendor Information screen/tab. Click Next Block Down Arrow lower left corner of screen. Step. 1 Enter document text Step 2. Save Text Step 3. Close this screen after saving text 6. On the screen/tab Commodity/Accounting Nothing is entered under the Commodity Box. Click in the Description Box enter in a brief description of the item, U/M (Unit of Measure for example each or lot), Quantity and Unit Price. Use down arrow on your keyboard to enter a second line item. After you have entered in all line items, click Next Block Down Arrow lower left corner of screen. To input additional description or information relating to a specific line go to Related in the upper right corner of your screen the click on Item Text, Click GO, after detailed information is enter on the lines click

14 on Save, click on X in upper left corner to get back to Commodity/Accounting. Click Next Block Down Arrow lower left corner of screen. Commodity box remains empty. Enter accounting information here. After entering accounting information check here to see if it is NSF (No Sufficient Funds). Item Text can be entered by clicking on the Related button. This is used when an item needs a more detailed description. 7. (Above) On the Commodity/Accounting screen (Looks like previous screen but now you have access to the bottom half of the screen). Index box leave this blank, Fund enter in the fund code, Acct enter in account code (be sure to include the campus code B_), Prog enter in program code unless computer has already fill this in correctly. After codes have been entered you must check the far left corner NSF Suspense. If the box next to this is checked then there are not funds available

15 for this requisition. Do not complete the requisition until you have contacted the Office of Accounting of Finance to get the necessary funds transferred. 8. On the Balancing/Completion screen, review to see that Status is balanced. Click Complete. (Page #) Complete requisition. Verify that all statuses list Balanced.

16 ****If there is a problem with your requisition and it is disapproved then you will have to go back into Banner, correct the problem and complete it again. After completion the requisition is automatically sent to all approvers for the fund/org. The most common reason that requisitions are disapproved is that they are NSF. Requisitioners should make sure the funds for the purchase are available prior to entering a requisition in Banner.