REQUISITION HOW TO PUR075 Revised June 2017

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1 REQUISITION HOW TO

2 CONTENTS 1. How to enter a vendor if it does not exist in Banner. 2. How to add a discount. 3. How to add shipping/handling charges. 4. How to tell the difference between document text and item text. 5. How to check for NSF. 6. Where to add the departmental justification. 7. When and how to remove the document level accounting checkmark. 8. Open purchase order for office supplies (desktop delivery). 9. Open purchase order. 10. Open service order. 11. Service order. 12. How to search for a requisition. 13. How to create a requisition with multiple account numbers.

3 How to Enter a Vendor if it Does Not Exist in Banner If the vendor does not exist on the vendor list, please provide us with the complete vendor information (vendor s name, address, phone number, etc. and contact person if known) in document text. Vendor Information Vendor: Vendor s Name Vendor Information

4 Document Text: Continue with vendor s information. Vendor Information >Document Text> Procurement Text Entry Procurement Text Entry Save and Exit

5 How to Add a Discount When applying a discount, remove the 30 from Discount field on the Vendor Information screen. This will allow you to access the Discount field in the Commodity/Accounting screen; enter notes in item text on the last line item of the requisition. TIP: Discount must be smaller than the total for the line item. Vendor Information Screen Commodity/Accounting Screen Procurement Text Entry Screen (Item Text)

6 How to Add Shipping/Handling Charges Shipping and Handling charges are entered in the Additional field; notes should then be entered in item text on the last line item of the requisition. Commodity/Accounting Screen Procurement Text (Item Text)

7 How to Tell the Difference Between Document Text and Item text Document text is used to provide departmental justification, vendor information for a vendor that does not exist in Banner, any special delivery instructions, special instructions for the purchasing staff or delivery information for the Shipping/Receiving Department. Vendor Information Screen > Document Text Document Text > Procurement Text Entry Screen Note: A blank item number and a blank commodity description field will indicate that you have accessed the document text screen.

8 Item Text is additional text lines used to continue the description of the item being purchased. Commodity/Accounting Screen > Item Text > Item Text Procurement Text Entry Screen This lets you know that you are working on item number 1 and exactly where you left off on the previous line. NOTE: It is not necessary to repeat the description from the commodity screen.

9 How to check for NSF When the NSF Suspense field (FOAPAL area) is checked off, it means that your requisition will go into the NSF queue. You are able to check your budget availability by going to the Menu>Options>View Budget Availability. Commodity Accounting Screen Budget Availability Status FGIBAVL

10 Where to Add the Departmental Justification The departmental justification is always entered under the Document Text Screen. Even though the Document Text Screen may be accessed on multiple screens, the ideal place to enter the justification is from the Vendor Information screen after the vendor has been selected. For some unknown reason the system doesn t pick up the vendor address information when accessing the document text screen prior to adding the vendor. Vendor Information Screen >Document Text > Procurement Text Entry Screen

11 When and How to Remove the Document Level Accounting Checkmark When to remove the document accounting checkmark? The document level accounting checkmark should be removed when creating the following documents: Open Purchase Order Open Service Order Contracts Copiers Multi Year Orders When purchasing Fix and Non-Fix items together Departments that have multiple account This is a checkbox that automatically displays a checkmark. However, we request that when entering any of the above documents the checkmark be removed. This is done for several reasons: it makes it easier to change/adjust account numbers, for multiple invoice, etc. Remove the checkmark by clicking on the checked box before you start entering any information. Commodity/Accounting

12 Open Purchase Order for Office Supplies (Desktop delivery) 1. Remove Document Level Accounting (requisition will be returned if checkmark is not removed) 2. Commodity Code that identifies the type of purchase. (DO NOT USE any fixed commodity codes (e.g., 07105F) or equipment account codes (e.g., sequence) on open purchase orders) 3. Description of what is being ordered Open Purchase Order for Office Supplies 4. Quantity should read the desirable dollar amount, such as and Unit Price Terms - enter dates Open Purchase Order is to be in effect. 6. Authorized Signatures - Individuals who are authorized to order and pick up. (Note: Individuals whose names do not appear on the list will not be allowed to pick up merchandise from the vendor.) 7. All Desktop delivery must have Delivery to information. (Please provide a complete campus location for vendor.) 8. Department Phone Number. Open Purchase Order for Office Supplies (Desktop delivery) Item Text Procurement Text Entry

13 Open Purchase Order for 1. Remove Document Level Accounting (requisition will be returned if checkmark is not removed) 2. Commodity Code that identifies the type of purchase. (DO NOT USE any fixed commodity codes (e.g., 07105F) or equipment account codes (e.g., sequence) on open purchase orders.) 3. Description of what is being ordered e.g. Open Purchase Order for Fresh Bakery Products. 4. Quantity should read the desired dollar amount, such as and Unit Price Terms enter dates Open Purchase Order is to be in effect. 6. Authorized Signatures - Individuals who are authorized to order and pick up. (Note: Individuals whose names do not appear on the list will not be allowed to pick up merchandise from the vendor.) Open Purchase Order Item Text - Procurement Text Entry Save and exit.

14 Go to the next block (FOAPAL) Hit the tab key, the Fund, Orgn, and Prog will display automatically, enter Acct, then tab through until the USD extended field displays the amount. Commodity/Accounting Screen (FOAPAL) Line 1 account number entry Go to previous block, arrow down to the next line item and enter the commodity code, item description, U/M along with the quantity and unit price. Commodity/Accounting Screen Line 2 Item Description

15 Go to the next block (FOAPAL) Hit the tab key, the Fund, Orgn, and Prog will display automatically, enter Acct, then tab through until the USD extended field displays the amount. Commodity/Accounting Screen (FOAPAL) Line 2 account number entry Go to previous block, arrow down to the next line item and continue entering line item descriptions and account numbers as needed.

16 Open Service Order 1. Remove Document Level Accounting (requisition will be return if checkmark is not removed) 2. Commodity Code that identifies the type of service. (Never use a fixed commodity code (e.g., 07105F) or an equipment account code, (e.g., sequence) the system will not allow us to assign a fixed asset account to standing orders.) 3. Description of the service that is being requested (Note: Some one-time open service orders will require you to reference the quantity and unit price in the description, such as, catering, lodging, etc.) 4. Terms enter dates Open Service Order is to be in effect. 5. Authorized Signatures - Individuals who are authorized to order. (Note: Individuals whose names do not appear on the list are not authorized to place orders.) 6. Quantity enter the desired quantity. 7. Unit Price of the service being provided or an amount not to exceed. Open Service Order for

17 Open Service Order for Continuation of Item Text Commodity/Accounting continue with U/M, Quantity and Unit Price

18 Service Order 1. Document Level Accounting - On one-time service orders checkmark does not need to be removed, unless you anticipate any changes to the account number. 2. Commodity Code that identifies the type of service. (Never use a fixed commodity code (e.g F) or an equipment account code (e.g., sequence), the system will not allow us to assign a fixed asset account to standing orders.) 3. Description of the service that is being requested (Note: On service order reference the quantity in the description.) 4. Terms enter dates Open Service Order is to be in effect. 5. Authorized Signatures - Individuals who are authorized to order. (Note: Individuals whose names do not appear on the list are not authorized to place orders.) 6. Quantity of items being requested at times may warrant a one (1) to be used; then the cost breakdown and quantity needs to be included in item text. 7. Unit Price of the service being provided. Service Order (one-time service) Item Text Continuation of Item Text

19 Commodity/Accounting continue with U/M, Quantity and Unit Price Service Order Line item #2

20 How to Search for a Requisition To search for a requisition were the number was not written down, system kicked you out or you re looking up an old requisition. Open the FOIDOCH form, enter the code REQ in the Document Type field, in the Document code field click on the search icon. FOIDOCH > DOC Type: REQ > Document Code: Click on search icon. This will take you to the Requisition Validation Screen (FPIRQST), the form will be populated, press the F7 key to clear screen and enter query. Requisition Validation FPIRQST

21 The following fields may be used to do a search: Request Number, Requestor Name, Request Date, Deliver by Date, Organization, Complete/Approved, and Vendor ID. Select the search information available, then press the F8 key. (Note: This is a case sensitive form) F7 to Clear screen and enter query > select information > F8 to execute query Information retrieved from search

22 How to Create a Requisition with Multiple Account Numbers 1. Remove document level accounting checkmark. 2. Enter the commodity code, item description, U/M along with the quantity and unit price. 3. Go to the next block (FOAPAL). 4. Enter complete account number then tab through until the USD extended field displays the amount. 5. Go to the previous block and arrow down to the next line item. 6. Repeat steps 2 thru 5 for remaining line items. Document/Accounting Screen Line Item #1 Account number for #1

23 Document/Accounting Screen - Line Item #2 Line Item #2 Account number for #2

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