WELCOME TO THE PURCHASING & CONTRACT MANAGEMENT 2018 PURCHASING PRESENTATION. Banner Information. PUR073 Revised February 2018

Transcription

1 WELCOME TO THE PURCHASING & CONTRACT MANAGEMENT 2018 PURCHASING PRESENTATION Banner Information PUR073 Revised February

2 REQUISITIONS 1. Information that is required on a requisition. 2. Checking the status of a requisition and/or tracking your requisitions. (See handout) 3. Requisition how to. (See handout) 4. Requisition do s and don ts. (See handout) 2

3 INFORMATION THAT IS REQUIRED ON REQUISITIONS FPAREQN Requisition Form (Banner 8) 1. Requisition: NEXT No space 3

4 REQUESTOR/DELIVERY INFORMATION SCREEN 1. Order and Trans Date: Defaults to the current date. At the end of a month ensure the order and transaction dates are changed to the upcoming month/next working day/current year to avoid a closed accounting period. (Note: If a requisition is returned for a correction(s), order & transaction date need to be changed to reflect the current date.) 2. Delivery Date: Indicate the desired date for items to be delivered. 3. Requestor: Person requesting merchandise or person who is able to answer questions about requisition. 4. Organization: Organization number that will be used on this requisition. 5. Address: Enter the complete EPCC address of requestor or person who will be able to answer questions regarding this purchase. 6. Phone: Requestor s phone number or person who will be able to answer questions regarding this purchase. (Do not use a dash, period or space) 7. Fax: Requestor s fax number. (Do not use a dash, period or space) 8. Ship to: ASCB (All merchandise is to be delivered to our Distributional Service department; there are exceptions for large items and office supplies that are purchased from our desktop delivery vendors). 9. Attention To: Location where merchandise is to be delivered by our distributional service staff. (Person's name if other than requestor, campus, building, room number, if location has not been determined please provide a phone number). 4

5 REQUESTOR/DELIVERY INFORMATION SCREEN

6 VENDOR INFORMATION SCREEN 1. Vendor: Vendor name and address where merchandise will be purchased from. 2. Address Type: Will give you a list of additional addresses for this vendor. Searching for a vendor: Click on the vendor search icon > Entity Name ID Search (FTIIDEN). 6

7 VENDOR INFORMATION Entity Name/ID Search FTIIDEN Screen (Searching for a Vendor) The cursor will be flashing in the ID column, tab to the Last Name column. Type part of the vendor name using upper and lower case letters followed by a % sign, then press the F8 Key. 7

8 VENDOR INFORMATION Entity Name/ID Search FTIIDEN (Selecting a Vendor) Highlight the vendor you need and double click on the vendor ID, that vendor s ID number and name will be placed in the vendor information screen. 8

9 VENDOR INFORMATION SCREEN Selected Vendor 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. (See How to handout) 9

10 ACCESSING DOCUMENT TEXT SCREEN (FOAPOXT) Providing a Departmental Justification and/or Additional Information Menu > Options > Document Text (FOAPOXT) 10

11 DOCUMENT TEXT SCREEN (FOAPOXT) Departmental Justification and/or Additional Information Note: A blank item number and a blank commodity description field will indicate that you have accessed the document text screen. DOCUMENT TEXT: Provide a departmental justification, any special delivery instructions, or information for the buyer. 11

12 DOCUMENT TEXT SCREEN (FOAPOXT) Helpful Tip: To ensure text has been saved and/or to verify your information do the following: Save Roll back Next block This will allow you to confirm/view your entry and make any changes if needed. Save and exit. 12

13 COMMODITY/ACCOUNTING SCREEN 1. Document Level Accounting: Check mark should be removed when requesting an open purchase order, open service order, contracts, or when line items are being charged to different account numbers. 2. Commodity Code: Commodity that identifies the type of purchase. (Remember when purchasing items that require an EPCC tag, use a Commodity Code with an F such as 20453F Microcomputers, Desktop or Tower based - Fixed). ** 3. Description: Description of the item to be purchased, include item number, product number, model number, brand name, description of the item, color, size, etc. 4. Item Text: Additional text lines. 5. U/M: Unit of measure (the U/M search icon will provide a list) 6. Quantity: Number of items requested. 7. Unit Price: Unit price of each item. 8. Discount: See how to handout. 9. Additional: Additional charge on the order, such as service charges, shipping & handling. ** See Property Management Control Equipment Acquisitions (Figure 2) for a list of items that require tagging for tracking purposes. 13

14 COMMODITY/ACCOUNTING SCREEN

15 COMMODITY/ACCOUNTING SCREEN Searching For A Commodity Code There are two ways to search for a commodity code: 1. Click on the Commodity search icon 2. Download an Excel file from the Purchasing website (see figure 1 handout) 15

16 COMMODITY/ACCOUNTING SCREEN Accessing Commodity Codes Click on the Commodity Validation (FTVCOMM) 16

17 COMMODITY VALIDATION SCREEN Commodity code validation form screen will be populated, press the F7 key to clear screen. 17

18 COMMODITY VALIDATION SCREEN (FTVCOMM) Searching for Commodity Codes Tab over to the description column, enter a % sign then using upper and lower case letters enter the commodity type, enter another % sign, press F8 (e.g. %OFFICE%). 18

19 COMMODITY VALIDATION SCREEN Identifying and Selecting a Commodity Code All the commodity codes containing the word OFFICE will show up, highlight the commodity code that best describes what you are buying and double click. This will take you back to the Commodity/Accounting Screen. 19

20 COMMODITY/ACCOUNTING SCREEN Entering Item Description The selected commodity code will appear under the Commodity field, tab over to the Description field, hit the delete key and begin entering your item description. 20

21 COMMODITY/ACCOUNTING SCREEN Entering Item Description If you need additional text lines for completing your item description, click on Options > Item Text. This will take you to the Procurement Text Entry Form. 21

22 PROCUREMENT TEXT ENTRY FORM Entering Additional Information This lets you know that you are working on item number 1 and exactly where you left off on the previous line. The cursor will be located on the Modify Clause box, click on the next block, this will place your cursor under the Text heading. At this point you may continue entering the item description and/or other information. Save and exit, you will then be taken back to the Commodity/Accounting screen, continue entering U/M, Quantity, and Unit Price. 22

23 COMMODITY/ACCOUNTING SCREEN Entering Additional Line Items You can also use the next Record button To add another item: arrow down to the next item line with the arrow key on the keyboard or click on Record on the menu bar, arrow down and select Next or you can also use the Next Record button. 23

24 COMMODITY/ACCOUNTING SCREEN Entering Additional Line items Next available line You will be placed on the next available line item, repeat the steps for next item(s) being purchased. 24

25 COMMODITY/ACCOUNTING SCREEN FOAPAL Area NSF Indicator See How to Handout FOAPAL You will need the Fund, Orgn and Acct numbers to complete your requisition. For the most part the Fund and Orgn will be automatically displayed once you tab. You will then have to determine which Account Code your merchandise falls under. 25

26 COMMODITY/ACCOUNTING SCREEN FOAPAL Area Searching for an Account Code If the account code is unknown, a list of available codes can be found under the search icon. 26

27 ACCOUNT CODE VALIDATION SCREEN (FTVACCT) FTVACCT will be populated. Press F7 to clear screen, enter 7% and press F8 to retrieve the expenditure accounts. Expenditure accounts MUST always be used. These codes will ALWAYS begin with the number 7. ** Please use correct equipment account codes and will trigger the system to generate tags. (See Property Management Control Account Codes for equipment account codes available) [Figure 2] 27

28 COMMODITY/ACCOUNTING SCREEN FOAPAL Account Code 28

29 BALANCING AND COMPLETION SCREEN Click on complete button to finish your requisition. 29

30 REQUISITION SCREEN FPAREQN Displays the requisition number you just completed. Buyer will contact end-user for quote when needed. 30

31 Downloadable Commodity Code Excel File Figure

32 Property Management Control Figure 2 CAPITAL EQUIPMENT Current Capitalization Policy dictates that expenditures meeting the following guidelines should be classified as furniture and equipment: 1. Tangible, movable, personal property of non-consumable, non-expendable nature, with a life of one year or more. 2. Identity which is not altered materially through use. 3. Unit acquisition cost of $5, or more. ATTRACTIVE PROPERTY Property which has characteristics as above, but it is less than $5, in value and by its nature is physically small and subject to conversion to personal use. EQUIPMENT ACQUISITIONS New Purchases of Controlled/Fixed Asset Property Equipment Exception List Exceptions to the general guidelines are items that do not meet the threshold dollar limit for capitalization but are sensitive to personal conversion. These items are tagged, controlled and inventoried for accountability and tracking purposes. Source: Property Management Control 32

33 Printers Fax Machines Video Conferencing equipment VCR/DVD Players Blue Ray Player/Recorder Television Sets Digital voice recorders Scanners Medical Equipment Fire Arms Cameras Camcorders Telescopes Defibrillators Microscopes Manikins Oscilloscopes Catalyst Ultrasound Equipment Audio Equipment/Maker/Mixer Power Supplies Computer Tablets Video Games Machines/Wii/Xbox/PlayStation TBD by type and classification as Attractive property/theft sensitive Electronic All Types Source: Property Management Control EQUIPMENT EXCEPTION LIST Figure 2 Cell/Smart Phones IPads Netbooks Electronic Equipment Hubs/Switches Servers Incubators X-Ray Machines CPU s Printers Laptops Document Cameras Plotters Electronic Notebooks Monitors Copy Machines Transcribers Stenograph Machines Musical Instruments Projectors Video/Digital Equipment Any other items determined to be property exceptions for accountability and tracking purposes TBD by type and classification as Attractive property/theft sensitive Purchase/Capital Lease 33

34 Account Codes Figure 2 Source: Property Management Control 34

35 For additional information and/or questions please contact Becky Vasquez at ext or Toni Raygoza at ext Note: When assisting you with the requisition, we may ask you for your IP address. This will allow us to better guide you. (Small disclaimer does not work with all computers) 35