REQUEST PROCESSING. Chapter 10. Introduction Request Processing Forms Request Processing Menu Navigation Table...

Transcription

1 REQUEST PROCESSING Introduction Menu Navigation Table Forms Requisition Form...(FPAREQN) Stores Requisition Form...(FSAREQN) Requisition Query Form...(FPIREQN) Requisition Cancel Form...(FPARDEL) Requisition Suspense List Form...(FPIREQS) Buyer Assignment Form...(FPAABUY) Open Requisitions by FOAPAL Form...(FPIORQF) Purchase Order Assignment Form...(FPAPOAS) Vendor Products Query Form...(FPIVPRD) Vendor Products Validation Form...(FPVVPRD) Agreement Processing Form...(FPAAGRD) Requisition Validation Form...(FPIRQST) Requisition Commodity Summary Form...(FPICOMS)

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3 Introduction 10 Request Processing This chapter discusses the component of the Purchasing and Procurement module. The system supports both decentralized and centralized approaches to purchasing. You may enter requisitions online and eliminate the need to pass documents through the various offices. An electronic approval process allows documents to be approved online. To assist you when you select a vendor, a Vendor Products query displays all vendors that provide a particular commodity and unit price information. If the commodity is also available via a purchasing agreement, the system also shows you the agreement number. You can execute a query for a vendor type (such as minority vendors or small business vendors) as well as for all vendors. You may choose to have the system automatically assign requisitions to buyers based on commodity, department, or date of last activity. Data from the requisition automatically moves forward through the purchase order process. The buyer may include any additional text attached to the requisition. Menu Navigation Table If you know the seven-letter name of the form you want to access, you may use Direct Access to bypass the intervening menus. To use Direct Access at any menu, enter the seven-letter name of the form you want at the Direct Access prompt. Instructions for accessing menus are in Chapter 2, Using Banner, in this manual. Access this menu from the Purchasing and Procurement System Menu (*FINPURCH). FPAREQN FSAREQN Requisition Form Enables you to initiate the procurement process and to define the requestor, vendor, commodity, and accounting information. Stores Requisition Form Enables you to issue requests for stores stock items. FPIREQN FPARDEL FPIREQS FPAABUY Requisition Query Form Displays purchase requisitions which are completed, approved, closed, cancelled, or in process. Requisition Cancel Form Enables you to cancel a requisition document. Requisition Suspense List Form Displays all requisitions that are in suspense at either the header level or the commodity level. Buyer Assignment Form Used to assign procurement requests to buyers on the basis of internal policies and procedures. September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-3

4 FPIORQF FPAPOAS FPIVPRD FPVVPRD FPAAGRD FPIRQST FPICOMS Open Requisitions by FOAPAL Form Provides an online list of open requisitions by accounting distributions. This includes any combination of fund, organization, account, program, activity, and location (FOAPAL). Purchase Order Assignment Form Enables you to consolidate and/or assign completed and approved requisitions to a purchase order. The relative accounting percentages are retained. Vendor Products Query Form Enables you to query vendor/commodity relationships. Vendor Products Validation Form Enables you to view the commodities linked with a selected vendor. Agreement Processing Form Enables you to enter and maintain purchase agreements with vendors for requisitions. Requisition Validation Form Provides a list of all requisitions. Requisition Commodity Summary Form Displays commodity detail and accounting information for all open requisitions for a specified buyer. Forms This section provides you with examples and descriptions for each form within the feature of the Purchasing and Procurement module. Forms in this section flow in the order that they appear on the Menu (*FINREQST). Requests for supplies, equipment, and services normally originate within departments or organizations. The forms on this menu enable you to review the request, make any necessary changes, and assign a purchase order number. Each form contains a description, instructions on how to use the form, essential field information, and a navigational guide. For more detailed information on how to use these forms, refer to Chapter 3, Processing. SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

5 Requisition Form (FPAREQN) The Requisition Form consists of eleven windows. Use this form to initiate the procurement process and to define the requestor, vendor, commodity, and accounting information. Enter the items and accounting distributions for a purchase requisition on this form. Access this form from the Menu (*FINREQST). Note: You have the option to either assign the account distributions to the requisition document in total or to individual commodities using the Document Level Accounting box in the Requestor Window. You must use the type of accounting that you establish on the requisition throughout all the related documents. The form opens to the Key Information with the cursor in the Requisition field. You can select the Search button to retrieve an established request number from the Requisition Validation Form (FPIRQST). Type NEXT in the Request field to have the system generate a new request number. Select Next Item. Requisition Code representing the requisition you want to retrieve. If you do not know the requisition number, request a List. This takes you to the Requisition Validation Form (FPIRQST). To create a new requisition, enter NEXT and select Next Block. To copy existing vendor information onto a new requisition, select the Copy button to access the Copy Function Window. (button) List Requisition Validation Form (FPIRQST) Copy Requisition Window Use this window to copy Vendor Information from an existing Requisition already in the system. Copy From Requisition Code representing the requisition containing the vendor information you want to copy. Vendor Name Name of the vendor supplying the commodities or services. September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-5

6 Requestor/Delivery Information Window Use this window to set the transaction and delivery dates, identify the requestor, the chart of accounts, and the organization or enter and view document text. You can also enter and view document text in this window. You must enter the Transaction date, the Deliver By date, Requestor, Chart of Accounts, and Organization fields before you can complete and approve the requisition. Select Next Item or choose the Requestor field and enter the name and (if desired) the phone number of the requestor. If you wish to add text to this document, select Document Text from the Navigation frame to access the Procurement Text Entry Form (FOAPOXT). Enter the desired text and select Exit. Select Next Block to access the Vendor Information Window. Requisition Code representing the requisition. Order Date Date the requisition was entered. Trans Date Transaction Date. Date the transaction was processed or recorded to the ledgers. Default Value is today s date but it may be overwritten provided that it is in an open accounting period. Delivery Date Date the commodities on this purchase are to be delivered. The Deliver By date is required, and must be later than the transaction date. Comments Instructions or requests attached to a requisition, for example, Need ASAP. In Suspense Checkbox indicates whether the user wants to suspend this requisition. This requisition has been suspended. This requisition is active. Document Text Checkbox indicates whether text exists associated with the requisition. Text exists attached to the requisition. Text does not exist attached to the requisition. SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

7 Commodity Total Total cost of the commodities on the purchase order. Accounting Total Total amount of all accounting distributions (FOAPALs) entered on the document. Requestor Name of the person entering the requisition. Default value is the user but may be overwritten. COA Code representing the Chart of Accounts that is responsible for payment of the invoice. The Chart of Accounts is required. If you do not know the chart of accounts, request a List. This takes you to the Chart of Accounts List (FTVCOAS). (button) List Chart of Accounts List (FTVCOAS) Organization Code and name of a specific person, organization or other subdivision of a fund responsible for the purchase of the commodities or services. If you do not know the requestor s organization, request a List. This takes you to the Organization Code Validation Form (FTVORGN). (button) List Organization Code Validation Form (FTVORGN) address of requestor. Phone Phone number of the requestor. This field may also include area code. Ext Phone extension of the requestor. Fax Fax number of the requestor. Ext Fax extension of the requestor. Ship To Code representing the location of delivery. If you do not know the Ship To location, request a List. This takes you to the Ship To List (FTVSHIP). (button) List Ship To List (FTVSHIP) September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-7

8 Address Street address, city, state or province and ZIP or Postal Code where the commodities on the requisition will be delivered. Note: These fields may include additional information such as building name or number, location, floor or department. Phone Phone number of the contact person at the point of delivery. Ext Phone extension of the contact person at the point of delivery. Contact Name of the contact person at the point of delivery. Attention To Name of the person you wish to receive the delivery. This value comes from the contact name field but may be overwritten. Receipt Required This display-only field appears only if document level matching is enabled, and indicates whether invoices associated with this document will require matching. If a Requisition is created using the Copy function, the Requisition will have the same Receipt Required value as the Requisition copied from. If a Requisition is not created through the Copy function, the initial Receipt Required value will display Unspecified. This field displays one of the following values: Receipt Required No Receipt Required Unspecified Invoice requires a match among the Purchase Order, Invoice, and Receiving documents prior to payment. Invoice does not require a match among the Purchase Order, Invoice, and Receiving documents prior to payment. No match specified. SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

9 Vendor Information Window The Vendor Information Window displays the default purchasing address code and sequence from the Vendor Maintenance Form (FTMVEND). The vendor defaults, and the cursor appears in the Address Code field. An address code defaults, but you may enter another. Enter the optional information in each of these fields as desired. Since a vendor may have multiple effective addresses, you may select Seq # or choose List to view or select a different billing address. You may also specify a currency code. Select Currency Code or choose List to access the Currency Code Validation Window and select the code you wish to use. If the vendor uses foreign currency, this information defaults from the Vendor Maintenance Form (FTMVEND). If you select and view an existing requisition, the vendor defaults. For a new requisition, you can specify or select a vendor if desired. If you know the number of the vendor you wish to use, type it in the Vendor field. You may select Vendor or choose List to query and retrieve a vendor number from the Entity Name/ID Search Form (FTIIDEN). Select Next Block to access the Requestor Window. If desired, you may enter or leave blank either the Vendor number, the vendor name, or both. Select the Document Indicators menu option to access the Document Indicators Window or select Next Block to access the Requisition Commodity Data Window. Requisition Code representing the requisition. Order Date Date the requisition was entered. Trans Date Transaction Date. Date the transaction was processed or recorded to the ledgers. Default Value is today s date but it may be overwritten provided that it is in an open accounting period. Delivery Date Date the commodities on this purchase are to be delivered. The Deliver By date is required, and must be later than the transaction date. Comments Instructions or requests attached to a requisition, for example, Need ASAP. September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-9

10 In Suspense Checkbox indicates whether the user wants to suspend this requisition. This requisition has been suspended. This requisition is active. Document Text Checkbox indicates whether text exists associated with the requisition. Text exists attached to the requisition. Text does not exist attached to the requisition. Commodity Total Total cost of the commodities on the requisition. Accounting Total Total amount of all accounting distributions (FOAPALs) entered on the document. Vendor Code and name of the vendor supplying the commodities or services. If you do not know the vendor s code, request a List. This takes you to the Entity Name/ID Search (FTIIDEN) to choose an existing vendor or the Vendor Maintenance Form (FTMVEND) to create a new vendor. (button) List Entity Name/ID Search (FTIIDEN) (button) List Vendor Maintenance Form (FTMVEND) Address Code Code representing the vendor address type. Seq# Account Type Sequence Number. The internal account type predefined on the FTVSDAT table used for collecting data on financial reports. Address Street address of the vendor. Phone Area code and phone number of the vendor. Ext Phone extension of the vendor. Fax Fax number of the vendor. SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

11 Ext Fax extension of the vendor. Contact Name or title of the primary contact for the vendor. address of the contact person at the point of delivery. Note: This field is limited to 100 characters. Discount Code representing the discount terms established with the vendor. If you do not know the terms, request a List. This takes you to the Discount Terms List (FTVDISC). (button) List Discount Terms List (FTVDISC) Tax Group Code and title of the group of tax rates that should be applied to this request if Tax Processing is on at the system level. If you do not know the vendor s tax group, request a List. This takes you to the Tax Group List. Note: This is a required field for document completion if tax processing is invoked at the system level. (button) List Tax Group List Currency Code and description of currency used to pay this invoice if the vendor uses a currency foreign to your institution. If you do not know the vendor s currency, request a List. This takes you to the Currency Code Validation (FTVCURR). (button) List Currency Code Validation (FTVCURR) Document Information Window Use the Document Information Window to apply broad Finance System features to the requisition. The indicators in the checkboxes default, but you may activate or deactivate them here. The NSF Checking value comes from the Requisition NSF Checking box on the System Control Form (FOASYSC). You may override only the cleared default option on this window. To activate the NSF Checking feature, select this box. If NSF Checking is activated on the System Control Form, you may not clear it here. September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-11

12 If you choose Deferred Editing, you cannot view document errors until you run the Editing feature in a batch process, such as FGRTRNI. The Deferred Editing box default value is cleared. When this box is cleared, ongoing editing continues to occur. Select this box to activate the Deferred Editing feature. This feature speeds up your system processing time; however, it also disables the system from displaying online errors immediately. When you finish, Save your changes and select Next Block to access the Requisition Commodity/Accounting Information Window. NSF Checking Checkbox indicates whether the user wants to activate nonsufficient funds checking. Activate non-sufficient funds checking. Do not activate non-sufficient funds checking. Deferred Editing Select this box to activate the Deferred Editing feature. This feature speeds up your system processing time; however, it also disables the system from displaying online errors immediately. Activate deferred editing. Do not activate deferred editing. Requisition Copied From Code representing the original requisition containing the vendor information. Requisition Commodity/Accounting Window Enter descriptive and quantitative information about the requested commodity in the Requisition Commodity Data Window. Use this window to define the commodity items. The cursor appears in the Commodity field. Enter the commodity code if you know it and if you use commodity codes. Otherwise, select Commodity or choose List to select one from a Commodity Code List. You may leave this field blank. The Desc (Description) and U/M fields are required for each commodity; they default when you select a commodity code, but you may enter commodity information without entering a commodity code. The Quantity and Unit Price fields are required to complete and approve the document. The Deliver By date and Text Usage fields default, but you may change them. Select the Commodity Supplemental Data menu option to access the Requisition Commodity Supplemental Data Window. SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

13 The Access Completion box enables you to redistribute accounting amounts based on changes to commodity amounts, so you do not have to return to the Requisition Accounting Window. When you first enter the Requisition Commodity Data Window, you cannot access the Access Completion box until accounting records exist for a commodity. When records do exist for the commodity, the box defaults to checked. If you leave this box unchecked, you can access the Requisition Accounting Data Window by selecting Next Block. Note: If you make a change to the commodity amount on this window and the Access Completion box is checked, Next Block automatically transfers you to the Balancing/Completion Window. Requisition Code representing the requisition. Order Date Date the requisition was entered. Delivery Date Date the commodities on this purchase are to be delivered. The Deliver By date is required, and must be later than the transaction date. Trans Date Transaction Date. Date the transaction was processed or recorded to the ledgers. Default Value is today s date but it may be overwritten provided that it is in an open accounting period. In Suspense Checkbox indicates whether the user wants to suspend this requisition. This requisition has been suspended. This requisition is active. Document Text Checkbox indicates whether text exists associated with the requisition. Text exists attached to the requisition. Text does not exist attached to the requisition. September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-13

14 Doc Acctg Checkbox indicates whether the user wants to assign accounting distributions to the requisition in total rather than to individual commodities. Assign accounting distributions to the requisition in total. (Default) Assign accounting distributions to each commodity. Note: If you assign the accounting distribution(s) to the document in total, you cannot combine currencies later on. Item Item number of the commodities on the requisition. of Number of commodities on the requisition. U/M Unit of Measure. Code representing the unit of measure of the commodity. If you do not know the unit of measure code, request a List. This takes you to the Unit of Measure List (FTVUOMS). (button) List Unit of Measure List (FTVUOMS) Tax Grp Code and title of the group of tax rates that should be applied to this request if Tax Processing is on at the system level. If you do not know the vendor s tax group, request a List. This takes you to the Tax Group List. Note: This is a required field for document completion if tax processing is invoked at the system level. (button) List Tax Group List Quantity Quantity of a specific item to be ordered. Calculates with the Unit Price field to establish the extended cost. Unit Price Price of the commodity per unit, calculates with the Quantity field to establish the extended cost. Ext Cost Extended Cost. Total extended cost of the commodity based on the quantity times unit price. Comm Code representing the commodity. SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

15 Desc Description of the commodity, but may be overwritten in the Original Commodity Information pop up window. Note: The new description field will be stored in the FPRPODT_COMM_DESC field that is currently used for Commodity descriptions entered without a Commodity Code and stored in the Requisition document. Tip: Place your cursor over the Commodity Description to call the Original Commodity Description window where you can read or modify the description. Comm Text Checkbox indicates whether the user wants to attach text to a specific commodity. Attach text to the commodity Do not attach text to the commodity. Item Text Checkbox indicates whether the user wants to attach text to a specific item. Text is attached to a specific item. No text is attached to a specific item. Add Commodity Checkbox indicates whether the user wants to add a newly created commodity to the database. Add the newly created commodity to the database. Do not add any newly created commodities to the database. Distribute Checkbox indicates whether the user wants to automatically distribute any commodity amounts that have been entered on the document since the last accounting update. Note: If unchecked the Key Next Block function navigates the user to the Accounting Block and allows the user to manually enter the amounts as desired to make the Commodity and Accounting Totals Balance. Distribute commodity amounts. Do not distribute commodity amounts. (Default) September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-15

16 Disc Dollar amount of discount terms established with the vendor, to be deducted from the total extended cost of the requisition. Addtl Additional amount to be added to the total extended cost of the requisition to allow for surplus charges, for example, shipping. Tax Tax amount based on the terms established by the vendor s tax group. Comm Line Total Total amount of the current commodity record calculated as Extended Cost less Discount Amount plus Additional Amount plus Tax Amount. Doc Comm Total Total amount of all the commodities entered on the document. FOAPAL Code representing the specific accounting distribution, displays with the of field, for example, FOAPAL 7 of 9. of Total number of accounting distributions (FOAPALs) associated with this record, displays with the FOAPAL field, for example, FOAPAL 7 of 9. Remaining Commodity Total Remaining Commodity Amount. Difference between the commodity and accounting FOAPAL totals when a Next Field function is performed from the FOAPAL data entry area. The amount displayed depends on the level of accounting used; document level accounting displays the amount for the document as a whole, commodity level accounting displays the amount for the specific commodity selected. C Chart of Accounts. Code representing the Chart of Accounts responsible for payment of the invoice. The chart of accounts is the aggregation of FOAPAL elements (fund, organization, account, program, activity, and program) in Banner which are developed to uniquely reflect the organization's structure and to enable financial reporting. All FOAPAL elements in Banner must be linked to a specific Chart of Accounts. If you do not know the Chart of Accounts, request a List. This takes you to the Chart of Accounts List window (FTVCOAS). (button) List Chart of Accounts List window (FTVCOAS) SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

17 Yr Fiscal Year Code. Code representing the fiscal year using the transaction date. Index Account Index Code. Code representing a pre-determined combination of FOAPAL elements. If you do not know the Account Index Code, request a List. This takes you to the Account Index Code List (FTVACCI). (button) List Account Index Code List (FTVACCI) Fund Code representing the fund from which the purchase of specific commodities or services is paid. If you do not know the Fund Code, request a List. This takes you to the Account Index Code List (FTVACCI). (button) List Account Index Code List (FTVACCI) Orgn Organization. Code and name of a specific person, organization or other subdivision of a fund responsible for the purchase of the commodities or services. If you do not know the Organization Code, request a List. This takes you to the Organization Code Validation Form (FTVORGN). (button) List Organization Code Validation Form (FTVORGN). Acct Account. Code representing the specific individual asset, liability, equity, revenue, expenditure, or transfer account classifications within a fund from which funds for the purchase of this commodity or service will be drawn. If you do not know the Account Code, request a List. This takes you to the Account Code Validation Form (FTVACCT). (button) List Account Code Validation Form (FTVACCT) Prog Program. Code representing the group activities, operations, or other units directed to attaining specific purposes or objectives to which the commodity or service will be applied. If you do not know the Program Code, request a List. This takes you to the Program Code Validation Form (FTVPROG). (button) List Program Code Validation Form (FTVPROG) September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-17

18 Actv Activity. Code representing the specific temporary units of work, subsidiary functional classifications, or short duration projects within the program to which the commodity or service will be applied. If you do not know the Program Code, request a List. This takes you to the Activity Code Validation Form (FTVACTV). (button) List Activity Code Validation Form (FTVACTV) Locn Location. Code representing the physical location or site in which the specific activity will take place.if you do not know the Program Code, request a List. This takes you to the Location Code Validation Form (FTVLOCN). (button) List Location Code Validation Form (FTVLOCN) Proj Project. Code representing the specific project for which the purchase was made for cost accounting tracking purposes. If you do not know the Program Code, request a List. This takes you to the Project Code List Window. (button) List Project Code List Window. NSF Override Checkbox indicates whether the user wants to deactivate the nonsufficient funds checking feature. Y Yes N No Deactivate the non-sufficient funds checking feature. Non-sufficient funds checking feature remains active. NSF Suspense Checkbox indicates whether Non-sufficient funds checking has been suspended. Non-sufficient funds checking has been suspended. Non-sufficient funds checking is active. Ext % Checkbox indicates whether the user wants to calculate a dollar amount of extended costs based on a percentage. Calculate extended costs based on a percentage. Calculate extended costs based on dollar amount. SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

19 Disc % Checkbox indicates whether the user wants to calculate a dollar amount of discounts based on a percentage. Calculate discounts based on a percentage. Calculate discounts based on a dollar amount. Addtl % Checkbox indicates whether the user wants to calculate a dollar amount of additional charges based on a percentage. Calculate additional charges based on a percentage. Calculate additional charges based on a dollar amount. Tax % Checkbox indicates whether the user wants to calculate a dollar amount of taxes based on a percentage. Calculate taxes based on a percentage. Calculate taxes based on a dollar amount. FOAPAL Line Total Total amount of the current FOAPAL line record (Accounting distribution) calculated as Extended Cost less Discount Amount plus Additional Amount plus Tax Amount. Document Acctg Total Total amount of all accounting distributions (FOAPALs) entered on the document. This field appears only when the Doc Acctg checkbox is selected. Commodity Acctg Total Total amount of all accounting distributions (FOAPSALs) entered for the current commodity record when using commodity level accounting. This field appears only when the Doc Acctg checkbox is cleared. Requisition Commodity Supplemental Data Window Use the Requisition Commodity Supplemental Data Window to further identify and describe the requested commodity. The main purpose of this window is to enable you to add or view the shipping location information. If you entered a vendor in the Key Information, the attached purchasing information defaults here, including the ship-to code. September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-19

20 The Address defaults. Select Next Item to access the Ship To field. Enter a ship-to code for the commodity if desired. Select Next Block to go to the Requisition Accounting Block or select a navigation frame option to access another window. Deliver By Date the commodities on this purchase are to be delivered. Text Usage Pull-down list identifies which text associated with a commodity should print. Standard Modified Ignore Print standard text.(default) Print text that has been modified on the Procurement Text Entry Form (FOAPOXT) Do not print any text. Ship To Code representing the location of delivery. If you do not know the Ship To location, request a List. This takes you to the Ship To List (FTVSHIP). List Ship To List (FTVSHIP) Address Street address where the commodities will be delivered. Building Building name or number where the commodities will be delivered. Floor Floor number where the commodities will be delivered. Contact Name or title of the primary contact at the delivery location. Agreement Information Window The Agreement Information Window is a display-only window that shows the agreement information for a requisition commodity with an attached agreement. You can only access this window if you first create an agreement on the Agreement Processing Form (FPAAGRD). You can only access this window by selecting the menu option or choosing the Agreement Information button from the Requisition Commodity Data Window. Select Next Block to return to the Requisition Commodity Data Window. SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

21 Currency Conversion Window Use the Currency Conversion Window of the Requisition Form to determine the converted and original commodity code extended amounts. This is a display-only window which you may access only when you enter a foreign currency in the Requisition Commodity Supplemental Data Window. To access this window, select the Currency Conversion button in the Requisition Accounting Data Window or select Count Hits from the Quantity field in the Requisition Commodity Data Window or from any field in the Accounting Data Window. When you call this window from the Requisition Accounting Data Window and you have Document Level Accounting checked, the Item field appears blank or null and the Commodity description appears as shown in the sample above. The document and accounting distribution information defaults. This window is display only. You may not update any of these fields. Select Exit to return to the Requisition Accounting Data Window. Requisition Code representing the requisition. Vendor Name of the vendor providing the commodities or services. Item Line item number of the commodity as it appears on the requisition. Transaction Date Date the transaction was processed or recorded to the ledgers. Commodity Description of the commodity. Seq# Sequential number assigned by the system to each accounting distribution. COA Chart of Accounts. Code representing the Chart of Accounts that is responsible for payment of the invoice. Yr Fiscal Year. Code representing the fiscal year using the transaction date. Index Account Index. September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-21

22 Fund Code representing a pre-determined combination of FOAPAL elements. Orgn Organization. Code representing a specific person, organization or other subdivision of a fund responsible for the purchase of the commodities or services. Acct Account. Code representing the specific individual asset, liability, equity, revenue, expenditure, or transfer account classifications within a fund from which funds for the purchase of this commodity or service will be drawn. Prog Program. Code representing the group activities, operations, or other units directed to attaining specific purposes or objectives to which the commodity or service will be applied. Actv Activity. Code representing the specific temporary units of work, subsidiary functional classifications, or short duration projects within the program to which the commodity or service will be applied. Locn Location. Code representing the physical location or site in which the specific activity will take place. Proj Project. Code representing the specific project for which the purchase was made for cost accounting tracking purposes. Currency Code Code and description of currency used to pay this invoice. Exchange Rate Current exchange rate between domestic and foreign currencies. Amount Input Total cost of the commodity prior to a currency conversion of domestic amounts based on the exchange rate in the Exchange Rate field. Amount Converted Total cost of the commodity after a currency conversion of domestic amounts based on the exchange rate in the Exchange Rate field. Discount Amount Input Total amount of the discount prior to a currency conversion of domestic amounts based on the exchange rate in the Exchange Rate field. SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

23 Discount Amount Converted Total amount of the discount after a currency conversion of domestic amounts based on the exchange rate in the Exchange Rate field. Additional Amount Input Total additional amount prior to a currency conversion of domestic amounts based on the exchange rate in the Exchange Rate field. Additional Amount Converted Total additional amount after a currency conversion of domestic amounts based on the exchange rate in the Exchange Rate field. Tax Amount Input Total amount of taxes prior to a currency conversion of domestic amounts based on the exchange rate in the Exchange Rate field. Tax Amount Converted Total amount of taxes after a currency conversion of domestic amounts based on the exchange rate in the Exchange Rate field. Net Amount Input Net amount of commodity prior to a currency conversion of domestic amounts based on the exchange rate in the Exchange Rate field. Net Amount Converted Net amount of commodity after a currency conversion of domestic amounts based on the exchange rate in the Exchange Rate field. Balancing/Completion Window The Balancing/Completion Window of the Requisition Form is a summary window that displays the header, commodity, and currency information and summarizes the requisition totals. It serves as a convenient double check of the commodity and accounting tables. These totals must be equal before you can complete the requisition. Note: The input field displays the amount as entered, regardless of whether it is a foreign currency. The Complete and In Process buttons are navigable. To complete and post this requisition, select Complete. To exit the form, but maintain the data for this requisition, select In Process. Select Next Block to return to the Requestor Window. September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-23

24 Request Code representing the requisition and the name of the associated requestor. Vendor Code and name of the vendor supplying the commodities or services. COA Code and description of the Chart of Accounts responsible for payment of the invoice. Orgn Code and name of a specific person, organization or other subdivision of a fund responsible for the purchase of the commodities or services. Trans Date Date the transaction was processed or recorded to the ledgers. Deliver by Date the commodities on the requisition are to be delivered. Currency Code and description of the currency used by the vendor if foreign to your institution s domestic currency. Exchange Rate Current exchange rate between domestic and foreign currencies. Commodity Record Count Total number of commodity records entered on this document. Amount Input Total cost of the commodity prior to a currency conversion of domestic amounts based on the current exchange rate. Amount Converted Total cost of the commodity after a currency conversion of domestic amounts based on the current exchange rate. Approved Amount Approved amount of this requisition at the Header, Commodity, and Accounting levels. The Status column indicates whether the amounts are in balance. Discount Amount Discount amount deducted from this requisition at the Header, Commodity, and Accounting levels. The Status column indicates whether the amounts are in balance. SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

25 Additional Amount Additional amount added to this requisition at the Header, Commodity, and Accounting levels. The Status column indicates whether the amounts are in balance. Tax Amount Tax amount added to this requisition at the Header, Commodity, and Accounting levels. The Status column indicates whether the amounts are in balance. Complete Select this button to complete and save the requisition. In Process Select this button to save the requisition without completing it. Receipt Required This field indicates whether invoices associated with this document will require matching, and appears only if document level matching is enabled If document level matching is in effect, this value in this field defaults from the Requisition Amount Requiring Receipt field on the System Control Maintenance Form (FOASYSC). If you have permission to update the document type, as defined on the User Profile Maintenance Form (FOMPROF), you can use the pull-down list in this window to change the value in this field. This field displays one of the following values: Receipt Required No Receipt Required Unspecified Invoice requires matching among the Purchase Order, Invoice, and Receiving documents prior to payment. Invoice does not require matching among the Purchase Order, Invoice, and Receiving documents prior to payment. No match specified. Note: The Receipt Required value can be initiated at the Requisition level, but may be overridden in subsequent processing. Stores Requisition Form (FSAREQN) Use the Stores Requisition Form to issue requests for stores stock items. Access this form from the Menu (*FINREQST). September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-25

26 Once this document is completed and approved, the system creates a reservation for the requesting organization (which you enter on this form) and updates the stock reserved quantity with the requisitioned quantity within stores. Document level accounting is the default for Stores Inventory. Commodity level accounting is not allowed. You may cancel a Stores requisition as long as there are no issues against it. Use the Requisition Cancel Form (FPARDEL) to delete a Stores requisition. You cannot cancel individual requisition items; you must cancel the entire document. Note: You cannot use this form to modify or complete any documents created on FPAREQN. Enter a requisition number and select Next Block. The transaction date defaults to the current date, but you may enter a new one. Select Next Item and enter the required Deliver by date. The Ship To code is required; you may select this button or choose List to select from a list of valid shipping locations. The Y or N value in the Document Text Exists field indicates whether text exists for this document. Select the Document Text button to access the Procurement Text Entry Form (FOAPOXT). There you may view this text and revise or add to it. Select Next Item to default the associated shipping address information. The NSF Checking box defaults to unchecked. Check this box to activate the nonsufficient funds checking feature for this requisition. Select Next Block to access the Commodity data fields. Commodity Data Enter the commodity items and quantity information. The Commodity and Quantity fields are required to complete the document. You may select the Commodity button or choose List to select from a list of valid existing codes for each. The commodities default from the Stores Inventory Validation Form (FTVINVM). When you select a commodity, the description and unit of measure default along with the commodity code. The U/M defaults from the inventory issued unit of measure, and you may not modify it. You must enter the Quantity requested to default the Extended Cost. You cannot complete a requisition without the commodity data. If there are multiple items attached to this stores requisition, you may scroll through the list of them. Select Next Block to access the Accounting Data information fields. Accounting Data Enter the accounting distribution data (i.e., FOAPAL elements) to be charged for this requisition. You may enter the value of each distribution directly or have the system calculate them as a percentage of the total. The COA, YR, Fund, Orgn, Acct, Prog, and Amount fields are required. SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

27 You may check the NSF Override box to have the chosen account override the nonsufficient funds checking feature. You may also enter a distribution percentage in the Pct field to divide the charge between multiple account distributions. If multiple accounting distributions are attached to this requisition, you may scroll through the list of them. To access the Commodities and Accounting for Review Query Form (FOICACT), select View Accounting. Select Next Block to access the Balancing/Completion Window. Request Code representing the requisition. Enter a number or NEXT to have the system generate one. To view a list of existing requisitions, request a List. This takes you to the Requisition Validation Form (FPIRQST). (button) List Requisition Validation Form (FPIRQST) Trans Date Date the transaction was processed or posted to the lodgers. The transaction date default value is the current date, but you may enter a new one. Delivery Date Date the commodities on the requisition are to be delivered. Cancel Date Populates only if you are viewing a requisition number that you have already created and cancelled. Display only. Requestor Name of the person who created the requisition. Optional. Phone Phone number of the person who created the requisition. Optional. Ext Phone extension of the person who created the requisition. Optional. Ship To Code representing the location of delivery. Addr Street address of the location of delivery. Bldg Building name or number of the location of delivery. Floor Floor number of the location of delivery. September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-27

28 Document Text Exists Indicates whether document text exists for this requisition. Y Yes N No Text exists for this requisition. Text does not exist for this requisition. (default) NSF Checking Checkbox indicates whether the non-sufficient funds checking feature has been activated. The non-sufficient funds checking feature has been activated. The non-sufficient funds checking feature has not been activated. In Suspense Indicates whether this requisition is in suspense. Y Yes This requisition is in suspense. N No This requisition is active. Printed Indicates whether this requisition has been printed. Y Yes This requisition has been printed. N No This requisition has not been printed. Item Line item number of the commodity as it appears on the requisition. Commodity Code representing the commodity. If you do not know the commodity code, request a List. This takes you to the Stores Inventory Validation From (FTVINVM). (button) List Stores Inventory Validation From (FTVINVM) Description Description of the commodity. U/M Code representing the unit of measure of the commodity. Quantity Quantity of the commodity ordered. Extended Cost Total amount of the commodity based on the unite price time quantity. SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

29 Susp Indicates whether this commodity is in suspense. Y Yes N No This commodity is in suspense. This commodity is active. Seq Sequential number assigned by the system to each accounting distribution. Accounting Record Count Total number of accounting records entered on this document. COA Chart of Accounts. Code representing the Chart of Accounts that is responsible for payment of the invoice. If you do not know the Chart of Accounts, request a List. This takes you to the Chart of Accounts List window (FTVCOAS). (button) List Chart of Accounts List window (FTVCOAS) Yr Fiscal Year Code. Code representing the fiscal year using the transaction date. Index Account Index Code. Code representing a pre-determined combination of FOAPAL elements. If you do not know the Account Index Code, request a List. This takes you to the Account Index Code List (FTVACCI). (button) List Account Index Code List (FTVACCI) Fund Code representing the fund from which the purchase of specific commodities or services is paid. If you do not know the Fund Code, request a List. This takes you to the Account Index Code List (FTVACCI). (button) List Account Index Code List (FTVACCI) Orgn Organization. Code representing a specific person, organization or other subdivision of a fund responsible for the purchase of the commodities or services. If you do not know the Organization Code, request a List. This takes you to the Organization Code Validation Form (FTVORGN). (button) List Organization Code Validation Form (FTVORGN). September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-29

30 Acct Account. Code representing the specific individual asset, liability, equity, revenue, expenditure, or transfer account classifications within a fund from which funds for the purchase of this commodity or service will be drawn. If you do not know the Account Code, request a List. This takes you to the Account Code Validation Form (FTVACCT). (button) List Account Code Validation Form (FTVACCT) Prog Program. Code representing the group activities, operations, or other units directed to attaining specific purposes or objectives to which the commodity or service will be applied. If you do not know the Program Code, request a List. This takes you to the Program Code Validation Form (FTVPROG). (button) List Program Code Validation Form (FTVPROG) Actv Activity. Code representing the specific temporary units of work, subsidiary functional classifications, or short duration projects within the program to which the commodity or service will be applied. If you do not know the Program Code, request a List. This takes you to the Activity Code Validation Form (FTVACTV). (button) List Activity Code Validation Form (FTVACTV) Locn Location. Code representing the physical location or site in which the specific activity will take place.if you do not know the Program Code, request a List. This takes you to the Location Code Validation Form (FTVLOCN). (button) List Location Code Validation Form (FTVLOCN) Proj Project. Code representing the specific project for which the purchase was made for cost accounting tracking purposes. If you do not know the Program Code, request a List. This takes you to the Project Code List Window. (button) List Project Code List Window. SCT Banner Release 5.4 September Using SCT Banner Finance Confidential

31 NSF Override Checkbox indicates whether the user wants to deactivate the nonsufficient funds checking feature. Deactivate the non-sufficient funds checking feature. Do not deactivate the non-sufficient funds checking feature. Suspense Indicates whether this accounting record is in suspense. Y Yes This accounting record is in suspense. N No This accounting record is active. NSF Susp Indicates whether the non-sufficient funds checking feature is in suspense. Y Yes N No This the non-sufficient funds checking feature is in suspense. This the non-sufficient funds checking feature is active. Pct Percentage of the total amount of the requisition to be allocated to the current accounting distribution (FOAPAL). The system calculates and populates the Amount field. Leave blank to enter specific amount. Amt Total amount of the requisition to be allocated to the current accounting distribution (FOAPAL). The system calculates and populates the Amount if you entered a percent in the Pct field. Balancing/Completion Window Use this window to complete this requisition. Select Rollback to create or view another requisition. Commodity Total dollar amount of the commodity records on this requisition. September 2002 SCT Banner Release 5.4 Confidential Using SCT Banner Finance 10-31