Online Requisition FAQs

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Ruth Lee
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Online Requisition FAQs These instructions are a supplement to the in-depth training video, located at http://finadmin.lafayette.

From the Lafayette home page, select the Offices and Resources link at the top right. The Banner Self Service link is in the lower left column.

Each person may see different things, depending on what he/she has permission to do in Self Service.

1 Online Requisition FAQs These instructions are a supplement to the in-depth training video, located at Banner Self Service now has Online Requisitions available. To log on, open an internet browser. From the Lafayette home page, select the Offices and Resources link at the top right. The Banner Self Service link is in the lower left column. At the login screen, enter your Lafayette user ID and password. Once you are logged in, the screen will be personalized to you. Each person may see different things, depending on what he/she has permission to do in Self Service. Click on the Finance link to find the Online Requisition form. Within the Finance menu, select Requisition to submit a purchase requisition. [Note: If you want to view an existing requisition (and see where it is in the approval process), you can use the View Document function.]

3 Note: required fields are highlighted in red. Field 1 Search In Process Button 2 User Template Dropdown Description If you save a requisition in process or if a requisition you submitted was denied/disapproved, you can retrieve it using this button. You can then modify and resubmit it if you so choose. Items left in process for more than 2 weeks will be deleted from the system. If you place a particular order regularly (e.g., annually), you can save the requisition as a template that you can reuse. Choose the template from the dropdown and click the Retrieve button. 3 Transaction Date The Transaction Date is the date the requisition information will be recorded in Banner 4 Delivery Date Delivery Date is the date that delivery is required. The delivery date must be on or after the Transaction Date. 5 Vendor ID Provide the Banner ID (L#) for the vendor you are suggesting. If you don t know the Banner ID, you can look it up using the Code Look Up at the bottom of the page [See #44]. Cut and paste or type in the vendor L number. Then click the Vendor Validate button. Validation will populate the form with the vendor name and address. 6 Vendor Contact Complete as applicable; not a required field 7 Vendor Complete as applicable; not a required field 8 Requestor Name Should automatically be populated based on the person logged into Banner 9 Requestor Should automatically be populated based on the person logged into Banner 10 Requestor Phone Should automatically be populated based on the person logged into Banner 11 Requestor Fax Complete as applicable; not a required field 12 Chart of Accounts Should automatically be populated as L 13 Organization Should automatically be populated based on the person logged into Banner 14 Currency Code Should automatically be populated as USD 15 Discount Code Should automatically be populated as None 16 Ship Code Should automatically be populated based on the person logged into Banner 17 Attention To Should automatically be populated based on the person logged into Banner 18 Comments Not a required field; can provide 30 character description of order. Caution: Anything you type into this field is NOT visible to approver(s) or the Purchasing Office. 19 Document Text hyperlink Opens a dialog box into which you can enter up to 4000 characters of free-form printable and non-printable text to provide additional information about the order to the Vendor (if in the Print section, and/or to approvers and the Purchasing Office (if in the No-Print section). Use this section for things like Suggesting one or more possible vendors Providing delivery details Summarizing any quotes you have received and are forwarding to the Purchasing Office 20 Commodity Code Enter the Commodity Code that most closely describes what you are purchasing. The list of available Commodity Codes is available on the Finance and Administration website (under Information for Faculty & Staff Banner Access and Training Additional Resources) 21 Commodity Description 22 Item number hyperlinks If you leave this blank and hit the Commodity Validate button, Banner will automatically fill in the associated generic description. If you would prefer, you can type a different description but you are limited to approximately 30 characters Clicking on the Item number to the left of the Commodity opens a dialogue box that enable the user to enter up to 4000 characters of free-form printable and non-printable text that is associated with that particular commodity. For example, if you wanted to purchase a file cabinet, you could specify lateral, lockable, 3 drawer or a model number in the item description. 23 U/M Select the most appropriate unit of measure from the dropdown 24 Quantity Type in the quantity you propose to purchase 25 Unit Price Type in the estimated unit price you propose to purchase 26 Discount Amount In most cases, this should be left blank 27 Additional Amount 28 Commodity Validate button In most cases, this should be left blank If you click this button or when you validate the entirety of the requisition, the Calculated Commodity Amounts section will automatically populate

4 29 Calculated This section will automatically populate when the form is validated Commodity Amounts 30 Chart Fill in L indicating the Lafayette Chart of Accounts 31 Index An Index code is a shortcut or abbreviation for your FOAPAL. If you use your Org number in the Index field, Banner will automatically populate the Fund, Org, and Program Codes when you validate the requisition. The Index field should be left blank when charging against funds other than or Fund If you are not using the Index field, enter the code associated with the Fund from which the purchase of the commodities will be financed. You can only submit a requisition against a Fund to which you have the appropriate Banner access. To modify your access, complete the Banner Access Request form available on the Finance and Administration section of the Lafayette website. 33 Org If you are not using the Index field, enter the code associated with the Organizational budget against which the purchase of the commodities will be charged. You can only submit a requisition against a Org to which you have the appropriate Banner access. To modify your access, complete the Banner Access Request form available on the Finance and Administration section of the Lafayette website. 34 Account Enter the account code that best describes the category of expense. The list of commonly used account codes is available on the Finance and Administration website (under Information for Faculty & Staff Banner Access and Training Additional Resources) 35 Program If you are not using the Index field, enter the Program Code associated with the Org number you utilized. 36 Activity If you have an applicable Activity Code, fill it in here 37 Location If you have an applicable Location Code, fill it in here 38 Accounting Fill in 100 to represent that 100% of the expenses associated with this requisition should be charged to that one FOAPAL. If you want to split the expense pro rata against more than one FOALPAL, you can fill in more than one FOAPAL line and provide the percentage splits in the Accounting column. If this is an order you expect to place more than once, you may save it as a template to reuse in the future. To do that, give the template a name in this field. 39 Save as Template 40 Shared Leave the Shared box UNCHECKED. 41 Validate Upon completion of a requisition, click this button to populate certain fields automatically and to check for missing or incorrect information. Any applicable error messages will appear at the top of the form. Once you make a correction, click the Validate button again until you receive a message stating: Document Validated with no errors 42 Complete This finalizes the document and submits it to the appropriate parties for approval. It also applies a unique numeric identifier to the requisition (e.g., R ). After you complete the Requisition document, you will be presented with two buttons for starting another requisition. One will allow you to start another Purchase Requisition using the Same Vendor. This option will retain the same vendor and accounting information as the completed requisition. You can simply enter new commodity information. This is particularly useful if you have more than 5 commodities you wish to order from a particular vendor. The second option will open a blank requisition form. 43 Save In Process After successfully validating a document with no errors, you may save the requisition by using the Save In Process button. By using this button, you can log out of Banner and retrieve your requisition to complete it on another time/day. Note: Items left in process for more than 2 weeks will be deleted from the system. 44 Code Look Up Use this tool to look up Vendor IDs. Choose Chart of Account L and Type vendor. In the Title Criteria type the name of the vendor. To ensure you see maximum search results, use only a portion of the vendor name and add the % character as a wild card before and after (e.g., %Dell%). Unless you choose more from the dropdown, you will only see the first 10 results. Caution: The search function is case sensitive so capitalize the first letter of a vendor name. Click Execute Query, and the results of your search will appear at the top of the requisition form.

5 OTHER HELPFUL HINTS: To track your requisition s progress, use the View Documents menu to locate the document number and to see the approval history. If you don t remember your Requisition number, click the Document Number button and you can query all of the Requisition you have submitted to a particular date range. The View Document button will allow you to see the requisition details. The Approval History button will allow you to see who has approved the document and who is required to approve the document. If you need to change or cancel a requisition once you have completed it (but before it has been converted to a Purchase Order), you can deny it through the approval process. In Self Service, you can deny any requisitions you have submitted by using the Approve Documents menu. Denying a requisition puts the requisition in process again such that you can recall from the Search In-Process Documents area on the Requisition form.

If it is near the end of a fiscal year and you are submitting a requisition for an item which will be delivered and therefore should be charged to the new fiscal year, please be sure to use a

6 If it is near the end of a fiscal year and you are submitting a requisition for an item which will be delivered and therefore should be charged to the new fiscal year, please be sure to use a Transaction Date and Delivery Date that are later than July 1 st. For example: An order placed on June 20 for a file cabinet that is expected to be delivered August 15 should have a transaction date after July 1. Requisitions that are incomplete or unapproved are identifiable in a Budget Query as Pending Documents and can be viewed by clicking the View Pending Documents button. Once a requisition has all of the required approvals, it will appear in the Reservations column of a Budget Query. Once the Requisition becomes a Purchase Order, it will move to the Encumbrance column. Finally, as goods and services related to the Purchase Order are delivered and the College pays the related invoices, the dollars move from the Encumbrance column to the Year to Date column.

Saint Louis University. Business and Finance

Saint Louis University. Business and Finance Saint Louis University Finance Navigation, Requisitioning, & Approvals Business and Finance Office of the Controller Financial Services Salus Center 5 th Floor April 27, 2009 Table of Contents Chapter