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1 REQUISITION FLOW HEADER BLOCK REQUESTOR/DELIVERY INFORMATION Document Text Save and Exit VENDOR INFORMATION COMMODITY INFORMATION Next Block to Accounting Information Accounting Information Item Text Save and Exit BALANCING/COMPLETION Updated Requisition.doc 1 Last updated: 6/7/2011

2 REQUISITION HEADER There are two ways to start a requisition: from scratch or by copying an existing requisition New Requisitions from Scratch: 1. Type FPAREQN in the Go To field 2. The Requisition Form will appear 3. Type NEXT in the Requisition field 4. Click Next Block 5. Complete the instructions as noted in the Requestor/Delivery Information Documentation section To enter a New Requisition using an old requisition: EX: You want to copy one from last year NOTE: It is very important that all information from the requisition being copied is correct and that you review all of the information in the new requisition to ensure that it is accurate. Failure to do so can lead to delays in getting the requisition approved and a purchase order generated. 1. Type FPAREQN in the Go To field 2. The Requisition Form will appear 3. Type NEXT in the Requisition field 4. Click Copy Updated Requisition.doc 2 Last updated: 6/7/2011

3 5. The Copy form will appear 6. Type the requisition number to copy from in the Requisition field 7. Press <<TAB>> 8. Verify the Vendor Name is correct, if not click Cancel 9. Click OK 10. Complete the Instructions on the Requestor/Delivery Information Documentation section to change and/or verify the information entered REQUESTOR / DELIVERY INFORMATION Complete the following fields: 1. Order Date Date the requisition is entered. It will default to today s date; change accordingly by clicking on the Calendar. NOTE: Dates must be entered in the DD-MMM-YY format. 2. Transaction Date Date the requisition is pulled from the books. The requisition must be approved by everyone in the same month as the Transaction Date. It will default to today s date; change accordingly by clicking on the Calendar. NOTE: Dates must be entered in the DD-MMM-YY format. 3. Delivery Date - Date the items being ordered are to be delivered. Click on the Calendar to enter the date. NOTE: The Delivery Date must be greater than the Transaction Date. Updated Requisition.doc 3 Last updated: 6/7/2011

4 4. Comments (Optional) Can be used for notes to yourself about the requisition NOTE: The Comments data does not print on the Purchase Order. 5. Requestor Defaults to login information 6. Organization If not defaulted, type your 6-digit org number 7. (Optional) Can enter the requestor s address 8. Phone Type the area code in the first section followed by the final 7-digit phone number in the second section 9. Fax - (Optional) Can enter the requestor s fax number 10. Ship To If the Ship To Code does not default, click Search to select. Begin to type your 6-digit org number. You will often see two locations. You will want to select the first option which is the one for General Receiving (732 N. 18 th Street). NOTE: If the correct person is not listed, you can complete the Banner Ship-To Address Maintenance Form to have a new ship to code created. The form can be found on the Purchasing web site ( under the Forms section. 11. Attention To Defaults to the Ship To Code selected. It can be modified or changed for each requisition. DOCUMENT TEXT NOTE: It is helpful to think of this as the cover sheet to your requisition. You may enter quote numbers, who specifically it is for, special delivery instructions, new vendor set up information, etc. 1. Click Options from the Menu Bar 2. Select Document Text 3. The Procurement Text Entry form will appear 4. Click Next Block 5. Click in first line of Text and type general information about the Requisition Updated Requisition.doc 4 Last updated: 6/7/2011

5 6. Press the down arrow on the keyboard when you reach the end of each line to go to the next row NOTE: To delete a line, press <<SHIFT>> <<F6>> 7. Click Save on the toolbar to save your text 8. Click Exit on the toolbar to exit out of the screen 9. The Requestor/Delivery Information form will appear 10. Click Next Block to continue to the Vendor Information form OR- Click the Vendor Information tab VENDOR INFORMATION 1. In the Vendor field, type the Vendor Number 2. Press <<TAB>> 3. Click Next Block to continue to the Commodity/Accounting Information tab -OR- 1. Click Search to search for the vendor number 2. From the Option List, click Entity Name/ID Search (FTIIDEN) NOTE: When you receive the option list for various forms, always select the first one in the list. Updated Requisition.doc 5 Last updated: 6/7/2011

6 3. The Entity Name ID/Search Form will appear 4. Press <<TAB>> to Last Name Field and type a portion of the Vendor Name; EX: Fisher S%. The "%" acts as a wildcard. You can use % both before and after the name as %Fisher%. Any text between the % signs must be an exact match. NOTE: The more specific you are, the better your results. If you do not find the specific vendor, you can enter another name and search again. The search is Case Sensitive. If you are unsure if they capitalized something, you might try leaving the first letter off. 5. Click Execute Query or press <<F8>> 6. Double-Click on Vendor Name or click Select on the toolbar to pull the Vendor Name into the form. Do not select any vendors that are terminated. These will be indicated with the word USE: followed by a vendor number. EX: NOTE: If the Vendor is new and cannot be located, enter all information about the Vendor (Name, Address, Phone, Fax, Contact, etc.) in Document Text. 7. Click Next Block to continue to the Commodity/Accounting Information tab OR- Click the Commodity/Accounting tab COMMODITY / ACCOUNTING INFORMATION NOTE: The commodity and accounting data are on the same form. However, you do have to Next Block to get to the Accounting information or Previous Block back to Commodity. The Commodity section is used to list the items being ordered, quantity, and dollar amount. The Account section is used to identify the fund(s) and org(s) being used to pay for the requisition. Updated Requisition.doc 6 Last updated: 6/7/2011

7 1. Click the Commodity Search Icon 2. From the Option List form that appears, click Commodity Validation (FTVCOMM) 3. The Commodity Code Validation Form will appear 4. Click Enter Query from the toolbar or press <<F7>> Updated Requisition.doc 7 Last updated: 6/7/2011

8 5. Type a commodity code or partial description to search on. EX: 205% or Computer%. 6. Click Execute Query from the toolbar or press <<F8>> to execute a query 7. Double-Click the Commodity or with the commodity selected, click Select on the toolbar NOTE: You do not want to use commodity codes with a space in front and three digits. These are used for indexing large commodity codes. 8. Select U/M (Unit of Measure) 9. Type Quantity in the Quantity field 10. Type Unit Price in the Unit Price field NOTE: An item cannot be listed with 0 cost. Instead list an equal amount in the Discount field or do not list the item as a commodity but instead list it as a free item in the Item Text of the last commodity entered. 11. Press <<TAB>>. The total will appear in the Extended field. 12. You can enter a discount in the Discount field or additional amount in the Additional field 13. Click Options from the Menu Bar and select Item Text (FOAPOXT) 14. The Procurement Text Entry form will appear 15. Click Next Block 16. Click in the first line of Text block and type a description of the commodity EX: examples are serial numbers, catalog numbers, model numbers, colors, sizes, etc. 17. Arrow down to go to the next line if you need more room NOTE: Text will not go clear across the screen as it appears it should. 18. Click Save on the toolbar to save your work 19. Click Exit on the toolbar to exit out of the screen 20. The Commodity/Accounting form will appear and a check will now appear in the Item Text checkbox 21. Arrow down to the 2 nd commodity line NOTE: YOU MUST ARROW DOWN, you cannot click with the mouse. 22. Repeat steps #1 19 for each commodity to be entered NOTE: If you have more than 4 commodities, the form will scroll. 23. If you want to view all your commodity entries, click Options in the menu bar and select Review Commodity Information (FOICOMM) Updated Requisition.doc 8 Last updated: 6/7/2011

9 STEPS: MULTIPLE COMMODITIES - ONE ACCOUNTING: Payment may come from one source of accounting or multiple accounts. NOTE: Be careful when entering Accounting information not to enter any accounting lines with zero dollars. Zero dollar accounting lines will result in the requisition completing; however, it will be bounced out of posting during the PO process and will have to be cancelled and reentered. 1. Click Next Block to Accounting Information Block 2. Type the Fund, Organization, Account Code and Program in the appropriate fields 3. Options on Completing Dollar Amount: a. Press <<TAB>> to USD field and type in $ amount b. Press <<TAB>> through USD field and total $ amount will default c. You can check the Extended checkbox and then type a percentage in the USD field (100) and total $ amount will default STEPS: MULTIPLE COMMODITIES - MORE THAN ONE ACCOUNTING: NOTE: Be careful when entering Accounting information not to enter any accounting lines with zero dollars. Zero dollar accounting lines will result in the requisition completing; however, it will be bounced out of posting during the PO process and will have to be cancelled and reentered. 1. Click Next Block to Accounting Information Block 2. Type the Fund, Organization, Account Code and Program in the appropriate fields 3. You can check the Extended Checkbox and then enter a percentage in the USD field (EX: 60) and that $ amount will default 4. Arrow down to the next line in the Accounting section 5. Type another Accounting Sequence (Fund, Organization, Account and Program) 6. Check the Extended Checkbox and then enter a percentage in the USD field as (EX: 40) and that $ amount will default NOTE: You do not have to use percentages -- you can type the $ amount in for each accounting sequence. STEPS: SEPARATE ACCOUNTING FOR EACH COMMODITY: NOTE: Be careful when entering Accounting information not to enter any accounting lines with zero dollars. Zero dollar accounting lines will result in the requisition completing; however, it will be bounced out of posting during the PO process and will have to be cancelled and reentered. 1. Click to remove the checkmark off the Document Level Accounting field on the Commodity/Accounting Information Block to activate multiple accounting records (a separate accounting record for each commodity) Updated Requisition.doc 9 Last updated: 6/7/2011

10 2. Complete all the steps for the commodity and item text as outlined in the Commodity/Accounting section 3. Click Next Block to the Accounting section and complete the accounting information as noted in the previous sections 4. Click Previous Block back to the Commodity section, arrow down, and enter the 2nd commodity and all fields 5. Click Next Block to the Accounting section and complete an accounting record for the 2nd commodity 6. Repeat for as many commodities as you have BALANCING / COMPLETION BLOCK COMPLETING THE REQUISITION 1. When done with the Accounting Block, click Next Block -OR- Click the Balancing/Completion tab 2. The Balancing/Completion screen will appear 3. Verify the Status Column says BALANCED all the way down 4. Click the Complete Button to begin the approval process -OR- To temporarily hold the requisition, click the In Process Button MESSAGE FORMS When a document is disapproved, a message is sent to the originator. If you have a message waiting, you will have a green checkmark next to Check Banner Messages under the My Links section. Updated Requisition.doc 10 Last updated: 6/7/2011

11 To View a Message: 1. Click the Check Banner Messages link under My Links to view the Message NOTE: You can type Messages to any Banner User by accessing GUAMESG in the Go To field. To Complete the Message: 1. Click Complete Radio Button 2. Click Save Icon 3. Click Exit Issue with Requisition Requisition # disapproved Click to delete message TO RECOMPLETE A REQUISITION Use these steps to recomplete a requisition that has been disapproved 1. Go to form FPAREQN 2. Type the Requisition Number 3. Click Next Block 4. Change the transaction date and delivery date to the current month 5. Go to the Accounting Block 6. Retype the fund code 7. Make any other changes if needed 8. Click the Complete button TO DELETE A REQUISITION Use these steps to remove a requisition from the system that has been disapproved or never completed 1. Go to form FPAREQN 2. Type the Requisition Number Updated Requisition.doc 11 Last updated: 6/7/2011

12 3. Click Next Block 4. You are now on the Requestor/Delivery Information Block 5. Select Record/Remove from the Menu Bar 6. Select Record/Remove from the Menu Bar NOTE: this is not a mistake; you need to do the process twice. 7. Click OK to the "All commodity and accounting records will be deleted" message NOTE: You can reuse the number for a new requisition. DOCUMENT APPROVAL FORM - FOAAINP Use this form to see who has yet to approve the document 1. Type FOAAINP in the Go To field 2. Type Document Number in the Document field EX: R Type Document Type in the Type field EX: REQ 4. Click Next Block NOTE: Queues are listed in alphabetical order. A requisition travels through the department queue before going to the Controller s Office queue. 5. Arrow up and down to see who is in each queue 6. Click Exit Icon to Exit 7. Click Options from the Menu Bar 8. Select Approval History to see who has already approved the document Updated Requisition.doc 12 Last updated: 6/7/2011

13 DOCUMENT APPROVAL HISTORY FORM - FOIAPPH Use this form to see who has already approved the document 1. Type FOIAPPH in the Go To field NOTE: You are already in Query Mode. 2. Type Document Number in the Document Code field EX: R Click the Execute Query Icon or press <<F8>> 4. You see the Queue ID, Queue Level, Originator, Approver s Name & Date DOCUMENT BY USER FORM FOADOCU Use this form if you forget to write down the assigned requisition number 1. Type FOADOCU in the Go To field 2. The login id will automatically populate in the Original User ID field 3. Click the Execute Query Icon or press <<F8>> 4. All documents created by the login id will appear Updated Requisition.doc 13 Last updated: 6/7/2011